> For the complete documentation index, see [llms.txt](https://easy-space.gitbook.io/easy-space-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://easy-space.gitbook.io/easy-space-docs/space-settings/adding-and-managing-rooms.md).

# Adding and Managing Rooms

## Creating a New Room

1. Navigate to **Space Settings → Rooms**
2. Click the **Add Room** button
3. **Essentials** (shown first on the form): fill in what you need to get the room bookable.

* **Availability**: Turn on if the room should be bookable now; you can change this later.
* **Name**: Give your room a clear identifier.
* **Price per hour**: Set the hourly rate in your space’s currency (any tax-inclusive hint on the form reflects your tax settings).
* **Operating hours**: Set opening and closing times for bookings.

4. **Advanced** (optional): Click **Advanced** on the form to open extra options—nothing here is required to create the room.

* **Description**: Helpful details about features, capacity, or equipment.
* **Time increment**: How booking slots step forward (for example 15-minute start times).
* **Minimum booking duration**: The shortest booking a member can make (choices depend on the increment you chose).
* **Images**: Up to five photos; good for the Members App and your marketing.

When you **edit** a room, the same layout applies. If the room already has a description, photos, or custom increment or minimum duration, **Advanced** opens automatically so those settings are easy to find.

## Managing your rooms

Go to **Space Settings → Rooms** to see your rooms, then open a room to edit it.

### Room settings

* **Edit details**: Update name, price, hours, and availability—same form as when you create a room.
* **Advanced**: Description, booking grid timing (increment and minimum duration), and photos live under **Advanced** when you add or edit a room.
* **Availability**: You can temporarily disable booking for maintenance from the availability toggle.
* **Operating hours**: Adjust when the room can be booked.

## Room Groups

Room groups let you organize related rooms together (e.g., "Call Booths", "Meeting Rooms", "Interview Rooms") and optionally share **group credit** pricing across those rooms.

**Where to manage them:** Go to **Space Settings → Rooms**, then click **Manage groups**. That opens the **Room groups** page (you can bookmark or return via the back control on that page).

**Rules when you create or edit a group:**

* **At least one room** must be assigned to the group. Each room can only belong to one group at a time.
* **Group credit price per hour** applies when the group is **not** set to free booking. Leave it empty if you do not want group credit purchases at a dedicated group rate (the product may fall back to room-level pricing where applicable).
* When **Free to book (no credits required)** is turned **on**, the group credit price field is disabled and any stored group credit price is cleared—free groups are not sold as group credits.

### Free to Book Rooms

When creating or editing a room group, you can enable **Free to book (no credits required)**. When this option is checked:

* Rooms in that group can be booked by members at no cost—no credits or payment are required
* Members still need an active or upcoming membership to book
* The same booking rules apply: only one booking at a time per room, standard time slots, and availability hours
* Your members will see "Free" instead of a price when viewing these rooms in the Members App

This is ideal for spaces you want to offer as a membership perk—for example, a quiet phone booth or small meeting room that members can use without purchasing additional credits.

## Important Notes

* You cannot delete rooms that have:
* Active bookings
* Members with room benefits
* Unused room credits
* Update room details anytime, changes affect future bookings only

## Membership Requirements

💡 **Important for Your Members:** Members using the Members App can only book rooms and purchase room credits if they have an active or upcoming (paid but not yet started) membership. As a manager, you can create bookings for any member through your dashboard regardless of their membership status.

## Best Practices

* Use descriptive names that indicate room type or capacity
* Add clear photos showing room layout and amenities
* Set appropriate minimum durations based on typical usage
* Keep descriptions updated with current features and equipment