Coworking Booking System Setup Checklist
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A step by step checklist for setting up desk and meeting room booking in a coworking space, from modeling inventory to the first month after launch.

[ ] List every bookable resource type separately: dedicated desks, hot desks, meeting rooms, phone booths, event space.
[ ] Record the count, booking unit (day, half day, hour, half hour) and capacity for each resource type.
[ ] Decide which membership plans can book which resource types, and whether day pass holders share the hot desk pool.
[ ] Set the advance booking window for hot desks and a separate window for meeting rooms.
[ ] Set a daily and weekly booking cap per member for hot desks so a few heavy users cannot hold the floor.
[ ] Define meeting room credits per plan and state exactly what one credit buys (for example 30 minutes in a small room).
[ ] Write the credit reset and rollover rule in one plain sentence that a new member understands on day one.
[ ] Set the overage price for rooms once a member's credits run out, and check it against your allocated room cost.
[ ] Pick the check-in method for hot desks: app tap, QR code at the desk, front desk confirmation, or Wi-Fi login.
[ ] Set the no-show grace period and decide what happens when it expires (slot released, credit kept or returned).
[ ] Set the cancellation deadline and decide whether late cancellations cost a credit.
[ ] Write a booking rules page in plain language that a member can read in under two minutes.
[ ] Confirm the live availability view shows what is free right now, not only a list of existing bookings.
[ ] Try to create a double booking on every resource type and confirm the system blocks it every time.
[ ] Export a sample usage report and check it shows bookings, check-ins and no-shows by day and resource.
[ ] Run the Hot Desk to Member Ratio Calculator with your real visits per week before opening more flex memberships.
[ ] Price each room with the Meeting Room Hourly Rate Calculator using the monthly cost you actually allocate to it.
[ ] Migrate existing recurring bookings into the new system and confirm each one with the member who holds it.
[ ] Announce the rules at least two weeks before launch and offer a short walk-through at the front desk.
[ ] Choose a launch date in a quiet week, not the first business day of a month.
[ ] Keep a one page paper or spreadsheet fallback for the first week in case the system is unavailable.
[ ] Schedule a rules review 30 days after launch using the first month of check-in and no-show data.