Rooms & vehicles: book bays, demo cars and equipment
Add the shared things people book onto meetings and shoots (a meeting room, the photo bay, a demo ute, the drone) so nobody can book them twice at once.
Where it is
- Calendar → Rooms & vehicles — Add, edit, retire
- Calendar → Rooms & vehicles view — One row per room or vehicle, with its bookings
Settings for this
- Settings → Team → Roles — “Manage bookable rooms, vehicles and equipment” lets someone add and change them
Rooms & vehicles are the shared things people book onto an event. Once something is here, it can't be booked twice at the same time.
Step by step: add one
- Open Calendar and press Rooms & vehicles in the toolbar, or go straight to Calendar → Rooms & vehicles.
- Press Add (on an empty page, pick one of the examples: Room, Vehicle, Space or bay, Equipment).
- Give it a name (such as "Photo bay"), a kind (Room, Vehicle, Equipment, Space or bay or Other), Fits (optional) for how many people, and Notes (optional) (such as "Keys are in the front office").
- Press Save. It's bookable straight away.
Booking it
In the event editor, Book a room or vehicle lists everything bookable. Tick what the event needs and Create. If it's already taken you see Already booked with the clash. See Meetings and events.
Seeing who has what
See bookings (or the Rooms & vehicles view tab on the calendar) shows one row per room or vehicle with its bookings. The People filter doesn't hide anything here: a room someone else booked is still taken.
Retire or delete
- Retire stops new bookings but keeps its history; it shows Not bookable. Make bookable brings it back.
- Delete removes it from every event it was booked on. The events themselves stay. To keep the history, retire it instead.
Who can do it
Anyone who can create events can book one. Adding, editing, retiring and deleting needs Manage bookable rooms, vehicles and equipment (Settings → Team → Roles). Without it the page says "Ask a manager to add them".
Courtesy cars are separate. Loan cars for workshop customers are run from Service → Workshop → Courtesy Cars (Courtesy cars). Use Rooms & vehicles for demo vehicles, the photo bay and other things staff book for themselves.