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There may be instances where you’ll need to make a booking for a user and accept payment externally. Spacebring supports these situations with the External payment method.
The member web portal and mobile app are designed to empower users to make bookings effortlessly on their own without needing administrator assistance. Promote self-served bookings for a more efficient user experience.

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Make bookings with the External payment method

The External payment method is available only to administrators in Spacebring and only for room, desk, parking space, and equipment bookings. To make such bookings, administrators do the following:
  1. Navigate to Resources > select Rooms, Desks, Parking, or Equipment page.
  2. Select a resource the user wants to book.
  3. Find the customer in the Booker field.
  1. If the user is not a member or a nonmember yet, find the New nonmember option. Fill in the user details and press Create. This will create a nonmember profile for the user automatically.
  1. Fill out the other booking details.
  2. If the user is eligible for any discount, select a coupon in the Coupon section. The discounted price will be displayed immediately.
  3. Choose the External payment method and select a Status based on the payment stage:
    • Paid — the customer has already paid outside of the system.
    • Pending — the customer hasn’t paid yet, but only reserved the booking.
  4. Enter the customer’s billing details, if they haven’t yet. Billing details fields appear depending on the Require billing details setting.
  5. Confirm the booking.

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Understand paid external bookings

When you select Paid status during creation, Spacebring treats the transaction as finalized and confirmed.
  • The booking is secured on the calendar with a solid color. In the Bookings list, the status appears as Confirmed.
  • The system immediately generates an invoice and receipt for the customer.
  • The customer receives a notification about the booking created for them and can view this booking on their Account page.

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Manage pending external bookings

If you select “Pending,” the booking is created with Tentative status, allowing you to hold the resource while waiting for payment.
  • You can differentiate pending bookings on the Rooms calendar and the Bookings list to track outstanding payments.
  • Once you receive the payment (or if the customer fails to pay), update the status:
    • Open the booking > in the Payment section, change Status to Paid or “Canceled.”
  • If Paid: The booking is automatically confirmed, and an invoice and receipt are generated.
  • If Canceled: The transaction and booking are marked as canceled and automatically removed from the calendar.

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How external bookings reflect in Analytics

Bookings made with the External payment method are included in the Invoices, Payments, Rooms, Desks, Equipment, and Parking dashboards in Analytics. Explore Analytics The Invoices, Invoice items, Transactions, and Bookings reports also include these bookings, reflecting their payment type as External, and payment status as Paid or Pending.