Manage room bookings
Confirm room reservations against entitlement, capacity, equipment, access, setup, and operating constraints while giving staff a clear route to resolve nonstandard needs.
| Field | Value |
|---|---|
| Business area | space-inventory |
| Primary role | community-coordinator-front-desk |
| Frequency | continuous |
| Privacy sensitivity | medium |
| Security sensitivity | medium |
| Compliance review | not normally required |
Trigger and handoff
Trigger: A room is requested, changed, canceled, checked in, or released.
Inputs
- Requester entitlement
- Current room inventory
- Requested time and setup
Outputs
- Confirmed or explained booking outcome
- Setup and access actions
- Updated availability
Current manual methods
- Shared calendar
- Reception booking
- Door sign
Human judgment and approvals
-
Resolve unusual setup or duration requests
-
Identify when a booking affects safety or other members
-
Approval: Authorized owner approves entitlement override
-
Approval: after-hours use
-
Approval: or material setup
Failure modes
- Recurring booking blocks unused capacity
- Equipment or access need is not attached to reservation
Success metrics
- Confirmed bookings are usable as specified
- Released and no-show capacity returns to availability