A reservation books a space for a specific time. Studio checks for conflicts before saving, so you can never accidentally double-book.
How to create a reservation
- Go to Facilities → Reservations.
- Click + Add reservation.
- Fill in:
- Title — what the booking is for ("Staff meeting", "Smith wedding rental").
- Space — which room.
- Reserved by — the person responsible for the booking.
- Start / End — the actual event time. Buffers are added automatically.
- Setup notes — anything the facilities team needs to know ("50 chairs in rows, projector on, AC at 68"). If you fill this in when first creating the reservation, Studio automatically opens a setup work order (titled "Setup for: …") so the team has a heads-up. (Adding notes later by editing doesn't auto-create one — use the Create work order button.)
- Click Create reservation.
What happens if the space conflicts
If your requested time overlaps with another reservation (or a parent/child space booking), Studio refuses to save and shows you the conflicting booking + suggests open slots later the same day.
If the space requires approval
Your reservation is created with status Pending. The first person in the space's approval chain gets notified. Once they approve, the next approver is notified (if there are multiple steps). When the final approver signs off, the reservation flips to Approved and you're emailed a confirmation.
The reservation is a coordination hub
A reservation isn't just a time block — its detail page works like a mini project for the event. You get:
- Tasks — a checklist with assignees (any active team member, including staff who serve across workspaces), due dates, and a progress bar.
- Comments and Notes — an internal discussion thread and longer-form notes, just like a project.
- Work Orders — a tab listing every work order tied to the reservation, with a Create work order button (available once the reservation is approved).
- Files — everything attached to the reservation, its comments, and its notes, gathered in one place.
- Floor Plan — a per-event seating/layout drawn on one of your floor maps (see the Floor Maps article).
- Approval log — every approval step, who acted, and when.
Cancelling
Open the reservation and click Cancel reservation. Or select multiple reservations on the list page and use the bulk Cancel action.