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Create equipment booking

To book equipment, users go to Locations > Equipment and select the following details:
  • Equipment — what they want to book.
  • Date — the necessary rental date.
  • Quantity/Items — the number of units needed.
  • Time — the desired time slot (if equipment is available for hourly booking).
Users and administrators can book any available current or future slot, but only administrators can log past bookings through the admin web portal.
  • Repeat — available only if the equipment is completely free. 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 for completely free equipment. If the equipment booking is paid, administrators can create a recurring booking for the customer and charge them separately.
You can set up equipment for hourly or full-day rentals by configuring Min time, Max time, and Availability increment.
In the booking form, users choose:
Company managers can make equipment bookings for other company members either with company credits or a company invoice.
  • Memo — a private note visible only to the user and administrators.
  • Promo code or coupon — allows a user to redeem a discount on the equipment booking if eligible.
  • Payment. Understand payment methods. The total price for a booking is calculated based on the price tiers added for this equipment, factoring in any applicable discount from the user’s subscription or entered promo code.
  • Legal business name, Address, and Tax ID. These fields appear depending on the “Require billing details” setting.
Once a 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.
If you offer long-term rentals (weekly, monthly, etc.) of this equipment, you can link the relevant plans to subscribe directly to it.

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How users see their equipment bookings

  • Users can see their equipment bookings on the Account > Bookings page.
  • Users can also find their bookings on the Equipment page > “Bookings” tab.
  • Upcoming bookings appear for them as a reminder on the banner on the Locations page.
  • Users receive notifications-reminders before the booking starts and ends. Understand users’ notifications

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Manage equipment booking

To manage equipment booking, users follow these steps:
  1. Open the booking > press Edit to make changes. Edit a booking
  2. Press Cancel to cancel a booking.
  3. Press Add to calendar to add the booking to your Google Calendar.

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How administrators see equipment bookings and availability

Administrators can track all equipment bookings in the following ways:

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On the Equipment timeline

  1. Go to Resources > Equipment in Spacebring.
  2. Open the “Timeline” tab and select a date if needed.
  • View all bookings on a calendar, visually showing the booker’s name, duration, and number of items booked.
  • Quickly check specific equipment availability for a specific time slot on a specific date when a customer inquires.
  • Click on a booking to see its details.
  • Create a new booking directly from the calendar.​

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On the Notifications page

Track all new equipment bookings on the Notifications page. Manage admin notifications

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By customer profile

To check equipment bookings of a specific customer:
  1. Open their profile from the Customers page.
  2. Go to Bookings > find the relevant booking.