Booking with services
This guide covers how to add services to a meeting booking, including delivery times, cost centres, and matter numbers.
Adding services to a booking
Once service items have been configured for your building, you can add them to any meeting booking.
Go to Book a Meeting
Choose your room, date, and time
Expand the Services section
Browse service types (grouped in collapsible cards)
Add or remove service items as needed
Optionally include special instructions (e.g., "Vegetarian sandwiches only")
Submit your booking
The Services section is optional — you can create a meeting without adding any services.
Searching for services
Use the built-in search bar to quickly find service items by name. For example, typing "coffee" will filter only relevant items under the Catering category.
Delivery times
Each service item has its own delivery time, giving you control over when individual items arrive during your meeting.
Delivery times default to the meeting start time, so you can submit quickly without adjusting anything
Adjust delivery times independently per item if you need different items at different times (e.g., coffee at the start, lunch at midday)
If you change the meeting time, unmodified delivery times update automatically — any you've manually adjusted will be flagged with a warning so you can review them
Delivery times must fall within the meeting window (start to end time)
Cost centres
If cost centres are configured for your organisation, you'll be prompted to select one when your service request has a cost.
Only cost centres relevant to your team are shown in the dropdown
Selection is required when the request has a cost above zero
You can change the cost centre before approval, but it's locked afterward
For fully free service items, a cost centre is not required
Matter number
If your services need to be billed to a specific project or client, you can add an optional matter number.
The matter number field is available in the Services section of the booking drawer
It's completely optional — leave it blank if not needed
Matter numbers carry through to Service Tasks and CSV exports for cost reconciliation
After submitting
If your booking includes services that require approval:
A Service Request is created for each service category that requires approval
The assigned approver(s) will be notified by email
You can track the status of each service request directly on your booking card: Pending, Approved, Declined, or Cancelled
Once approved, you'll receive a confirmation email
If you edit a booking after a service request has been declined, a fresh approval cycle is automatically triggered.
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