Shared Capacity Booking (Coworking Seat Booking) Help
Overview
Shared capacity booking allows multiple guests to reserve seats in the same space simultaneously — ideal for coworking areas, shared lounges, and other multi-occupancy spaces. Each guest selects the number of seats they need, and the system tracks availability against a total seat limit set by the admin.
How shared differs from exclusive:
| Aspect | Exclusive | Shared |
|---|---|---|
| Occupancy model | 1 reservation = 1 private room | Multiple reservations share the same space |
| Availability display | "N rooms" | "N seats remaining" |
| Seat selection | Not shown | [- N +] quantity stepper |
| Pricing | Unit price × nights/hours | Unit price × seats × nights/hours |
| Access key | 1 key per reservation | 1 key per reservation (regardless of seat count) |
Features
Feature 1: Admin Setup — Setting a Room Type to Shared
When creating or editing a room type, admins choose between Exclusive and Shared booking types.
Setup Steps
- Go to Booking Management in the main navigation, then open Room Type Manager
- Click New or click the pencil (edit) icon on an existing room type
- In the Booking Type section of the form, select a radio button:
- Exclusive (専有型) — one reservation occupies one private room (hotel, meeting room, etc.)
- Shared (共有型) — multiple reservations share the same space (coworking, shared lounge, etc.)
- When Shared is selected, the Shared Capacity (seats) input field appears
- Enter the maximum number of seats that can be occupied simultaneously (e.g., 10)
- Click Save
Validation: Shared capacity is required when Shared is selected. The form cannot be saved without it.
Room Type List Display
Each room type card shows the booking type as a colored badge:
| Badge | Color | Meaning |
|---|---|---|
| 共有型 (Shared) | Teal | Shared space |
| 専有型 (Exclusive) | Gray | Exclusive space |
The card also shows either Shared Capacity (seats) or Total Units depending on the booking type.
Form Fields Reference
| Field | Description | Required |
|---|---|---|
| Name | Display name (e.g., "Coworking Desk") | Yes |
| Description | Guest-facing description | No |
| Capacity | Number of people per space | Yes |
| Booking Type | Exclusive or Shared | Yes |
| Total Units | Exclusive only. Number of physical rooms | Yes (exclusive) |
| Shared Capacity (seats) | Shared only. Maximum simultaneous seats | Yes (shared) |
| Amenities | Comma-separated list of amenities | No |
| Sort Order | Display order on the guest booking page (lower = first) | No |
| Active / Inactive | Whether this type appears on the guest booking page | — |
Feature 2: Guest Booking — Selecting Seats and Reserving
Here is what guests see and do when booking a shared space. The booking screen is implemented as RoomPlanStepView (the room and plan selection screen).
Date Selection
Select dates the same way as a regular stay: tap the check-in date on the calendar, then the check-out date.
Room Card Appearance
After selecting dates, available room/plan cards appear. Shared space cards differ from exclusive cards in the following ways:
| UI Element | Exclusive | Shared |
|---|---|---|
| Availability | N rooms | N seats remaining (e.g., "8 seats") |
| When sold out | (card may not appear) | "Sold out" label; stepper and Reserve button disabled |
| Seat selection | Not shown | [- N +] stepper |
| Price display | Unit price | Unit price × seats (per-seat price shown as a note when qty > 1) |
Using the Quantity Stepper
- Click the [-] or [+] buttons on the card to adjust the number of seats
- Minimum is 1 seat (cannot go below 1)
- Maximum is the number of remaining seats (cannot exceed availability)
- The total price on the card updates in real time as you change the quantity
- Click Reserve when ready
Pricing Example
For a space priced at ¥3,000 per seat, selecting 3 seats shows:
- Large price: ¥9,000 (total)
- Small note: (¥3,000/seat)
Access Key After Booking
Regardless of how many seats are booked, one access key (PIN code or QR code) is issued per reservation. If a group is entering together, share the single code among the members.
Feature 3: Admin Dashboard — Viewing Shared Reservations
Admins can see seat quantity information for shared reservations in multiple places on the booking dashboard.
Reservation List — ×N Seats Badge
In the reservation list tab, any shared reservation with a quantity of 2 or more shows a ×N seats badge (teal color) next to the status badge on the reservation card.
Example: a 3-seat reservation displays "×3 seats" to the right of the status badge.
Reservations with a quantity of 1 do not show a badge (they look the same as exclusive-type reservations).
Detail Drawer — Breakdown, Concurrent Reservations, and Peak Usage
Opening the detail drawer for a shared reservation reveals a breakdown section below the payment amount.
Breakdown (Pricing Formula)
N seats × ¥unit_price/night (or /hour)
Example: a 3-seat booking at ¥3,000 per seat per night displays "3 seats × ¥3,000/night".
Concurrent Reservations
When other confirmed reservations exist for the same room type in the same time window, they are listed below the breakdown:
| Column | Content |
|---|---|
| Guest name | Other guests booked in the same time window |
| Time range and quantity | Start–end time and ×N seats |
The current reservation itself is not included in this list. The section is hidden when there are no concurrent reservations.
Peak Usage
When the concurrent reservation list is shown, a Peak Usage line appears below it:
Peak Usage: N / max_seats seats (HH:MM - HH:MM)
- N: the highest simultaneous seat count across all overlapping reservations
- max_seats: the shared capacity set on the room type
- HH:MM - HH:MM: the time window during which the peak occurs
Display examples (shared capacity = 10, current reservation = 3 seats, another reservation overlaps with 5 seats):
- Peak usage: 8 / 10 seats — displayed in teal (capacity not reached)
- Peak usage: 10 / 10 seats — displayed in coral red (at full capacity; a warning that no more seats can be accepted)
Feature 4: Calendar Views (Shared Capacity)
The week and timeline calendar views visualize shared-type reservations differently from exclusive ones.
Room Type Header — Seat Count
Shared room type header rows show the configured shared capacity in parentheses:
Coworking Desk (10 seats)
Exclusive room types do not show a parenthetical seat count.
Timeline View — Stacked Bars
In the timeline view (time axis), shared-space rows expand vertically to show each concurrent reservation as a separate stacked bar.
- Each reservation appears as an independent bar placed on the time axis
- Bars display a ×N label (e.g., ×3) when the seat quantity is 2 or more
- The row height automatically grows to accommodate the maximum number of simultaneous reservations
- Clicking a bar opens the reservation detail drawer
Exclusive-type reservations always show a single bar per row.
Week View — Stacked Bars
The week view (7 days × room rows) uses the same stacking behavior for shared spaces.
- Multiple shared reservations on the same day are stacked vertically within the row
- Each bar shows a ×N label (e.g., ×2) when the seat quantity is 2 or more
- The row height expands to match the day with the most concurrent reservations in that week
- Multi-day stay reservations are supported and span across the appropriate columns
FAQ
Q: Can a room type be both shared and exclusive?
No. Each room type is either exclusive or shared. To offer both booking models for the same physical space, create two separate room types.
Q: How is "N seats remaining" calculated?
The system subtracts the sum of quantity values from all confirmed reservations in the same time window from the room type's shared_capacity. For example: shared capacity = 10, confirmed quantities sum = 3 → 7 seats remaining.
Q: What happens when a shared space is sold out?
The quantity stepper and Reserve button are disabled. Guests can select different dates or wait for a cancellation to free up seats.
Q: I booked 5 seats — will I receive 5 access keys?
No. One reservation always yields one access key. Share the single code with all members of your group.
Q: Can I change a shared room type back to exclusive?
Yes. Admins can change the booking type in the edit form at any time. Existing reservations are not affected; the new type applies to all future reservations.
Q: If a reservation is cancelled, do the seats become available again?
Yes. When a reservation is cancelled, the seats are released and become available for new bookings.
Q: Can a shared room type have multiple plans with different prices?
Yes. Just like exclusive room types, shared types can be linked to multiple pricing plans. Each plan can have its own per-seat price.
Q: Can admins manually create a multi-seat reservation from the dashboard?
When creating a reservation manually via the admin reservation drawer, the quantity defaults to 1. To book multiple seats, guests should use the guest-facing booking page (RoomPlanStepView).
Q: The ×N seats badge is not showing on a reservation card.
The badge only appears when the reservation quantity is 2 or more. A shared reservation with a quantity of 1 looks the same as an exclusive-type reservation card.
Q: The peak usage indicator turned red. What does that mean?
A coral red peak usage indicator means the total simultaneous seat count has reached or exceeded the room type's shared capacity. No additional reservations can be accepted for that time window. Consider waiting for a cancellation or selecting a different time slot.