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.