General
If you are listing your boardroom on our marketplace, you are a host.
If you are requesting to book a boardroom, you are a guest.
At this time, the app functionality is solely intended for guests. We encourage hosts to download the app to browse it and learn more about it. However, all host actions will be completed through the host dashboard, which is accessed by clicking “My Account” on the Just Boardrooms desktop website.
At this time, the desktop version of Just Boardrooms is primarily intended for hosts. All guest actions are completed through the app.
When we bring on a new hosting partner, we ensure they have the required Covid protocols in place to make their space(s) is/are safe for all guests.
The Just Boardrooms platform allows our hosts the ability to add details about how they are addressing the current safety concerns around Covid- 19. We encourage all our guests to review each host’s policies and communicate directly with the host through our messaging service to make sure all your questions and concerns are addressed to your satisfaction.
Host
1. To create an account, click on My Account on the upper right corner of the Just Boardrooms website. 2. To register, enter the following information: your name, email address, password. 3. Activate your account by clicking on the link you receive via email, then follow remaining instructions
Log in to the host dashboard through "My Account" and click on your “Settings” where you’ll be able to edit your name, email address, phone number, password, and more.
Go to the “My Account” login screen where you will see a “Forgot Password?” prompt at the bottom. Click on the prompt, enter the email address associated with your account, and check your inbox for instructions on how to reset your password. Make sure to check your junk or spam folder if you don’t receive the password reset email. If you have not received the email, contact us at support@justboardrooms.com
The fastest way to start the process is by visiting the “List Now” page and following the instructions on how to get started. You’ll need to provide relatively simple information about your boardroom, including location, size, and amenities, as well as the price per hour, half day or full day you want to charge. Additionally, we encourage a short description of the space and high-resolution pictures that will entice guests. Finally, you’ll need to select how you want to integrate your internal calendar in the the Just Boardrooms guest calendar so that your potential guests can access your boardroom’s availability in real time.
If you are taking your own photos, we’ve put together some tips and technical requirements, which can be found in our host management portal. A few more tips we encourage: • Organize and put away objects that clutter the space • Open any window coverings for natural light • Clean all windows, mirrors, tables, countertops and floors • Highlight amenities that your guest may look for in a meeting space • Remove any items that are not included with the space • We recommend no people, logos or branding in any of the shots
Just Boardrooms is an online real-time marketplace, so when a guest goes through the booking process and pays the fee, they will have confirmed their boardroom reservation. If for some reason you want to cancel an existing booking, you can do so as per the Just Boardrooms cancellation policy, which can be found here.
When setting up your boardroom listing as a Host, you can select either Ready to Book or Request to Book. While the former setting allows a Guest to book your boardroom automatically, the latter setting adds an additional step that triggers an approval request when a Guest wishes to book your boardroom. When you set Request to Book, the Guest will go through the usual scheduling and payment details, but their boardroom booking and payment will not go through until you approve their request. You will have 24 hours to review the request and confirm availability within your own internal scheduling, at which point you can either approve or decline the request. If you approve the request, the meeting will be booked and confirmed to both the Host and Guest.
The process to remove your boardroom from our marketplace can be done either temporarily or permanently by contacting us at customerservice@justboardrooms.com
You can communicate directly with your guests using our messaging service in the host dashboard, located by logging in through My Account on the Just Boardrooms website.
If you have any feedback onCan I cancel my a review posted about your boardroom by a guest, we recommend contacting us for next steps.
If a guest exceeds their booking time, please contact us and provide the guest's name and overtime hours. From there, we will communicate with the guest and charge the overtime hours to their account according to our Cancellation and Overstays policy. We will add the overtime charge (less our service fee) to our next scheduled payment to you.
Top tips for preparing for your guests: • Ensure the boardroom is clean • Ensure someone is available to let the guest in or include access instructions for your guest • Ensure you have a primary emergency contact if something goes wrong with your boardroom and share this with the guest • Review the rules of the boardroom (noise levels, open and closing hours, space amenities, layout, etc.) • Ensure you have a checklist with information on common needs, like guest WiFi code, where to find the keys, door code(s), alarms codes, clean-up instructions, room temperature controls, screen/projector/TV/teleconference controls, etc.
Guests and potential guests have the ability to communicate directly with hosts through the messaging service in the Just Boardrooms app. You can respond to any messages through the host dashboard located in My Account on the Just Boardrooms website.
Hosts are responsible for setting their own rates. We recommend that you set rates per hour, per half day (9am –1pm / 1pm–5pm) and full day (9am–5pm). Typically, hosts apply discounted hourly rates when calculating their half and full day pricing. If you're unsure of what price to list your boardroom, we suggest reaching out to our Customer Success team for guidance on pricing.
Yes. Once your calendar is integrated into the Just Boardrooms calendar, it will reflect the actual real-time availability of your boardroom by the hour. If a guest books a one-hour slot and there are other available slots during that same day, then another guest could book another time slot on the same date.
On a quarterly basis, Just Boardrooms remits all fees collected on behalf of the guest for that period, minus the service fee charged for our services. Payment to the host will be made by cheque or electronic transfer.
If you’ve integrated your internal calendar into the Just Boardrooms calendar, then all modifications that you make to your calendar will be reflected in the Just Boardrooms calendar. For example, if you block your calendar for an entire week due to an office closure, it will show as not available to potential guests on our platform.
Guest
1. To create an account, download the app and follow the registration process prompts. 2. To register, we need the following information: your name, email address, password. 3. Activate your account by clicking on the link you receive via email, then follow remaining instructions.
Search in the app by entering your neighborhood, postal code, or location-based services through the search functionality. Use Just Boardrooms filters to search by date, budget, room capacity and/or other amenities.
Contact a host through the messaging service found in their particular boardroom listing on the Just Boardrooms app.
The sole difference between these two types of boardroom listings is that booking a Request to Book boardroom means that the Host must approve your booking before it is finalized. For both types of listings, you will proceed through the process of booking your boardroom; however, with Request to Book the Host will receive your request once you complete your booking, and then has 24 hours to either approve or decline your request. Once the Host approves your request, your booking and payment will be finalized, at which point you'll receive a final confirmation. You'll also receive final confirmation if the Host declines the request, which means that your boardroom booking is cancelled and you have not been charged.
You can cancel your booking at any time, subject to our cancellation policy, found here
On rare occasions, a host may have to cancel your booking. If this happens, you will receive a full refund of your booking. Our Customer Success team will contact you immediately to discuss next steps. We will be there every step of the way to offer help and guidance in finding a new boardroom within your original budget and booking date(s).
Once you complete the booking process and pay for the fee through the Just Boardrooms app, your booking will be automatically confirmed.
All guests are expected to leave the boardroom in its original condition. In the event of damages, overtime, or failure to adhere to rules laid out by the host, additional costs associated with any of the aforementioned will be charged to your credit card by Just Boardrooms. You are responsible for any damages that occur during the time of the booking, whether made by yourself or your guests. You are also responsible for reporting any damages and incidents that occur during a booking to your host and our team immediately. Reporting it will make the payment and resolution process faster and easier.
Log into your account through the app and click on “Settings” where you’ll be able to edit your name, email address, phone number, password, and more.
Open the app and click the “Forgot Password?” prompt below the sign in fields. Enter the email address associated with your account, and check your inbox for instructions on how to reset your password. Make sure to check your junk or spam folder if you don’t receive the password reset email. If you have not received the email, contact us at support@justboardrooms.com
Once you have paid and completed the booking process in the Just Boardrooms app, your meeting is confirmed. If you wish to change the date/time of your meeting, you should contact our Customer Success team directly and we can help you make the change. Please note that our cancellation policy may still apply depending on the outcome of the change.
Once your booking ends, you will receive an email within 24 hours asking you to leave a review. Follow the prompts included in the email. We encourage you to share a word of thanks or provide feedback to the host, so they can improve the next guest's experience. You have 14 days to leave a review once the booking ends. Once it's submitted, it will become public on the host's page, either as soon as the host leaves you a review or at the end of the 14-day review window.
By using the Just Boardrooms app and going to the host boardroom listing you can check to see if the adjacent time slot(s) to your original booking is available. If so, then you can add the additional time as a new booking. If the time slots are not available via the online calendar, you can send a message to the host of the boardroom and ask if additional time can be added to your original booking.
Once the credit card payment is processed, your boardroom is booked and the time slot you have chosen will be reserved for your meeting. A unique security PIN will be issued to both you and the host, which will be used as proof of identity when accessing the booked boardroom. You will also have the opportunity to save the meeting to your calendar and send out a templated email invite to your guests that includes the security PIN, time and location of the meeting.
As part of your secure member account, you will have access to all your past and future bookings, including all relevant details, through the app. You will also have access to all your historical payment details and messages you may have sent to and received from previous hosts