Concept prototype · the office side · sample diary, real summer 2026 rates Public booking page Hirer's page
Office
Signed inRoxy · Bookings

Every room, one day. This is the diary — if it isn’t here, the room is free. Click any empty slot to take a booking over the phone.

Booked Blocked by you Free — click to add

In the building today

Arriving this week

The next seven days, so nothing lands as a surprise.

Regular hirers

The standing slots. These few hirers are most of the room-hire income — their terms, what’s left to run, and when to talk to them about renewing.

Room hire income

This term to date, by room — the earned-income line, without anyone adding up invoices.

How well the rooms are used

Share of bookable hours taken, this week. The quiet rooms and quiet hours are where the off-peak rate has something to do.

For trustees and funders

The numbers a funder asks for, ready to export rather than reconstructed by hand.

Sessions hosted this term
Distinct groups using the building
Hours of community space provided
Off-peak discount passed to hirers

What the office gets

Design notes on this prototype

1One diary that is the truth

Your What’s On calendar says in writing that it isn’t representative of availability. That means the real diary lives in somebody’s head and an inbox. Here there is one grid, every room, and it is the same data the public booking page reads from — so the two can never disagree.

2Phone bookings still work

Plenty of your hirers will always ring. Adding one takes seconds and blocks the room everywhere instantly — the point isn’t to stop people phoning, it’s that the phone booking and the online booking finally land in the same place.

3Block out your own building

Maintenance, a staff away-day, the holidays. Right now nothing stops a room being booked while it’s being painted. Blocking it takes one click and closes it on the public page immediately.

4Stop being the availability database

Every “is the Studio free on the 12th?” email is a person doing a query a computer should do. The office is open twelve hours a week; the booking page is open all of them.

5See your regulars coming

A handful of standing hirers are most of the room-hire income. Knowing which terms end when is the difference between renewing them and quietly losing them.

6The evidence surface

Sessions hosted, groups served, hours of community space provided, discount passed on. Funders ask for exactly this, and it reads very differently when it comes out of the system rather than being reconstructed from memory the week a report is due.

7Nothing new to learn

The diary can publish to Outlook, so staff who live in their calendar carry on doing that. The system does the booking; it doesn’t demand anyone change how they work.