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Your customers book rooms, desks, offices, parking spaces, and equipment themselves in the member web portal or mobile app, and manage those bookings without asking your team.

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Create a booking

To start a booking, users go to the Locations page and open the resource type they need:
  • Rooms — pick the room, date, and timeslot in the rooms’ calendar.
  • Desks — pick the desk, the date, and the number of seats.
  • Offices — pick the office and the date, and the timeslot if the office is bookable for less than a day.
  • Parking — pick the parking space and the date.
  • Equipment — pick the equipment and the date.
To view the description and properties of a specific resource, users click the ⓘ button next to its name. For rooms, clicking the title or photo opens the room’s weekly booking calendar.
Then users complete the booking form:
  • Title — the name of the booking, for rooms only. Users control who sees it on the Account page.
  • Date and Time — booking is possible according to the resource’s booking rules, such as minimum and maximum time.
  • Seats for desks, or Quantity for equipment — the number of seats or units needed. Rooms are booked as a whole. Users can book only one parking space at a time. An office is booked as a whole too, unless the user or their company rents it — then they pick the number of seats they need in it.
  • Repeat — choose one of the suggested recurrence patterns, or select Custom to set your own recurrence pattern.
  • End repeat — choose:
    • On date — to set a specific final booking date, or
    • Never — to set an open-ended recurrence.
    • For Custom recurrences, users can also choose After number of occurrences to schedule a specific number of recurring bookings.
Users can create recurring bookings only when the booking is free for them — a completely free resource, or one assigned to them or their company. If the booking is paid, administrators can create a recurring booking for the customer and charge them separately.
  • Booker — the user the booking is made for. Only administrators and company managers see this field, and company managers can only book for their company members.
  • Invitees — users who attend the booking alongside the booker, for rooms only. Members can pick invitees among their fellow company members, and among other members of the location if the Community page is visible to members.
  • Memo — a private note visible only to the booker and administrators.
  • Promo code or coupon — redeems a discount if the user qualifies for one.
  • Payment — the payment method the user pays with. The total is calculated from the price tiers set for that resource, minus any discount from the user’s subscription, promo code, or coupon.
  • Legal business name, Address, and Tax ID — these fields appear depending on the Require billing details setting.
Users and administrators can book any available current or future slot, but only administrators can log past bookings through the admin web portal.
When a user books for somebody else or adds invitees, they choose whether to notify them about the booking. A company manager booking for a company member pays with the company’s payment methods only — company credits, company day passes for desks, the company invoice, or a card saved for the company. The member’s own payment methods stay private to them.
Once the booking is made, users can add it to their Google Calendar or Microsoft 365 Outlook. On the member mobile app, the Add to calendar button opens the default calendar on the user’s device.

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View bookings

  • Users see all their bookings on the Account > Bookings page.
  • They also find them on the resource’s own page: in the calendar on the Rooms page, or on the Bookings tab of the Desks, Offices, Parking, and Equipment pages.
  • Upcoming bookings appear as a reminder on the banner on the Locations page.
  • Users receive reminder notifications before the booking starts and ends.
  • Invitees see the booking on the widget and get notifications when it is created and when it is about to end.

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Manage a booking

To manage a booking, users follow these steps:
  1. Open the booking > press Edit to make changes.
  2. Press Cancel to cancel the booking.
  3. Press Add to calendar to add the booking to their Google Calendar or Microsoft 365 Outlook.
Whether the user gets an automatic refund when they cancel depends on the resource’s rescheduling policy. The same rescheduling policy governs editing: users can move the start time only before the policy’s cutoff, and never once the booking has started.

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FAQs

The visibility of users’ names and booking titles depends on each user’s privacy settings. The highest visibility level is Administrators, so administrators can always see users’ names and titles on bookings. Meanwhile, members and nonmembers cannot see each other’s personal data on the bookings unless bookers select the relevant personal data visibility in their account privacy settings (e.g., “Company members,” “Location members,” etc.).
Resources assigned to the customer always appear first. After that:
  • Rooms are sorted alphabetically by title and, when titles match, by creation date from oldest to newest.
  • Desks are sorted by available seats, then by desks with the selected number of seats or more, and the rest alphabetically by title and by creation date from oldest to newest.
  • Offices are sorted by offices with available seats, then by offices with the selected number of seats or more, and the rest alphabetically by title and by creation date from oldest to newest.
  • Parking spaces are sorted by available spaces, and the rest alphabetically by title and by creation date from oldest to newest.
  • Equipment is sorted by available items, and the rest alphabetically by title and by creation date from oldest to newest.