Booking

Using the booking service as a user

Using the booking service as a community manager

Managing the settings of the booking service

The booking service can be renamed in your community and you can have multiple booking services in your community: e.g. meetings rooms or sports facilities. You can recognise that you are on the booking service page by the URL containing /booking.

Using the booking service as a user

In the Overview, you can navigate between two sections: Book and My Bookings.

Book

In the Book section, you'll see all the available bookable items in your community. These can include anything from meeting rooms and bicycles to promotional spaces and sports fields, depending on what your community offers.

When you find something interesting, click Book to get started.

Select your time slot(s).
Choose the time slot(s) you want to reserve. Community managers may limit the number of slots you can book. Once selected, the system will show you the duration of your booking. If it is a paid service, you’ll also see the total cost.
Answer additional questions (if required).
If community managers have enabled extra questions for bookings, you'll need to answer them before proceeding.
Review your booking summary.
A summary of your booking will be shown. Please review all details carefully before finalizing your booking.
Wait for approval (if applicable).
For some items, bookings may require approval. If so, you will receive a confirmation when your request is approved or denied.

My Bookings

In the My Bookings section, you can view all your current and past bookings, including those that are pending approval.

Note: Some bookings can be cancelled by you, while others cannot. This depends on how your community managers have configured the settings.

Using the booking service as a community manager

As a community manager you will be able to view Book and My bookings just like a user.

Additionally, on web you can view the Manage bookings section and you can manage the settings of the service.

Manage bookings

Here you can find all bookings within your community.

If there are any pending bookings that require your approval, they will appear at the top of the page. You can view all bookings at once, or filter by a specific bookable item by selecting it from the section on the left.

Bookings are displayed in table format, showing various details. You can customize this table using the Edit columns button. This allows you to show or hide specific fields. Hiding a column does not delete any data, it only removes it from your current view.

To narrow down your results, you can apply filters.

If you have a setup you would like to reuse, click Save view to save it for easy access later.

Tip: If it looks like some items are missing, make sure there are no filters enabled that might be hiding them.

Using the cogwheel icon ⚙️ on the right side of each row in your table, you have access to several actions:

View booking – See all details related to the selected booking.
Edit booking – As a community manager, you can make changes to any booking within your community. This includes changing the creator the booking to someone else, updating the booked slots, and editing responses to additional questions.
Edit price – Adjust the price for this specific booking, if applicable.
Cancel booking – Cancel the booking without removing it entirely from the table.
Delete booking – Permanently remove the booking and its data from the system (be careful, this action cannot be undone).

Managing the settings of the booking service

Generally, managing the settings of the booking service can be done by community managers, and users that have been granted access as Service Administrators and Service Editors. Read more about this in the General settings.

You start by clicking the Cogwheel icon in the top right corner of the booking service

You have four sections for which you can manage settings: General, Bookable objects, Categories, Service.

General

Here you can change settings like the name of the service, the icon that is used, the category in which it will be shown in the discover page. Additionally you can choose to have the service pinned, which means it shows on Home under Discover in case the service is visible to users.

Additionally you can choose to limit the visibility to a certain subset of your users.

If you would like to give other users within your community specific rights in this service, you can consider making them Service Administrator or Service Editor.

Service Administrator

The selected users have the following authorisations for this service:

The configuring of the bookable objects and categories.
The viewing, managing and approving of bookings, including booking on behalf of a company.
The management of the visibility and authorisations.
The editing of generic information, including the cover image and icon.

Service Editor

The selected users have the following authorisations for this service:

The viewing, managing and approving of bookings, including booking on behalf of a company.
The editing of generic information, including the cover image and icon.

Bookable objects

Here you can manage the individual bookable items in your community.

Adding a bookable object

To add a new object, click Add object and fill out the General settings:

Select a Category
Choose which category this object belongs to. If you need to create or edit categories first, take a look at the Categories section.
Add a Cover Image
This image will be shown on the booking page.
Name and Description
Enter a clear name and description for the object.
Optional: Booking Information
- Important information – Displayed in a green box during booking. Useful for things users must know.
- Policy – Displayed in an orange box during booking. Use this to share rules or terms.
Bookings per Slot
Define how many bookings can be made at the same time. For example, if you have five bicycles available, enter 5.
Optional: Capacity
Set the maximum number of people per booking. For example, a meeting room for 10 people would have a capacity of 10.
Optional: Location
Indicate where the object is located.
Booking Settings
- Decide whether bookings require approval.
- Decide whether users can cancel their own bookings.
- Set visibility to all users or limit access to a specific group.
Optional: Smart Lock Integration
If your community uses a smart lock system, you can link a lock to this object so that during an active booking the user can open the room's smart lock with the mobile app. (This option is only available to communities with a smart lock integration.)

Under the Pricing section, you can decide whether a booking should have a cost. You can choose from the following options:

No price – The bookable item is free of charge.
Price information only – Users will see a description with pricing details, but no automatic calculation.
Price per slot – The total price is automatically calculated based on the number of slots booked.

In the Optional Questions section, you can add additional questions that will be shown to users during the booking process. These questions are displayed separately and can be used to collect relevant information (for example, dietary preferences or equipment needs).

In Time slot configuration you can define how time slots work for this bookable item:

Slot length – Choose how long each slot should be, ranging from 15 minutes to one year.
Minimum and maximum number of slots – Set how many slots must be booked at minimum, and how many are allowed at most.

You can also apply additional constraints:

Date – Block specific dates from being booked, or allow bookings only on selected dates.
Interval – Block or allow bookings within a specific date range.
Day of the week – Specify which weekdays bookings are allowed or restricted.
Time of day – Define available booking hours within each day.
Blocked slots after booking – Automatically block one or more slots after a booking is made, useful for setup or cleanup time.
Minimum advance booking time – Set how far in advance a booking must be made.
Maximum advance booking time – Limit how far into the future bookings can be made. We recommend to use this setting to allow for fair use of the bookable objects and prevent users booking repeatedly far ahead.

Service

You can add a description here, that will be shown on the main booking page.