Bookable Resource Inventory Worksheet
A worksheet for mapping every desk, room, booth and space in a coworking location into bookable inventory with its own unit, access rule, window and cap.
Reviewed for 2026, updated September 8, 2026.
The first section of our guide argues that a coworking space is not one pool of seats but a set of distinct resource types, each with its own capacity, booking unit and idea of what counts as a conflict. This worksheet turns that idea into a table you can fill in before you configure any software. One row per resource type, one honest number per cell, and the rules that today live in someone's head written down where the whole team can see them.
The example rows show typical ways operators set up each type, but every cell marked Your figure or Your rule is a placeholder for your own space. Nothing here is a benchmark. Once the table is complete, it becomes the source of truth for your booking settings, your member-facing rules page and your capacity planning, and it is the fastest way to spot gaps such as a phone booth nobody can reserve or an event block that silently takes hot desks offline.
| Resource type | Count | Booking unit | Who can book | Advance window | Cap or credits | Notes |
|---|---|---|---|---|---|---|
| Dedicated desks | Your figure | Monthly, assigned | Dedicated desk plans | Not applicable | One desk per member | Hide from the shared availability view |
| Hot desks | Your figure | Full day | Flex plans and day passes | Your rule (typically a few days to two weeks) | Your rule (often one desk per member per day) | Count only desks nobody owns |
| Half day hot desks | Your figure | Half day, AM or PM | Part time plans | Your rule | Your rule | Optional; skip if most visits are full days |
| Small meeting room | Your figure | 30 or 60 minutes | All members; guests via a member | Your rule | Credits per plan, then hourly rate | List seats and screen so members pick the right room |
| Large meeting room | Your figure | 60 minutes | All members; external hire allowed | Your rule | Credits per plan, then hourly rate | Consider a minimum booking length |
| Phone booths | Your figure | Walk up or 30 minutes | All members | Same day only, if bookable at all | Your rule | Many spaces keep booths first come first served |
| Event space | Your figure | Half day or evening block | Members and approved external hosts | Your rule (usually longer than rooms) | Quoted per event | Note which hot desks go offline during setup |
| Lockers | Your figure | Monthly, assigned | Any member on request | Not applicable | One per member | Track key or code handover |
| Day pass seats | Your figure | Full day | Non-members | Your rule | Your rule | Decide whether passes share the hot desk pool |
| Your own type | Your figure | Your unit | Your rule | Your rule | Your rule | Add a row for anything members ask to reserve |
https://coworkdeskr.com/templates/bookable-resource-inventory-worksheet/Use it in your business, share it with your team, or link to it from your own site.
Also from CoWorkDeskr
- Coworking Booking System Setup Checklist: 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.
- Free calculators