Link rooms in Coworks software

If you've ever managed a conference room with movable walls, you already know the particular joy of receiving three separate bookings for the same physical space — each person cheerfully believing they have the room to themselves.

Surprise!

It's a coworking version of double-booking chaos, and it's a headache that's been on operators' radar for a while.

So we built a solution. Say hello to Linked Rooms.

Lots of coworking spaces have flexible meeting rooms — the kind with accordion walls or partition systems that let you reconfigure the same square footage into completely different setups depending on the day.

One day it's one big boardroom for a 20-person offsite. The next, it's split into two medium rooms for back-to-back workshops. Or it's even carved into four small huddle spaces for a company doing annual reviews.

The problem? In most booking systems, each of those configurations lives as a separate, independent room listing. Which means nothing stops someone from booking the "Large Conference Room" at the same time someone else books "Small Meeting Room A" — even though those two rooms are literally the same walls, the same floor, the same air.

The result: conflicts, awkward conversations, and someone carrying a whiteboard back to their desk in defeat.

So we're rolling out a new setting in our room booking configuration called Linked Rooms. Here's how it works:

When you set up a room in Coworks, you'll now see an option to link it to one or more other rooms. When a member books that room, Coworks will automatically block the linked rooms at the same time — no manual steps, no double-checking, no calendar tetris.

It's a simple idea, but it solves a genuinely gnarly problem for spaces with flexible room setups.

Let's say you have one large conference space that can be configured four different ways:

• 1 Large Conference Room (the whole space, fits 20)
• 2 Medium Conference Rooms (split down the middle)
• 1 Medium + 2 Small Rooms (asymmetric split)
• 4 Small Huddle Rooms (maximum compartmentalization)

You list all of these configurations in Coworks so members can book exactly what they need. With Linked Rooms, you'd connect them like this:

When someone books the Large Conference Room, all the Medium and Small rooms that share that space are automatically blocked. When someone books one of the Medium rooms, the Large and any overlapping Small rooms get blocked too. The logic ripples through the whole web of linked rooms automatically.

Members see real availability. You avoid the awkward "actually, three other people already have this room" conversation. Everyone wins (especially the person who doesn't have to carry that whiteboard back.)

Built with operators, for operators

This feature didn't come from a product brainstorm or a trend report. It came directly from coworking operators who wrote in and said, essentially: "This is a real problem we deal with, and here's what we need."

That's exactly how we like to work. Coworks is built to be customizable and adaptable to how your space actually operates — not some idealized version of a coworking space that exists in a software demo. Real spaces have quirks, flexible furniture, odd configurations, and members who really, really need that partition wall open for their quarterly all-hands.

Linked Rooms is one more way Coworks bends to fit your space, rather than making your space bend to fit the software.

How to set it up

Setting up Linked Rooms takes about two minutes:

1. Go to your Rooms settings in Coworks
2. Open the settings for any room you want to link
3. Find the new Linked Rooms field
4. Select the other rooms that share physical space with this one
5. Save — and repeat for each configuration in the group

That's it. From that point on, bookings in any linked room will automatically block the others for the same time slot. Clean, simple, no ongoing maintenance required.

Flexible spaces deserve flexible software. If your conference room wears multiple hats (or, more accurately, multiple wall configurations), Linked Rooms makes sure your booking system actually reflects reality — so your members get accurate availability, and you get to spend less time playing room traffic controller.

As always, if you have feedback, run into issues, or have another feature idea born from the daily realities of running a coworking space, we want to hear it. The best features we've built started exactly that way.

Happy booking. 🏢

See how Linked Rooms and other features work in person!