Meeting room booking for a coworking space
Two booking flows on a single website. Members book without paying online, visitors pay right away, and the time slot is blocked as soon as the request comes in.
The need
MIX Coworking runs two sites in Tassin-la-Demi-Lune, with shared offices, three meeting rooms, a conference room for rent, membership plans, an events program and a café.
Two audiences share the same website. Members book without paying anything online, either because their plan covers the slot or because the booking goes on their consolidated monthly invoice. Non-member visitors pay online right away. All of this without two websites, without two catalogs and without manual rework behind the scenes.
Odoo's Rental app is designed for equipment you hand over in person. A meeting room is not handed over in person, and a time slot cannot be booked twice.
What Odoo does out of the box, and where it stops
An unconfirmed quote does not block availability
Until the booking is confirmed, the room stays available for sale. Two customers can book the same slot. This is structural, not a configuration issue.
Pickup and return are entered by hand
That makes sense for loaned equipment, not for a meeting room that nobody comes to pick up or bring back.
Payment methods are shown to everyone
There is no way to restrict deferred payment to members only, or to hide internal bank transfer from the general public.
An offline payment leaves the booking pending
Odoo waits for an actual payment before confirming. A member would therefore see their booking left pending instead of secured.
The period selector is hard to read
It does not show slots that are already taken, which is the first thing anyone looks for when booking a room on a public website.
Sign-up does not distinguish an individual from a company
Nor does it collect a company identification number, which is required for business invoicing.
What we built
Six modules: four written by us and two taken over from a previous provider, then maintained and extended.
Availability blocked from the quote stage
Draft and sent quotes are counted in availability, both in the back office and on the website. Double bookings are no longer possible.
Automatic pickup and return
A scheduled action runs every fifteen minutes to mark the start and end of the rental at the set time, and logs the operation in the history.
Payment methods filtered by profile
Monthly invoicing is shown only to membership plans, bank transfer stays internal, and card payment is offered to everyone.
Payment through monthly invoicing
A payment method that confirms the booking immediately without collecting payment, with settlement grouped at the end of the month on a single invoice.
Redesigned period selector
Booking bar, quick duration buttons, availability grid, and shipping information hidden since it does not apply to a room.
Adaptive sign-up
Individual or company, with the company identification stored in the dedicated field, and login required before booking or ordering.
Session pass
Passes of 10, 20 or 50 half-days, built on Odoo's loyalty mechanism but with fully rewritten wording. Never loyalty, points or rewards, always sessions. Six screens adjusted, from the cart to the customer portal.
Automatic pricelist switch
Based on the contact's subscription status, with an internal note so the team understands why the price changed.
What it looks like
The result
A member books in two clicks without re-entering a card, a visitor pays online, and the slot is blocked as soon as the request comes in. Bookings no longer require any manual rework.
The foundation works for any venue operator that mixes members and walk-in customers. Gyms, studios, event spaces, shared workshops. The issue is never the booking itself, it is running two flows side by side on a single website.
Do you manage time slots and members?
If your bookings still go through the phone or a shared calendar, most of the work is describing your two flows precisely. We take care of the rest.
Discuss your project