v3.4.4 - 30th July 2026

Setup and Teardown Buffer Times for Room Bookings

Who this is for: All Users, Facilities Managers, Admins

You can now add optional setup and teardown buffer times when booking a meeting room — giving you dedicated time to prepare the room beforehand and clear up afterwards, without anyone else being able to book the room during those periods.

Why it matters

• Protect your prep time — add a setup buffer before your meeting and a teardown buffer after it. The room is reserved for the full window, so no one can book it during your buffer periods

• Attendees only see the meeting time — buffer times are invisible to meeting attendees. Their calendar invite shows the actual meeting start and end times, not the extended buffer window

• Facilities and vendors see the full picture — staff responsible for room setup and catering can see exactly when the setup starts and when the teardown ends, so they know the full window they have access to the room

• Conflicts are handled automatically — if your buffer would overlap with another booking (or another booking's buffer), you'll be told before you submit. No double-bookings during protected buffer periods

• Buffers move with the meeting — reschedule a meeting and the buffer times move with it automatically. Cancel a meeting and the full buffered window is released

• Works everywhere — buffer times are fully supported across the Calendar view, floor maps, the booking web app, drag-and-drop, room groups, proxy bookings, approval workflows, auto-release, Microsoft 365 calendar sync, and all reports

How it works

When creating or editing a room booking, you'll see options to add a setup time and a teardown time in the booking drawer. Both are optional — add one, both, or neither depending on what you need. Buffer times must fall within the building's configured working hours.

How to: Buffer times