How RoomCue works

Create your account

Sign up with your email or Google account. During onboarding you'll name your organization and receive your unique booking URL, something like roomcue.com/book/your-org.

Add your rooms

Go to Rooms → Add Room. Give each room a name, capacity, and optional description or photo. On the Pro plan you can also set a price (hourly or flat rate) that gets charged to guests at approval.

Invite your team

Go to Settings → Team and invite staff by email. Assign the Staff role for booking approvals, or Admin for full settings and billing access.

Configure booking settings

Under Settings → General, set your operating hours and slot duration. These control which time slots appear on the public form. No code required.

Under Settings → Payments (Pro plan), connect your Stripe account so charges go directly to your organization when a booking is approved.

Block out unavailable times

Use Settings → Blockout Times to mark recurring windows when rooms aren't available: weekly meetings, cleaning hours, holidays. These grey out automatically on the public form.

Share your booking link

Enable the public form under Settings → General, then share your roomcue.com/book/your-org URL anywhere: your website, an email footer, a pinned Slack message. No account required to book.

Get notified of new requests

When a request comes in you'll receive an email. The Approvals tab also shows all pending requests sorted by date.

Review the request details

Click any pending request to see the room, date, time window, event description, and attendee count. Conflicts with existing bookings are flagged automatically.

Approve, reject, or waive

Approve confirms the booking and charges the guest if payment is required. Approve & Waive Fee confirms without charging. Reject declines with an optional reason. The guest is emailed either way.

Reminders go out automatically

After approval, RoomCue emails and texts the guest 24 hours and 1 hour before their booking. No action needed from staff.

Open the booking link

You'll receive a URL from the organization. Open it in any browser. Nothing to install or sign up for.

Pick a date and room

Select the date you need, then choose an available room. Each room shows its capacity and the remaining slots for the day.

Select your time and duration

Pick a start time from the available slots. Greyed-out times are already booked or outside operating hours. Then choose how long you need. Your slot is held for 10 minutes while you finish the form.

Fill in your details

Name, email, phone, event name, and attendee count. If the room has a fee, you'll see a full price breakdown and enter your card. You won't be charged until the booking is approved.

Wait for approval

A confirmation email arrives immediately. The organization will approve or decline, usually within 24 hours. You'll get an email either way.

Need to cancel?

Your approval email includes a cancellation link. Click it, confirm, and the booking is removed. The organization is notified automatically. For a refund on a paid booking, contact the organization directly.