Meeting room booking for operators
SuiteSetter turns the email back-and-forth into a booking that confirms itself. Priced, permissioned and ready to invoice. White-label, on your own subdomain.
Serviced offices · Coworking · Business centres · Venues · desktop, tablet and phone
After · with SuiteSetter
Booking confirmed
MRB-2026-000482
The Boardroom · The Hive, Nottingham
Fri 24 Jul · 14:00–16:00 · Seats 12
Confirmation emailed · added to calendars (ICS) · on next statement
~20 min
from zero to a live booking site on your subdomain
0
double bookings. Locked at the database, not hoped for
606
automated tests guarding pricing, privacy and every booking rule
£0
per-user fees. Invite every client and colleague you like
Why operators switch
All the features you actually need
Approvals, recurring series, waitlists, door displays, guest parking, VAT, Xero, Stripe and Outlook. All built in, not on the roadmap.
Beautiful enough to wear your name
Five curated themes tuned for light and dark. Your logo, your colours, your domain.
So easy nobody asks how
Drag a slot, see the price, book. Your clients won’t need a manual, or a phone call.
The heart of it
Every room side by side. Drag a slot, see the price before you commit, book it on the spot. Watch it work ↓
✓ Drag to book and the price appears before you commit
✓ Double-booking impossible: transactions, row locks, buffers
✓ Opening hours, blackouts and cleaning time respected automatically
✓ Other customers only ever see “Unavailable”, never who or why
At the door
Put a screen by the door and it shows the room’s day at a glance: a big green Available or red In use, the time left, what’s next and a live clock. Open the room’s private link on any tablet, or fit a wall panel running the SuiteSetter Display app, with a light bar that shows the room’s state from down the corridor.
You choose what it shows: nothing, the company name or the full meeting details
Wall panels glow green, amber or red, open the booking page when a phone taps them, and are run from SuiteSetter
A print-ready QR code for every door opens the room’s day and week on any phone
The Boardroom
The Hive · seats 12
Available
free until 15:00
In use
until 16:30
Acme Ltd
15:00–16:30
Next up
15:00–16:30Acme Ltd
Nothing else booked today.
Book this room and see the full schedule at yourteam.suitesetter.com
Friday 24 July
Today
Scan to book
The Boardroom
Who it’s for
Select one to see how SuiteSetter fits.
hosted.
Flexible workspace
Your clients book their own rooms under your rules, with customer-specific rates, discounts and notice periods included. The front desk stops being a switchboard and gets back to hosting.
Per-client pricing, discounts and free-hours allowances
Instant booking or approval, set per room
Late-cancellation rules with forfeit, block or refund
Beyond the diary
Hourly to full-day rates, customer-specific pricing, free-hours allowances, discounts and VAT, computed at booking and frozen forever, so reports never change behind your back.
Allowance ledger: 10h quarterly → 9h remaining · carry-over on
Publish a public room catalogue guests browse without logging in. They see live availability, price estimates and book-by-phone details. Other bookings only ever show as “Unavailable”.
Stripe pay-by-card at booking, monthly statements per customer with per-person breakdowns, branded PDFs, and a one-click Xero CSV for the same period.
Works with Microsoft 365
Connect your own Microsoft 365 and your meeting rooms appear in Outlook’s Room Finder. Add a room to a meeting and it’s booked in SuiteSetter within a minute or two, checked against every rule. Book in SuiteSetter and Outlook shows the room busy just as fast. One diary, two front doors.
In SuiteSetter
Checking the rules
Opening hours · buffers · minimum length · booking steps · approvals
Booking confirmed
MRB-2026-000517
A minute or two laterThe Boardroom · The Hive, Nottingham
Fri 24 Jul · 14:00–15:00 · Q3 planning
On the calendar, the day sheet and the door display
Declined in Outlook
Training Suite · 14:00–14:30
Reason sent to the organiser
“The minimum booking length for this room is 1 hour.”
Nothing is booked, so the room stays free for someone else
✓ Rooms in Outlook’s Room Finder, by building and city
✓ Outlook bookings follow your hours, buffers and approvals, or are declined with the reason
✓ Sign in with Microsoft, and Teams links for colleagues who link their Outlook calendar
Room calendars only, unless someone chooses to link their own. Never anyone’s email
For your organisation’s own Microsoft 365 (Exchange Online). Clients from other companies keep booking on your SuiteSetter site, and can subscribe to their bookings in Outlook, Google or Apple Calendar.
White-label
Your clients see your logo, your colours and your domain, never ours. Five curated themes tuned for light and dark, and a separate installation with its own database for every operator. Total data isolation, by design.
Front desks, off the phone
Illustrative quotes for the design. Swap in your customers’ words.
“The phone stopped ringing about room availability. That alone paid for it.”
“We put our logo on it, pointed our clients at it, and it just looked like ours. Nobody asked what software it was, which is exactly the point.”
“Members book on their phones, credits draw down on their own, and the statement matches to the penny.”
“Month-end used to be an afternoon of spreadsheets. Now it’s a PDF and a Xero import before my coffee goes cold.”
“Approvals for the main hall, instant booking for the small rooms, an audit trail for the committee. Everyone’s happy, even the committee.”
“A client tried to sneak a 7am booking past the opening hours. It politely said no, so I didn’t have to.”
A white-label meeting room booking platform for operators: serviced offices, coworking spaces, business centres and venues. Your clients book rooms themselves under your rules, and every booking arrives priced, permissioned and ready to invoice.
No. Every operator gets their own installation, own database and own subdomain. There is no shared multi-tenant database. Total data isolation, by design.
Yes. Clients get a self-service portal with the drag-to-book calendar, recurring bookings, edits and cancellations under your notice-period rules, and you can publish a public catalogue guests browse without logging in.
Yes. Optional Stripe pay-by-card at booking, monthly or quarterly statements per customer, branded PDFs, CSV exports and a one-click Xero sales invoice CSV.
Yes, for your own organisation. Connect your Microsoft 365 and your rooms appear in Outlook’s Room Finder. Add a room to a meeting and it’s booked in SuiteSetter within a minute or two, checked against every rule, and declined with the reason if it can’t be honoured. Bookings made in SuiteSetter show the room busy in Outlook. Clients from other companies keep booking on your SuiteSetter site.
No mail, ever. Calendars: only your room calendars, plus the calendar of anyone who chooses to link theirs, which stays off until your admin turns it on. Exchange’s own permissions set the room-only limit, and the connection test won’t finish until it has proved it can’t open a staff mailbox. Your IT team runs the setup in about an hour, and new rooms can take a day or two to appear in Room Finder. See how it works.
Yes. Every room has its own private display link. Open it on a tablet by the door and it shows Available or In use, the current meeting, what’s next and a live clock. Or fit a wall panel running the SuiteSetter Display app: its coloured light bar shows from down the corridor whether the room is free, and tapping a phone on it opens the booking page. You choose how much it reveals, and a printable QR code opens the room’s schedule on any phone.
A working booking site on your subdomain takes about 20 minutes to stand up. Buildings, rooms and clients import from CSV templates, and branding is configured from the admin portal. No code, ever.
No per-user fees, and you can invite every client and colleague you like. Pricing depends on your rooms and buildings, so get in touch and we’ll price it for you.