How-To Guide: Building Owner
Overview
Whose Room lets a Building Owner set up a physical building, organise its rooms into calendars, define the timeslots that can be booked, and control which teams can see and use those calendars. As the owner, you are also the Calendar Owner for calendars in your building, so you can administer the booking structure and step in when bookings need to be changed.
Practical guidance compiled from the Whose Room rules.
What You Can Do And See
- Create a building, become its owner, and have an owner team created for you automatically.
- Add rooms to buildings you own, with room details such as capacity, dimensions, warnings, policy notes, and access information.
- Create calendars for one or more rooms in your building, provided each room is assigned to at most one calendar.
- Create and manage timeslot definitions for rooms in your calendars, including optional effective start and end dates.
- Grant a team access to a calendar by entering the exact team name and sending an access link to that team's TeamAdmins.
- Remove a team's calendar access, which cancels future bookings for that team while keeping historical booking records.
- Set downtime for a room or building when bookings must not be allowed, such as refurbishment or closure periods.
- Override bookings in your building when needed. If you change or delete someone else's booking, the system notifies the original booking owner.
- View building information, calendars, rooms, timeslots, downtime, bookings, teams with access, and the TeamAdmins connected to visible bookings where contact visibility allows it.
- Transfer building ownership to another TeamAdmin using the system's two-step confirmation flow.
- Upload a personal profile image from Account Settings, visible only to members of teams you share.
Setting Up A Building
Any user can create a building. The building needs a name and full postal address, and it can also include usage information, access information, parking, catering facilities, notes, and other practical details.
When you create the building, you become its owner. The system also creates a team for you and gives you TeamAdmin permissions for that team, because a Building Owner must always be a TeamAdmin.
You can add a badge icon and branding colors for your building. Icons must be a PNG, JPG, or WebP image up to 5MB and are automatically resized to fit within 300×300 pixels. You can also upload larger gallery images for your building and its rooms; these must be the same accepted formats, up to 5MB each, and are automatically resized to fit within 640×480 pixels.
Uploaded images must not be illegal, offensive, defamatory, or in breach of any copyright or other intellectual property rights. Non-compliant images may be removed and repeated or serious abuse may result in account suspension or termination.
Rooms, Calendars, And Timeslots
Rooms belong to one building. Only the Building Owner can create rooms in that building, and room names must be unique within the building.
Calendars are owned by the building and therefore by you as the Building Owner. A calendar can contain rooms from only one building. A room can be assigned to only one calendar, and once a room has been used for bookings it cannot be reassigned to a different calendar.
Timeslots define the bookable periods for rooms, such as a morning or evening slot. You can create or edit timeslots for your calendars, but timeslots for the same room must not overlap. If future bookings already exist, a timeslot definition cannot be changed except for renaming it.
Calendar Access For Teams
Teams are connected to calendars, not directly to buildings. A team can have access to exactly one calendar, or no calendar at all.
To grant access, enter the team's exact name. Matching is case-insensitive. The system sends an email link to that team's TeamAdmins, and the team gains access when a TeamAdmin accepts the link.
If you remove a team's calendar access, all future bookings for that team on that calendar are cancelled, TeamAdmins are notified, and historical bookings remain available as history.
Bookings, Downtime, And Overrides
All users in teams with access can view calendar bookings. Only TeamAdmins can create, edit, or delete future bookings for their own teams. As Building Owner, you can override bookings made by others in your building.
Downtime blocks bookings for a room or an entire building. If downtime is added over existing future bookings, those bookings are deleted and the relevant TeamAdmins are notified.
Historical bookings are preserved. The system stores snapshot details such as team name, room name, calendar name, timeslot name, booking duration, and building name so history remains understandable even if records later change.
Relinquishing Ownership
You cannot relinquish control of a calendar while keeping the building, because calendars are owned through the building.
To step away from ownership, transfer the building to another TeamAdmin. The new owner accepts a link, then the existing owner confirms the transfer by email. The new owner then takes responsibility for the building, rooms, and calendars.
Your Profile Image
Every user, including Building Owners, can upload a personal profile image from their Account Settings page. This is separate from building or room branding.
Accepted formats are PNG, JPG, or WebP. The file must be no larger than 5MB. At least one side of the image must be at least 300px, and the aspect ratio must be reasonable — very narrow or very wide images are not accepted. Images are automatically resized to fit within 300×300 pixels before storage. Uploading a new image replaces the previous one immediately.
Your profile image is visible only to users who are active members of at least one team you are also an active member of. Nobody outside your shared teams can see it. It appears as a badge on team member pages.
Your profile image must not be illegal, offensive, defamatory, or in breach of any copyright or other intellectual property rights. Non-compliant images may be removed without notice. Repeated or serious abuse may result in account suspension or termination.