The Booking Engine
Ruby GmbH · Workspaces · 2026
A self-serve booking engine for Ruby Workspaces, replacing a staff-gated request flow. Customers pick a date, time and party size, see real-time meeting-room availability, reserve the room they want, and check out, without waiting for anyone to get back to them.
Year
2026
Role
Lead Product Designer · End-to-end UX · Interaction Design
Team
Product Designer · Product Manager · Engineers
Platform
Desktop & Mobile
The problem
Booking a meeting room at Ruby required a person on our side before anything could happen. A customer filled out a request form and waited for us to get back to them, or called in directly. Either way the reservation depended on staff being available and on a round of back-and-forth. The interface served our internal workflow, not the customer's intent to book a room right now.
The flow was built around our operations, not the customer standing in front of it.
What I built
A self-serve flow built around the customer's actual question: is there a room for my group, on this day, at this time? The customer enters date, time and number of guests, and the engine returns only the rooms available for that exact slot. They pick one, move into a personal-details step, and complete the reservation. Payment is the single step handled outside the engine, a seam I designed the handoff around rather than hid. Today it covers meeting rooms, with the same flow built to extend to day passes, dedicated desks and add-on services.
Booking panel Enter date, time and party size; only the rooms free for that exact slot come back.
Room selection The customer picks from real availability and moves straight to reservation.
Outcome
In its first weeks of tracking, the engine took 23% of all meeting-room bookings. Those bookings ran about 22% higher in average value than staff-handled ones, so the channel already accounts for 27% of meeting-room revenue.
Of all bookings
Of revenue
Value per booking