Grey Rooms & Conference Rooms: Frequently Asked Questions

RoomRaccoon supports different room types so you can manage both accommodation units and non-accommodation spaces. Below you’ll find answers to the most common questions about Grey Rooms, Conference Rooms, and how they are billed.

What can I use Grey Rooms for?

Grey Rooms are non-bookable, non-revenue spaces used for internal or operational purposes, such as:

• Calendar blockers or holding spaces

• Parking bays

• Storage areas

• Internal administration

• Operational planning (e.g., cleaning shifts, maintenance placeholders)

Grey Rooms must not be used for invoicing or booked events.

What are Conference Rooms used for?

Conference Rooms are bookable, non-accommodation spaces that generate revenue. Examples include:

• Meeting rooms

• Conference halls

• Event or wedding venues

• Co-working spaces

• Any space you charge guests for

If guests pay to use the space, it must be set up as a Conference Room, not a Grey Room.

Are Grey Rooms included in my RoomRaccoon account?

Yes. You can create and use Grey Rooms at no cost as long as they are not used for invoicing.

If you need to issue invoices from a non-accommodation space, you must convert it into a Conference Room. Conference Rooms are billable.

When are Conference Rooms billed in my subscription?

Conference Rooms are billed at 40% of your current subscription tier’s unit rate.

Grey Rooms remain free unless they are incorrectly used for invoicing (in which case they must be converted into a Conference Room).

Can I issue invoices from Grey Rooms?

No. Grey Rooms are strictly non-revenue spaces. If you need to invoice for the room, change it to a Conference Room.

How do I know which rooms are Grey Rooms?

Grey Rooms appear greyed out on your calendar. They:

• Are not bookable

• Do not show on the Booking Engine

• Do not count toward occupancy or availability

Conference Rooms appear like standard rooms but are marked as non-accommodation units.

Do Grey Rooms affect occupancy?

No. Grey Rooms do not impact occupancy, availability, or reports. They exist only for operational use. Conference Rooms also do not affect accommodation occupancy, but they do appear in revenue reports because they can be invoiced.

What is the difference between a White Room, a Grey Room, and a Conference Room?

Read more about managing the different room types here.

Can I convert a Grey Room to a Conference Room?

Yes, please follow the steps in this article on how to convert. 

Why was the policy changed?

To make room management clearer and billing more transparent:

• Grey Rooms are now strictly non-revenue

• All invoiced non-accommodation spaces must be Conference Rooms

• Conference Rooms follow a simple billing model (40% of your unit rate)