Module configuration
Rooms
Set up reservable rooms and workplaces, meeting rooms, focus rooms, phone booths, parking spots. One entity, one set of rules, every booking through the same engine.
Updated May 18, 2026
Configuration · Modules · 4.8
The Rooms module captures what is reservable and under which rules. Meeting rooms, focus rooms, phone booths, parking spots, EV chargers — all variations on the same mechanism: a capacity distributed over time, with or without check-in, with or without add-ons.
Why this matters to the business
"Boardroom double-booked every week"
M365 resource sync + Gfacility as single source → one calendar, no clashes.
"Wrong people book the executive room"
Restriction rules per group — only managers+ can pick those room types.
"Recurring empty rooms again"
Check-in policy + auto-cancel → no-shows are released within 10-20 minutes.
"Catering forgotten for a big meeting"
Add-on flow on the room asks for catering/AV automatically beyond > X attendees.
Room as a configuration item of class “Service”
Under the hood a room is a CI of class “Service” (see 4.2). What the Rooms module adds:
Capacity & amenities
Seat count, Teams Rooms, whiteboard, projector, accessibility — filtered in the search result.
Reservation rules
Booking window, max duration, recurring policy, check-in, no-show — per room type.
M365 / Google integration
Optionally published as an Exchange/Google resource so Outlook bookings also land.
Standard fields
| Field | What it's for |
|---|---|
| Name & location | Following the naming convention (see section 4.3). Location aligns with the location tree. |
| Type | Meeting room · Focus room · Phone booth · Workstation · Parking · Locker. Drives search filters and defaults. |
| Capacity | Seat count. Compared to the attendee count on bookings. |
| Amenities (tags) | Teams Rooms, whiteboard, projector, accessible, etc. — multiple allowed. |
| Reservation rule | Set of rules from the Restriction Rules (see 9.2): window, duration, check-in, recurring. |
| M365 resource | UPN of the Exchange resource if two-way linked. |
| Add-ons | Which products/services are suggested on booking (catering, AV package). |
| Owner / workgroup | Who gets notifications about this room (defect, cleaning). |
Which decisions will you make?
Which types are reservable?
Meeting rooms always; flex workstations under hybrid working; parking/EV when policy demands it.
Sync M365 resources?
Bidirectional = Outlook comfort, but conflict rules needed. Pure Gfacility = simpler but Outlook users have to adjust.
Privileged spaces
Boardroom, executive lounge — access via a specific group. Political debate moves from "who was allowed again?" to a single configuration decision.
Add-on flow threshold
From how many attendees does the system suggest catering or AV? Tune this to your meeting culture.