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Free room and equipment booking spreadsheet template

A simple file to know who booked what, and when. Double bookings on the same resource turn red, and the Weekly view tab gives you a clean schedule to share or print.

Download the template (.xlsx)

Excel file · no macros · works in LibreOffice and Google Sheets · no email required

Date Start End Resource Booked by Purpose Check
Mon 909:0010:00Maple RoomSamTeam meetingOK
Mon 910:0011:30Maple RoomAlexInterview⚠ Overlap
Mon 911:0012:00Maple RoomJordanProject check-in⚠ Overlap
Tue 1014:0016:00Main HallChrisTrainingOK
Wed 1108:3012:30Projector 1TaylorWorkshopOK
Preview of the Bookings tab: the two red rows overlap.

What’s in the template

Resources

Your rooms, equipment and vehicles with type, capacity and location. Duplicate names are highlighted so nobody books the wrong thing.

Bookings

One row per booking: date, times, resource picked from a drop-down list, who booked it and why. The Check column flags overlaps and end times before start times.

Weekly view

Pick a resource and a Monday: the grid shows that week in 30-minute slots, ready to print in landscape.

How to use

The steps on one page, plus what the file can’t do, so nobody gets caught out.

How to use it

  1. Download the file and open it in Excel, LibreOffice Calc or Google Sheets.
  2. In the Resources tab, replace the examples (yellow rows) with your own rooms, equipment and vehicles.
  3. Delete the example bookings, then add one row per booking, choosing the resource from the list.
  4. If a row turns red, two bookings overlap: let the people involved know.
  5. Keep the file on a shared drive (OneDrive, Google Drive, a file server) so everyone works on the same version.

For Google Sheets: in Google Drive, choose New › File upload, then open the file with Google Sheets. Drop-down lists and highlighting are kept.

When a spreadsheet is no longer enough

This template does the job for a handful of resources and a small team. Here is, honestly, what it can’t do.

  • It flags clashes, it doesn’t prevent them

    The row turns red, but the double booking is already there. Someone still has to decide and tell people.

  • Several people at once

    Two edits at the same time, a copy sent by email, a file locked “in use”: soon nobody is sure which version is right.

  • No approval step

    There is no way to send a request to a manager before it’s confirmed, or to limit who can book what.

  • No reminders

    Nobody gets a heads-up before their booking. Forgotten bookings stay forgotten.

  • No idea of actual use

    A booked room stays “taken” in the file even if nobody turns up. Nothing frees it for others.

What SpotBooker does instead

Bookings can’t be made on a slot that’s already taken. You get single or multi-level approval rules, reminders, recurring bookings, QR code check-in that releases the room when nobody shows up, and usage statistics you can export to CSV. People sign in with Google or Microsoft, or book from a public page.

Try SpotBooker for free

Free for up to 2 resources, then $39/month with 5 resources included. 14-day trial, no credit card.

Questions

Is the template really free?

Yes. No email is required, and you can edit it and share it freely within your organisation.

Do I need to enable macros?

No. The file only uses formulas and conditional formatting, no macros.

How many bookings can it hold?

The formulas cover 50 resources and 300 bookings. Beyond that, move older rows to an archive copy of the file.

Can I add columns?

Yes, to the right of the Check column. Avoid inserting columns in the middle: the check and weekly view formulas rely on their position.

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