> ## Documentation Index > Fetch the complete documentation index at: https://www.spacebring.com/docs/llms.txt > Use this file to discover all available pages before exploring further. # Optimize room usage > Tips to optimize room usage and ensure fair room bookings by all customers Smart room management ensures fair usage by all customers, guarantees that a room is available for everyone when needed, prevents over-exploitation by a few individuals, and makes finding and booking an available room effortless. This article provides practical recommendations for setting up rooms in Spacebring to achieve the most optimized usage. ## Set booking duration limits Set the **Min duration** and **Max duration** properties on each room's **Booking** tab when [adding](/docs/resource-management#add-rooms) or [editing it](/docs/resource-management#edit-a-room). These limits apply to everyone except administrators. This allows customers to book a room even for a quick 10-15 minute call, while preventing others from monopolizing it all day. For example, you might set a minimum booking duration of 15 minutes and a maximum of two hours. If the room's **Visibility** is **Public**, you can also enable **Public duration** and set a separate **Min duration** and **Max duration** for nonmembers. For example, keep the 15-minute minimum for your members, but require at least one hour from nonmembers booking through your website. Min duration, Max duration, and Public duration settings of a room on Spacebring's coworking space management platform ## Limit active free bookings at a time If your Skype rooms, call booths, or meeting rooms are completely free for members, with the **Money**, **Credits**, and **Plans** switches all disabled, you can limit how many active free bookings a user can hold scheduled at any given time. Navigate to the **Location settings** > **Resources** > **Rooms** page and [set up the **Book for free** property](/docs/resource-management#enable-rooms). You can choose from: * One active * Two active * Three active * Unlimited This feature ensures users can't book too many slots at once. The system will only allow them to hold a set number of scheduled bookings at a time, and they'll be able to book the next time slots once their previous meetings have passed. The Book for free options on the Rooms tab of the location resource settings on Spacebring's coworking space management platform ## Limit recurring bookings A recurring booking can hold a room for months. A member may book a call pod every week, then stop showing up without canceling, so the pod stays booked and nobody else can use it. Users can make recurring bookings only of completely free rooms. To limit recurring bookings, navigate to the **Location settings** > **Resources** > **Rooms** page and set up one or both of these properties, depending on your approach: * To stop users from booking far ahead, set **Maximum ahead** in the [**Booking window**](/docs/resource-management#enable-rooms). For example, with one month, a user can book a weekly meeting for one month at most. * To limit only some rooms, such as call pods, edit each of them, enable the [**Custom booking window**](/docs/resource-management#add-rooms) switch on the **Booking** tab, and set **Maximum ahead** there. * To stop one user from taking many slots, set **Book for free**. Each repeat counts as one booking. For example, with **Three active**, a user can book a weekly meeting for three weeks at most. The Maximum ahead options in the Booking window, above the Book for free property, on Spacebring's coworking space management platform Users can make a free booking that repeats indefinitely only when both properties are **Unlimited**. With a limit, they have to book again later, which makes them check that the day and time still suit them. ## Implement credit system For finer control and a more direct way to limit usage, consider setting up a credit system instead of completely free bookings. This effectively gives each customer a specific usage allowance per month or week. 1. [Enable credits](/docs/billing/credits-and-day-passes/credits#set-up-credits) and set credit prices for each room. 2. Set a specific number of credits in your membership plans. 3. Members [automatically receive this amount](/docs/billing/credits-and-day-passes/credits#with-recurring-plans) (e.g., 50 credits) at every renewal of their subscription, and then use these credits to book rooms. Credits left unused expire at the next renewal. This approach naturally sets a fair limit on usage and encourages responsible booking behavior. As an added benefit, this also lets you upsell customers with [credit packages](/docs/billing/credits-and-day-passes/packages) if they run out of credits given with their subscription. A plan with monthly expiring credits in the member web portal on Spacebring's coworking space management platform ## Use Room display Place a [room display](/docs/resource-management/room-display) next to each room door so users can book on the spot. Users can glance at the display to instantly see if a room is available and [book it right then and there by scanning its QR code](/docs/resource-management/room-display#ad-hoc-qr-bookings). This eliminates the need to book far in advance or spend time searching for an available room. A room display showing that the room is available, with a QR code to book it, on Spacebring's coworking space management platform ## Use interactive floor plans For larger spaces or those spanning multiple floors, [interactive floor plans](/docs/resource-management/floors) are invaluable. They instantly show users where an available room is right now and on which floor. This means no more scheduling bookings far in advance or wandering around and endlessly searching – users can quickly find and book the nearest free room at the moment. A floor plan in the member web portal showing which rooms are available and which are occupied on Spacebring's coworking space management platform ## Clearly communicate room booking policy Create a dedicated [location guide](/docs/support/guides) for your room booking policy. This ensures all users can easily see it in the member web portal or mobile app and are fully aware of the booking rules. Clearly communicated policies help foster a culture of respect for shared resources within your community. A location guide with the room booking policy in the member web portal on Spacebring's coworking space management platform ## Integrate with access control system If you use an [access control system](/docs/integrations/access-control), select an access group in the **Access** section on each room's **Integrations** tab to set up automated access granting. This means a user can only access a room if they have an active booking for it. This crucial step prevents unauthorized usage and ensures only the rightful booker can enter. Selecting a Kisi group in the Access section of a room on Spacebring's coworking space management platform ## Use data-driven insights for better room management To continually optimize your room management, regularly analyze your booking data. We recommend downloading and analyzing the [bookings report](/docs/resource-management/resources/bookings#export-a-bookings-report) at least once a month. 1. Go to **Resources** > **Bookings** and filter the list by rooms and the period you need. 2. Click **(...)** in the top right corner > **Export bookings** > **CSV** or **XLSX**. Exporting a report on this month's confirmed room bookings on Spacebring's coworking space management platform 3. This report allows you to easily identify the most frequently booked rooms, peak usage days and times, average booking durations, most frequent bookers, and other critical metrics that can inform your policy adjustments and future planning. By implementing these strategies, you can ensure rooms are used efficiently and fairly in your space, and to the maximum benefit of all your customers. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.