> ## Documentation Index
> Fetch the complete documentation index at: https://docs.pads4.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Booking a space

Once you’ve selected a space, you can begin the booking process.

### **Starting a Reservation**

To start a booking:

1. Click the **“+” button** located at the bottom-right of the screen.

### **Booking Window Fields**

A booking window will open with the following fields:

* **Subject**\
  Title of the meeting or reservation.
* **Participants**\
  Internal participants you want to invite.
* **External Visitors**\
  Guests outside your organization.
* **Date**\
  Select the desired date and time for your booking.
* **Space**\
  The room or workspace being reserved.
* **Teams Meeting**\
  Optionally create a Microsoft Teams meeting link.
* **Description**\
  Additional details about the meeting.
* **Public or Private**\
  If marked as *Private*, the organizer’s name and meeting subject will be hidden on room displays and public lists.
* **Comments**\
  Optional notes or instructions.
* **Visual**\
  Upload an image that may be shown on room panels or digital signage.
* **Additional Services**\
  Add extra services (e.g., catering, equipment).

### **Setting Reminders**

You can set reminders for a meeting by clicking the **Reminders** button. Reminders can be created for the meeting’s start time, end time, and check-in.

<img src="https://mintcdn.com/pads4/m6nXSsu64L88eCkP/images/modules/workspace/workspace_WebApp/WorkspaceAppReminders.png?fit=max&auto=format&n=m6nXSsu64L88eCkP&q=85&s=d4bb9affe8c0c991350c068b0dd60584" alt="Workspace App Reminders" width="1359" height="481" data-path="images/modules/workspace/workspace_WebApp/WorkspaceAppReminders.png" />

Enable the desired reminder and specify how many minutes before the event it should be sent. For each reminder, you can also choose whether it is sent to participants.

**Adding Participants**

You can select participants from your contact list or enter them manually.\
All participants will receive an email notification informing them of the invitation.

**Adding External Visitors**

You can also invite **external visitors**:

* This function is connected to the **PADS4 Visitor Management System (VMS)**.
* External visitors will receive a **QR code** to use at the reception kiosk for easy check-in.
* Visitors can self-register upon arrival, and hosts will be notified.
* Departure can also be registered when the visitor leaves.

To add a visitor:

1. Click the **“+” button** under the visitor section.
2. Fill in the required information.
3. Click **Save** to confirm.

### **Adding Additional Services**

To request services like catering, AV support, etc.:

1. Click **“Add Additional Services”**.
2. Choose from the available options.
3. Specify quantities and, if needed, include a comment.
4. Click **Confirm** to attach services to the reservation.