How to Book a Meeting Room in Planfix, Step by Step
To book a meeting room in Planfix, give the room a calendar of its own: bookings are made inside tasks, and the whole team sees when the room is free or taken. The setup has two parts — a booking data tag in Planfix that holds the date and the hours of each reservation, and a planner list that draws those reservations as an hourly grid. This video, under two minutes long, walks through the configuration from the data tag to the first booking.
What you’ll learn: how to book a meeting room in Planfix
- Create a booking data tag with a date field and a time period field (0:15).
- Check who can add and view the data tag, so colleagues book the room themselves.
- Create a separate Meeting room planner and open it to the team (0:48).
- Add an hourly calendar list and display the room’s data tag on it (1:00).
- Book the room from a task, or straight from the calendar grid.
How to set up meeting room booking in Planfix, step by step
Step 1. Create the booking data tag
New data tags are created by account administrators in Account management → Data tags. Open an existing group or create a new one, click Add data tag and give it a name, for example Meeting room. Then describe its fields: one field of the Date type for the day of the booking, and a second field of the Time period type for the hours. Both are needed — an hourly calendar displays a data tag only when it has a date field and a time period field.
Step 2. Check who can add and view it
A booking calendar works only when the team can write to it. Select the data tag and open its Data tag permissions tab: by default every employee can add and view data tags, and no customers can. Leave it open so anyone can reserve the room, or narrow it to the people who actually use it. Keep in mind that access to a data tag also controls whether its lines are visible in tasks and reports.
Step 3. Create a planner for the room
Create a separate planner in Planfix for the room and name it, as the video does with Meeting room. By default only the creator has access to a new planner, so click its name and configure access for every colleague who books the room.
Step 4. Add an hourly calendar to the planner
Add a list with the hourly calendar display view, name it and, if you like, give the heading a color so the room stands out among your lists. In the list’s Display data section, select the meeting room data tag you created; one list can show several types of data tags at once, each in a color you set yourself. Then use the calendar grid settings to cover the hours and days your team really books, a work week rather than a full 24 hours.
Step 5. Book the room
Booking now happens inside ordinary work. Open the task for the meeting, add the meeting room data tag and fill in the date and the time period: the block appears in the room’s calendar right away. It also works the other way around. Drag an existing task onto the grid and the data tag set in the list is added to it, or click an empty slot and drag it to the length of the meeting, and Planfix creates a task with the booking already attached. Moving or stretching a block changes the values in its time period field; when a list displays more than one data tag, the one listed first is the one added.
Who sees the booking in the hourly calendar
The point of a shared room calendar is that nobody has to open other people’s tasks to plan around them. Tasks an employee has no access to are shaded diagonally, and clicking one shows only who booked the room and at what time — enough to find a free slot without revealing what the meeting is about. This is the same approach as seeing workload without access to tasks.
One condition matters here: the calendar’s selection parameters must not include conditions on statuses or custom fields that the employee cannot access. Tasks that fail such a condition are not displayed to them at all, and the room would look free when it is already booked.
Who it’s for
- Office managers: one calendar per room instead of a paper sheet on the door or a chat thread.
- Team leads: check the room before inviting people, and move the meeting an hour if it is taken.
- Sales and account teams: hold the room for a client visit from the task where the visit is planned.
- Operations: the same setup for equipment, a company car or a demo kit — one data tag and one calendar per resource.
FAQ
How do employees see whether a meeting room is free?
They open the hourly calendar of the room’s planner. Every booking of the meeting room data tag is drawn on the grid, including bookings made in tasks they cannot open: those are shaded diagonally and show only who booked the room and at what time.
What fields does a booking data tag need?
Two: a field of the Date type and a field of the Time period type. An hourly calendar displays only data tags that contain both, so a booking without one of them will not appear on the grid.
Start with one meeting room
Set up a single room this week: a booking data tag, a planner and an hourly calendar in Planfix, and let the team reserve it from their tasks. Once the room has its own grid, booking conflicts become visible before they happen. For another way to load a shared resource, watch how to track plotter workload. New to Planfix? Sign up to try it.
