We built an internal web system from scratch for managing locations: a real-time occupancy map, a booking registry with statuses, a planning calendar, and role-based access rules.
An internal admin system for managing a coworking network — desks and rooms shown on a floor map, booking through a calendar, and statuses for use, confirmation, rescheduling, and cancellation. The product holds together the daily work of reception, the operations team, and management — from real-time occupancy control to managing the structure of each location and reviewing the baseline utilization metrics.
A coworking network with several locations where residents, one-time visitors, and teams work in parallel every day. They came to us when growth started to bite into operational control: each location had grown its own way of managing bookings, and conflicts over desks and rooms were costing administrator time and client loyalty. A hard requirement: the system had to work identically across every location.
Single source of truth
The team needed to eliminate the situations where different people held different versions of the bookings and statuses — and the overlaps that followed.
Consistent operating rules
The booking process had to work the same way at every location, so opening new sites wouldn't multiply the chaos.
Booking as a workflow
Statuses, confirmations, reschedules, rejections, completion — all formalized, all reproducible.
Access control
Reception, operations, manager — each role needed different rights so decisions stayed structured and accidental changes couldn't slip in.
Operational analytics
The business needed visibility into utilization, cancellations, pending bookings, and peak hours — without anyone compiling those numbers by hand.
We built the system as an operational booking platform for the network around a clear hierarchy: locations → zones → desks and rooms → bookings → statuses → access roles. The core principle: an administrator manages the space from one screen — the map — while every booking moves through a standardized workflow with overlap checks built in.
Directus as the operational core of the network
We modeled locations, zones, desks and rooms, status dictionaries, booking rules, and access roles in Directus. Space structure and booking policies can change without code releases, with editing rights kept under control.
Floor map as the main working screen
A floor map with zones and desks or rooms displays availability status in real time, so an administrator sees within seconds what's free, what's booked, and what's already in use.
Booking registry with statuses and filters
A Bookings register holds the statuses — pending, confirmed, cancelled, rejected — along with booking details and quick actions for administrators.
Occupancy calendar for planning and control
A calendar view with hourly and daily perspectives surfaces peaks, gaps, and conflicts, and lets staff manage reschedules without manual reconciliation.
Space as structured data
Location structure, zones, rooms, and workstations live as editable data, so the team can keep the digital representation of the space current.
Role model and access rules
Role-based permissions define who sees which locations and zones, who can confirm, who can only view, and who decides in disputed cases.
Operational views for network performance
Booking and status dashboards for management make it possible to manage policies and workload from accurate data, not gut feel.
We started by unpacking the real day-to-day work of reception: what happens at the front desk, where conflicts come from, how booking decisions get made today, what counts as an operational mistake. We talked through the distinction between a future booking and actual usage separately — that's where most of the disputes appear. The output was a fixed set of booking states and the minimum operational rules without which the system wouldn't actually reduce chaos.
+3 Resource
The system turned booking operations into a controlled workflow with clear rules, statuses, and a single source of truth across the entire network. Inside the first four weeks after launch, the reception and management teams were already seeing measurable change.
30–45% fewer
booking overlaps
80% less
reception time spent on daily clarifications
70–85%
of bookings processed within 10 minutes
60–80% less time
spent on operational changes to the space
25–35% fewer
reschedule and cancellation cases handled manually
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