Create Rooms

This guide walks you through creating and configuring facility rooms in StationOne.

Prerequisites

• Brigade admin or organisation admin role
• Access to your brigade’s StationOne instance
• Room details (name, capacity, location)

Steps

1. Navigate to Rooms

1. Log in to StationOne
2. Select your organisation and unit (if applicable)
3. Click Rooms in the main navigation
4. Click the New Room button

2. Enter Room Details

Fill in the room information form:

Basic Information

Name (required)

• Clear, descriptive room name
• Must be unique within your unit
• Example: “Training Room”, “Meeting Room A”, “Conference Room”

Description (optional)

• Detailed room information
• Available equipment or features
• Any special notes or rules
• Example: “Main training room with projector, whiteboard, and tables for 20 people”

Location (optional)

• Physical location within facility
• Example: “First Floor, East Wing”, “Building B, Room 103”

Capacity (optional)

• Maximum occupancy number
• Helps users plan appropriate bookings
• Example: 20, 50, 100

Room Settings

Active

• Check to make room visible and available
• Uncheck to temporarily hide room
• Default: Checked

Bookable

• Check to allow booking requests
• Uncheck for reference-only rooms
• Default: Checked

Requires Approval

• Check if bookings need administrator approval
• Uncheck for automatic approval
• Default: Unchecked
• Note: Public bookings always require approval

Public Access (optional)

Enable Public Access

• Check to generate a public URL for this room
• Allows viewing room details without login
• Generates secure unique token

Enable Public Booking

• Check to allow public booking requests
• Requires “Enable Public Access” to be checked
• All public bookings require approval

3. Save Room

Click Create Room to save.

The room is created and:

• Added to your unit’s room list
• Available for booking (if bookable)
• Generates public token (if public access enabled)
• Ready for use in events and training

Next Steps

After creating a room, you may want to:

View Room Details

1. Click on room name from rooms list
2. View room information and settings
3. See upcoming bookings
4. See pending approval requests
5. Access public URL (if enabled)

Edit Room Settings

1. Open room details
2. Click Edit button
3. Update any fields
4. Click Update Room

Changes take effect immediately.

Enable Public Access Later

If you didn’t enable public access during creation:

1. Open room details
2. Click Enable Public Access button
3. Public token generated
4. Copy public URL to share
5. Optionally enable public booking

Share Public Room URL

If public access is enabled:

1. Open room details
2. Find Public URL section
3. Copy the unique URL
4. Share with community or website
5. Anyone with URL can view room and bookings

Regenerate Public Token

If you need to change the public URL:

1. Open room details
2. Click Regenerate Public Token button
3. Confirm regeneration
4. New URL generated
5. Previous URL stops working

Warning: Regeneration invalidates all existing links. Update any shared URLs.

Disable Room Temporarily

To make room unavailable without deleting:

1. Open room details
2. Click Edit button
3. Uncheck Active or Bookable
4. Click Update Room

Active unchecked:

• Room hidden from lists
• Cannot receive bookings
• Existing bookings remain valid

Bookable unchecked:

• Room visible but not bookable
• Cannot receive new bookings
• Existing bookings remain valid

Delete Room

To permanently remove a room:

1. Open room details
2. Click Delete button
3. Confirm deletion

Warning: Deletion removes room and all associated bookings. This cannot be undone.

Tips

Choosing Room Names

Good names:

• “Training Room”
• “Meeting Room A”
• “Conference Room”
• “Community Hall”
• “Equipment Bay”

Avoid:

• Generic numbers without context (“Room 1”)
• Temporary designations
• Names that may change frequently

Setting Capacity

Include capacity if:

• Room has fire code limits
• Seating is fixed
• You want to help users plan appropriately
• Important for event planning

Skip capacity if:

• Flexible space with moveable furniture
• Capacity varies by use case
• Not a constraint for bookings

Requiring Approval

Use approval when:

• Limited room availability
• Shared with community groups
• Special equipment needs supervision
• Want to coordinate usage manually
• Need to track who books space

Skip approval for:

• Internal team coordination
• High availability rooms
• Casual booking spaces
• Simple scheduling needs

Note: Member bookings can bypass approval, but public bookings always require it.

Public Access Strategy

Enable public access for:

• Community meeting rooms
• Shared facility spaces
• Public event venues
• Spaces available for rent

Keep private for:

• Internal staff areas
• Sensitive locations
• Limited availability spaces
• Equipment storage areas

Public booking considerations:

• All public bookings require approval
• Public bookers provide name/email
• You review each request manually
• Can enable viewing without booking

Common Issues

”Name has already been taken for this unit”

Each room name must be unique within your unit.

Solution:

• Choose a different name
• Add distinguishing details (“Training Room - East”)
• Check if inactive room has same name

Room Not Appearing in Booking List

If room doesn’t show when creating bookings:

Check:

1. Room is marked Active
2. Room is marked Bookable
3. You’re in correct unit context
4. Room belongs to your unit (not another unit)

Cannot Enable Public Booking

Public booking requires public access first.

Solution:

1. Enable Public Access first
2. Then enable Public Booking
3. Both must be checked

Public URL Not Working After Regeneration

Regenerating token invalidates previous URLs.

Solution:

1. Copy new URL from room details
2. Update all shared links
3. Notify anyone with old URL
4. Consider email or announcement about change

Room Shows Too Many Bookings

Large number of bookings may clutter the view.

Solution:

• Room details show next 10 upcoming bookings
• View all bookings from room’s booking list
• Filter by date range in booking list
• Archive or cancel old bookings if needed

Best Practices

Room Organization

Create separate rooms for:

• Different physical spaces
• Spaces with different purposes
• Areas with different access rules
• Locations requiring different approval processes

Don’t create:

• Duplicate rooms for same space
• Rooms for temporary arrangements
• Rooms you’ll never use for booking

Description Content

Include in description:

• Available equipment (projector, tables, chairs)
• Special features (kitchen access, outdoor space)
• Access restrictions or requirements
• Contact for questions
• Rules or guidelines

Managing Access

For internal rooms:

• Keep public access disabled
• Use approval if needed
• Allow direct member booking

For shared spaces:

• Enable public viewing
• Enable public booking if appropriate
• Require approval for oversight
• Include contact in description

For mixed use:

• Enable both internal and public booking
• Use approval to coordinate
• Clear description of intended uses

Regular Maintenance

Periodically review:

• Are all rooms still in use?
• Are inactive rooms needed?
• Do descriptions need updates?
• Is capacity still accurate?
• Are approval settings still appropriate?

Related Guides

• Rooms - Feature overview
• Create Room Bookings - Booking rooms
• Public Room Booking - Public booking process