Booking Portal FAQ's

The Booking Portal is accessed via a dedicated URL unique to your workspace. Your admin will share this link with you. You log in using your existing Cheqroom credentials — no access to the main Cheqroom workspace is required.

Your Booking Portal URL is automatically generated in the format portal.cheqroom.com/[your-workspace-id]. Admins can find the exact URL in Settings > Booking Portal and share it with users.

No. The Booking Portal URL is tied to your workspace ID and cannot be changed.

Users need an active Cheqroom account assigned to a role that includes Booking Portal access. The following system roles are supported:

Role	Access
Account Owner	Workspace + Booking Portal
Workspace Admin	Workspace + Booking Portal
Front Desk Agent	Workspace + Booking Portal
Self-Service User	Workspace + Booking Portal
Work Order Admin	Workspace + Booking Portal
Booking Portal User	Booking Portal only

Users assigned the Booking Portal User role will always be directed to the portal on login and cannot access the main workspace.

When Booking Portal is enabled, an Access section appears when creating or editing a custom role. Select Full Access to allow access to both, or Booking Portal Only to restrict the user to the portal interface.

No. Booking Portal-only users have a fixed permission set. If you need more granular control, assign the user a Full Access role and customize permissions from there.

It does not. Existing roles and permissions are unchanged. Booking Portal is an additional access point and does not affect your underlying role configuration.

In the Users section of your workspace, use the Access filter to view users by access type: Full Access, Workspace Only, or Booking Portal Only.

Accessing app.cheqroom.com/[workspaceid] takes you to the main workspace. Accessing your portal URL takes you to Booking Portal. You can switch between them via the profile menu.

Yes. Booking Portal inherits your existing workspace SSO configuration. Supported providers include Google, Microsoft Entra ID, Okta, OneLogin, and other SAML 2.0-compliant IdPs.

Yes. Booking Portal is mobile responsive and accessible from any smartphone or tablet browser. Note: The mobile app is for the main workspace only.

Yes, for users with access to both. A link to switch between interfaces is available in the profile menu in both the workspace and the portal.

Booking Portal displays all active items available for reservation that a user has permission to see. Items are hidden — not shown as unavailable — in the following cases:

• The item is flagged or in maintenance.
• The item is fully booked for the selected date range.
• The item is restricted by Equipment Access settings.
• The item is assigned to a location the user cannot access.

Yes. Equipment Access group settings are fully enforced. Users will only see and be able to reserve items within the Item Groups they have been assigned to.

Custom fields appear in two places: on the item detail view (fields configured on items) and on the reservation form (fields configured on reservations, such as project name or cost centre). Field visibility follows the same 'Visible to' role settings configured in Settings > Fields.

Yes. Go to Settings > Fields in your workspace and use the Visible to setting on each custom field to control which roles can see it. This lets you keep the portal clean for end users by hiding internal admin fields.

No. Users can edit a reservation while it is in Draft status. Once submitted, the reservation is locked for editing from the portal. To request a change, users can add a comment via the History tab on the reservation.

The reservation appears in your Cheqroom workspace immediately. From there:

• Users and admins receive email notifications.
• The reservation appears in the calendar and list.
• Admins can edit or act on the reservation as needed.

Users can view all their submitted reservations in the Reservations section of the portal. Statuses (Reserved, Converted, Cancelled) are updated in real time. Comments and attachments can be viewed under the History and Attachments tabs.

Yes. All reservations a user has submitted are visible in the Reservations section, regardless of where they were made. Note that users can only see their own reservations — not those of other users.

No. Reservations submitted through Booking Portal trigger the same events as those created in the workspace. Your existing settings in Settings > Notifications apply automatically.

Go to Settings in your Cheqroom workspace and select Booking Portal. Click Add Booking Portal to enable it and complete the initial configuration. Once saved, your unique portal URL is generated and ready to share.

Note: Only Account Owners and Workspace Admins with the appropriate permissions can enable and configure Booking Portal.

The following options can be configured from Settings > Booking Portal:

• Logo — Your organization's logo, displayed at the top of the portal.
• Subtitle — Optional text below the logo, such as a team or department name.
• Brand color — Applied to key UI elements across the portal.
• Button color — The color used for Add equipment action buttons.
• Notice — An optional message displayed below the search bar on the landing page.
• Success message — The message users see after successfully submitting a reservation.

Each workspace supports one Booking Portal. If your organization uses multiple workspaces, each has its own distinct portal with its own URL and configuration.

Booking Portal is available on Enterprise and ELA admin-based subscriptions. To confirm whether your plan includes it, contact your Cheqroom Customer Experience Manager or visit cheqroom.com/pricing.