The Monthly booking limit feature lets you control how many meeting room bookings each employee can make per month with a credit system. Each booking uses credits based on its duration. When an employee runs out of credits, they cannot book meeting rooms that use credits until the allowance refreshes.
Related guides: Meeting room availability and access rules, How to book a meeting room.
Open room settings: Go to Settings → Meeting rooms → FEATURES.
Turn it on: Find Monthly booking limit and switch it on. The description is: "Limit how many bookings employees can make per month using a simple credit system."
Once the feature is on, define how many credits each employee receives every month.
Credits per month: How many credits each user gets to spend every month. For example, 20 means each employee starts the month with 20 credits.
Apply to all current users: Check this if you want the new allowance to apply to existing users immediately, not only to new users.
Unused credits reset monthly, on the first day of each calendar month.
Credit cost controls how many credits a booking uses, based on its length.
Time unit: The base reservation duration block used to calculate credit consumption, in minutes. For example, 60 min means the system calculates cost in 60-minute blocks.
Credits per time unit: How many credits are charged for each time unit. For example, 1 means a 60-minute booking costs 1 credit.
To charge 1 credit per hour, set Time unit to 60 min and Credits per time unit to 1.
A 2-hour meeting then costs 2 credits. A 30-minute meeting still costs 1 credit, because billing uses whole time units. A booking shorter than one time unit still uses one unit.
Define when credits are returned after a cancellation. There are two independent windows. If a cancellation matches either window, the employee gets a full refund.
Refund after booking is made: Full refund if the user cancels within this window after creating the booking, regardless of when the meeting is scheduled. For example, 15 min means they can cancel within 15 minutes of booking and get the credits back.
Refund before booking start: Full refund if the user cancels at least this long before the booking begins. For example, 24 h means they get a refund if they cancel at least 24 hours before the meeting starts.
If a cancellation falls outside both windows, the credits are not refunded. For example, if Refund before booking start is 24 h and someone cancels 10 hours before the meeting, that cancel is outside this window. They still get a refund only if they are also inside the "Refund after booking is made" window (for example they booked only a few minutes earlier). Otherwise the credits stay used.
If someone believes they cancelled inside a window and the credits did not return, ask an admin to check both values under FEATURES. The refund is granted when at least one of the two conditions is met.
Your company sets:
Credits per month: 20
Time unit: 60 min
Credits per time unit: 1
Refund after booking is made: 15 min
Refund before booking start: 24 h
An employee books a 2-hour meeting room for Wednesday. The booking costs 2 credits, leaving 18. If they cancel within 15 minutes of creating the booking, they get 2 credits back. If they cancel on Monday (more than 24 hours before Wednesday), they also get a full refund. If they cancel on Tuesday evening (less than 24 hours before) and more than 15 minutes after creating the booking, the 2 credits are not refunded.
Monthly booking limit can stay on while some bookings do not use credits.
On a room, open Additional settings and turn on Disable credits. The helper text is "Deactivates the use of credits". Bookings for that room do not use the employee's monthly credits.
You can add a booking rule so matching reservations do not use credits, even when credits are enabled for other bookings.
Open rules: Go to Settings → Meeting rooms → BOOKING RULES.
Create a rule: Click + Create new rule.
Choose who it applies to: Use the All groups dropdown, or pick a specific group.
Choose the type: In Select rule type, choose No credits for last-minute bookings.
Choose workplaces: Under Applies to bookings in, use Select workspace(s) if the rule should apply only to some workplaces.
Set the window: No credits charged within is a number plus a unit (hour, day, or week) and the text before start. The default is 1 day before start. For example, 1 day before start means a booking that starts within the next day does not use credits.
Apply: Click Apply rule.
Turn on Monthly booking limit in Settings → Meeting rooms → FEATURES. Set Credits per month (unused credits reset on the 1st of each month), Time unit and Credits per time unit (use 60 min and 1 for one credit per hour), and the two refund windows. To skip credits on some bookings, turn on Disable credits on a room, or add a No credits for last-minute bookings rule.
