Meeting Room Booking Sheet with Hourly Rates and Charges

Meeting Room Booking Sheet with Hourly Rates and Charges is an offline app (one HTML file in a zip) for anyone who hires out meeting rooms by the hour: a business centre, a coworking space, a hotel meeting floor, a community hall or a training centre. Each room has an hourly rate, an optional day cap, a capacity and a minimum booking. A booking takes a date, a start and an end time and the number of people. The app refuses a booking that overlaps another booking in the same room, that has more people than the room holds, that is shorter than the minimum, or that falls outside your opening times. The charge is worked out on the booking itself, with the member discount, extras and VAT.

The problem it removes: Room bookings arrive by phone, chat and email and sit in a paper diary or a shared calendar that does not stop a clash. The charge is worked out afterwards from memory: member rate, the projector, tea for ten, a long day that should have been capped. This app calculates the charge as the booking is made and keeps a balance for each client.

What is inside:

• Rooms with capacity, hourly rate, optional day cap and minimum hours
• Clients with a member switch that applies your member discount
• Bookings by half hour with status Tentative, Confirmed, Completed, Cancelled or No show
• Checks for overlap in the same room, over capacity, under the minimum booking, outside opening times, and completed before the date
• Charge worked out from hours, rate, day cap, member discount, extras, other charges and VAT, with a price override
• Paid and balance on every booking, and balances to collect
• Calendar by room with the time of each booking, and a Today page with the day sheet
• Printable booking confirmation, client statement and monthly charges list
• Example data you can load in one click, a Start here guide and an Honest limits panel
• JSON backup and restore, CSV export, and CSV import with a check of every row before anything is added

Who it is for: business centres, coworking spaces, small hotels, training centres, clubs and community halls that rent rooms by the hour and want to stop double bookings and charge correctly.

What it is NOT: It does not take online bookings or payments and does not send messages. It does not allow for a cleaning or changeover gap between bookings, so add that time to the booking. It is not an accounting system or a tax invoice: VAT is a rate you set in Settings and you should check the current rate and your own invoicing duties. It is not legal, tax or accounting advice, it is not connected to any government system, bank or messaging service, and it does not file or send anything by itself. UAE e-invoicing is not part of it.

Your data stays on this device in your browser. Back it up with Export; clearing browser data loses it otherwise.

Verified by us: scripted tests in Chromium (149 checks through the real screens: adding, editing and deleting records in every table, required-field messages, backup then clear then restore, CSV export then import, keyboard order, print layouts rendered to PDF, no horizontal scrolling at 375 and 1280 pixels, no network requests) and an independent recalculation by a separately written Python evaluator of 1418 calculated values (25 randomised rows plus the example data) with 0 mismatches. Safari engine (WebKit): smoke test passed. Not tested: Firefox beyond what is stated here, and no real printer was used (print layouts were checked as PDF).