Coworking space booking manager

Schedule meeting rooms while tracking deposits, equipment and customer requirements.

Concept study with a fictional brand and illustrative data; not a client delivery.

Harbor — Coworking space booking manager · Illustrative interface — AI-generated design preview · English interface · Illustrative data. Swipe horizontally to inspect on mobile.

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The challenge

Operators coordinate several rooms, check conflicts and payments, and arrange equipment and seating. Booking changes spread across messages are easy to miss.

02 /

The approach

Show room occupancy in a weekly calendar and keep guests, pricing, equipment and notes in one booking record. Confirmation, rescheduling and cancellation follow that record, with payment and booking states tracked separately.

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Functional scope & business rules

Proposed requirements for the illustrated scenario, ready for a scoping discussion. Rules and integrations are agreed before implementation.

User roles

Space operators, business bookers, finance and on-site staff

Typical workflow

1Choose room and time
2Price and confirm booking
3Prepare equipment and host
4Settle, reschedule or cancel

Spaces and weekly calendar

Maintain room capacity, opening hours, time zone and equipment. Cleaning buffers and maintenance block availability too; multi-day bookings check each occupied interval.

Conflict checks and temporary holds

Recheck room and time when saving a new booking or rescheduling. Unpaid holds can expire at an explicit deadline; simultaneous requests cannot both confirm an overlapping room booking.

Pricing, deposits and receipts

Calculate hourly or agreed-slot pricing, equipment extras, taxes and deposit terms. Payment and booking states remain separate; failed or unverified payment is never treated as received.

Changes, cancellation and refunds

Rescheduling rechecks conflicts and prices, then releases the old slot after confirmation with a change record. Cancellation charges follow agreed windows; booking cancellation, refund request and receipt are separate states.

Equipment, capacity and preparation

Record attendees, display, whiteboard, video equipment and seating requests. Flag capacity or equipment conflicts; generate a preparation checklist for staff and retain changes to customer notes.

Notifications, permissions and history

Send confirmation, change and cancellation notices to the booker and relevant staff, with retryable failures. Customers see their own bookings; discounts, manual rescheduling and refunds require permission and a reason.

A worked example

A booker requests Cedar Room on 15 September, 10:00–12:00, for eight guests with a display. The system checks the room and cleaning buffer before pricing. A move to 11:00–13:00 conflicts with another booking, so the original remains while alternatives are offered.

Suggested acceptance checks

Only one of two simultaneous overlapping confirmations succeeds; the other receives a clear explanation.
A failed reschedule preserves the original slot, paid amounts and notes.
Cancellation releases the room but the refund remains pending until separately confirmed.

Integrations & scope decisions

Agree time zone, hours, buffers, deposit proportion and cancellation rules. Payment gateways, external calendars, SMS and access control are optional; lock control, invoicing and real-time two-way calendar sync are not assumed.