Business tool builder

One room booking system for rooms, desks and halls
that holds one booking per slot.

Tell Netiva which spaces you run. The agent builds a web app with slot rules, check-in and an availability board you can put on a screen by the door.

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Starter prompt

Build a room booking web app for a coworking space with three meeting rooms, 30 hot desks and a hall it rents out in the evenings. Store each space with its type, floor, capacity and amenities, and give each type a rule set: opening hours, slot length, minimum notice, maximum length and a turnaround buffer. Members sign in, filter the board by floor, seats and amenity and take a free slot. Show a day board of every space, let people check in on arrival and release slots nobody claims. Community groups request the hall from a public rental page for the bookings officer to approve.

Build it in Netiva Paste the prompt into a new workspace and adjust it to your business.
Overview

Who this room booking system is for

Most buildings run on one calendar everybody edits and nobody trusts. The big room reads free, then two teams arrive at 10; a desk stays held all day for someone who stayed home; the Thursday evening group asks again whether the hall is taken. A room booking system built with Netiva keeps your spaces, their capacity and the rules for each one in a single place, so members and staff take a real slot from their phone, check in when they arrive and see on one board what is free right now.

Key features

What your room booking system can do

  • Rule sets per type of space

    Every space points at a rule set — opening hours, slot length, the minimum notice before a slot, the longest single booking and the turnaround buffer after one — so the form offers only slots that space can really take.

    • Separate rules for meeting rooms, day desks and evening hall rentals
    • Required fields and defaults set once in the collection grid
    • Party size checked against the seats the space holds
    • Spaces marked out of service drop off the board until they come back

  • A board of what is free right now

    One day view lists every space down the side and the hours across the top, with each booking sitting in its slot. Filter to a floor, a type of space or an amenity, and save those filtered views in the collection grid.

    • Today’s bookings for every room and desk in one grid
    • A free-now filter for anyone hunting a room between calls
    • Saved collection views per floor, building or type of space
    • Space pages and booking pages render straight from the collections

  • Check-in, releases and reminders

    People tap check in from their phone when they walk in. A slot nobody claims goes back on the board after the grace period you set, and scheduled emails nudge holders beforehand and tell them when their slot has been released.

    • Check-in stamps the arrival time on the booking
    • Unclaimed slots released after a grace period you choose
    • Reminder emails before a slot and a morning list for the desk
    • Everyone signs in and sees their own bookings

  • Door displays and public rentals

    Stand a tablet by each room with a page showing what is on now and the next free slot, and publish a rental page where outside groups ask for the hall on a date. Requests land in the bookings officer’s queue.

    • A display page per space for a tablet or a wall screen
    • Public rental request form with dates, headcount and setup notes
    • Published in one click on your own domain
    • Approved requests turn into bookings on the same board
Data model

The collections behind it

Netiva keeps your records in built-in collections. Here’s a starting structure — the agent adapts it to your prompt, and you can change it any time.

Spaces

Everything you book out, from a two-person call room to the main hall.

  • Name (required) Oak room, Desk 14, Studio B Text
  • Type (required) Meeting room, desk, studio, hall, parking spot Text
  • Building and floor (required) Used to group the board and filter the space list Text
  • Capacity (required) Seats in the standard layout Number
  • Amenities Display, whiteboard, video bar, accessible entrance, hearing loop Text
  • Booking rule (required) Relation to Booking rules
  • Approval (required) Confirmed as it is taken, or held for the bookings officer Text
  • Status (required) Bookable or Out of service Text

Booking rules

The rules a whole type of space shares, so you change them in one record.

  • Name (required) Meeting rooms, day desks, evening hall rentals Text
  • Opening hours (required) Days plus the earliest and latest slot, such as Mon to Fri, 8 a.m. to 6 p.m. Text
  • Slot length (required) Minutes; 30 for a meeting room, a whole day for a desk Number
  • Minimum notice Minutes before a slot starts that it may still be taken; zero to allow walk-ups Number
  • Longest booking (required) Minutes a single booking may run Number
  • Booking window (required) Days ahead someone may take a slot Number
  • Turnaround buffer Minutes held after a booking for cleaning or a layout change Number
  • Release after Minutes without a check-in before the slot goes back Number

Members

Everyone who can hold a booking: staff, members and outside groups.

  • Name (required) Text
  • Email (required) Where confirmations, reminders and release notes go Text
  • Kind (required) Staff, member, community group, visitor Text
  • Team or organization Text
  • Included hours Meeting-room hours the plan covers each month Number
  • Hours this month Running total from confirmed bookings, compared with the allowance Number
  • Status (required) Active, paused or ended Text
  • Notes Access needs, keyholder, invoicing details Paragraph

Bookings

One record per slot held, from a 30-minute call to a Saturday hall rental.

  • Space (required) Relation to Spaces
  • Held by (required) Relation to Members
  • Details (required) What it is for, plus layout, AV and access requests; line one shows on the board Paragraph
  • Starts at (required) Date & time
  • Ends at (required) Date & time
  • People expected Weighed against the capacity of the space Number
  • Status (required) Requested, Confirmed, Checked in, Released, Canceled Text
  • Checked in at Stamped when someone taps check in at the space Date & time

Required field. Types are Netiva collection field types.

Screens

Pages and screens to start with

A typical first version. Ask the agent for more, or annotate the preview to change any of them.

  • Availability board

    Today across every space: hours along the top, rooms and desks down the side, each booking in its slot, with filters for floor, type, seats, amenity and free now.

    Signed-in users

  • Take a slot

    The day for one space with free slots offered inside its rules; pick a start and end, say what the booking is for and how many people are coming.

    Signed-in users

  • My bookings

    What this person is holding this week, with check in, shorten and hand back, plus the hours they have used this month.

    Signed-in users

  • Request the hall

    A public form for outside groups: the date, start and end times, headcount and setup notes, checked against the hall’s rules before it lands at the desk as Requested.

    Public

  • Room display

    A full-screen page for a tablet by the door: what is on now, who holds it and when the space is next free, on a link anyone can open.

    Public

  • Bookings desk

    The officer’s view: rental requests waiting, clashes and out-of-service spaces, and the slots that released themselves yesterday.

    Your team
How it works

From prompt to a live room booking system

  1. List what you book out

    Tell Netiva which spaces you share — meeting rooms, desks, studios, the hall — how many people each one seats and when the doors are open. The agent drafts collections for spaces, rules, members and bookings.

  2. Set the rules once per type

    Fill in opening hours, slot length, notice and buffers in the grid, or ask the collection assistant to apply a rule set across every space of one type. Mark anything under repair as out of service.

  3. Run a busy Tuesday in the preview

    Take a room in the live preview, watch it land on the board, check in, then let one slot lapse. Annotate whatever reads wrong and the agent adjusts the rules and screens.

  4. Publish and hand it to the floor

    Publish in one click, invite the bookings officer into the workspace and open the display pages on the tablets. Every change is checkpointed, so a rule you regret rolls back.

Why Netiva

Netiva vs a traditional build

Building a room booking system with Netiva compared with a traditional build
Criterion With Netiva Traditional build
Double bookings One booking per space and slot, with a turnaround buffer the form will not book over A shared calendar anyone can drag, and two teams at the same door at 10 a.m.
Spaces held and never used Slots without a check-in release themselves and go back on the board for anyone A repeating invite nobody cancels keeps the biggest room blocked all quarter
Getting started Describe what you need in chat and watch it take shape in a live preview Hire developers, or stitch together templates, plugins and a hosting plan
Content and data Built-in collections with nine field types, bound straight to your pages Set up and connect a separate database or CMS
Making changes Ask the agent; every change is checkpointed and reversible File a ticket, wait for a sprint, redeploy
Hosting and domain Global hosting and automatic SSL; connect a custom domain from the Starter plan Buy hosting, then install and renew SSL certificates yourself
Code ownership Clean production code you own and can export Locked into a template, plugin or agency setup
Examples

Ways teams use it

  • A coworking space with three meeting rooms

    Meeting-room hours come with the membership. The app adds up the hours each member has confirmed this month and flags anyone past their allowance, so the community manager can put the extra hours on the next invoice instead of chasing them.

  • An office with two floors of hot desks

    Desks go by the day rather than the hour, and each team keeps a row on its own floor. People take a desk near their group the night before, and anyone deciding whether to come in can see how much of the floor is already spoken for.

  • A community center that rents out its hall

    Weekday daytimes belong to the center’s own classes; evenings and weekends go to outside groups. Each group sends a request with times, headcount and setup notes, then the bookings officer approves it and sends a deposit link from Netiva’s hosted checkout with the confirmation.

Good to know

Before you build

  • Door panels and the public display

    Netiva builds the web app, not the hardware: it does not drive locks, badge readers or room panels. A display page runs in any tablet browser, but its URL is public, so keep it to the space, the time and a short line — or have the agent show only Booked and the next free slot.

  • Your work calendar stays where it is

    There is no sync with the calendar tool your office already runs. Confirmations and reminders arrive by email with the space, date and times, and if your calendar provider offers a REST API the agent can push bookings to it. Otherwise the app is the record of who has what.

  • Capacity is not your occupant load

    The capacity you type is how many seats a layout holds, not the occupant load your local building code sets for a room. Check that number separately for any space the public uses, and keep access details such as an accessible entrance or a hearing loop accurate in the collection.

  • Charging for rentals

    Internal bookings need no money at all. To charge outside groups, send a deposit or rental product from Netiva’s hosted checkout with the confirmation, which takes cards, and keep card numbers out of the request form.

FAQ

Questions about building a room booking system

Can people book hot desks as well as meeting rooms?

Yes. A desk is only a space with a different rule set: a whole-day slot instead of a 30-minute one, and no turnaround buffer between people. Filter the board by floor or by team row to see what is left. Rooms keep their own rules, so an hour in the boardroom and Tuesday at Desk 14 sit on the same board.

What happens when nobody turns up for a room they booked?

Each booking carries a check-in button that people tap from their phone when they arrive. If nobody checks in inside the grace period you set — 10 or 15 minutes is usual — the app marks the booking released, puts the slot back on the board and emails the holder so there is no confusion. The bookings desk reads yesterday’s releases in one list.

Can we stop one team holding the big room every week?

Set the longest single booking and how far ahead people may reserve in the rule set, so nobody takes the best hours of next quarter in one go. Mark a named space for approval and its bookings wait for the bookings officer instead of confirming outright, so the hall and the boardroom get a second look. Members also carry an hours allowance the app counts against.

How do community groups ask for the hall without an account?

The rental page is public. A group picks a date, gives start and end times, a headcount and setup notes, and the request arrives at the desk as Requested. The officer checks it against the board, approves or declines, and the app emails the group either way. Approved requests become bookings and appear on the room display like any other.

Will bookings show up in the calendar system we already use?

Not by themselves. Confirmation and reminder emails carry the space, date and times, which is enough for most people to file from the inbox. If your calendar provider offers a REST API, describe the connection to the agent and store the key securely, then confirmed bookings can be pushed across. Read the provider’s API documentation before you plan that.

Can our IT team read the code behind the booking system?

Yes. Netiva writes clean, framework-standard code you can open in the code view, edit and export whenever you want, with no proprietary runtime. Every change the agent makes is checkpointed, so you can compare versions and roll back a rule change that upset everybody. You can start on the free plan, and custom domains come with the Starter plan.

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Drafted with AI assistance from Netiva’s product pages and reviewed by the Netiva team. Example data models, screens and prompts are illustrative starting points, not customer projects.

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