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Administrators can create, edit, and cancel bookings for customers or themselves in the admin portal.

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Create a booking

  1. Open the relevant resource page — Rooms, Desks, Offices, Parking, or Equipment — and click Create booking.
  2. Choose the date, time, and number of seats. Optionally, add a title, memo, or coupon.
    • You can pick past dates to record a booking that already happened.
    • If the booker’s schedule stays open across midnight without a break, a booking can run into the next day, for example from 4:00 PM to 2:00 PM. It can last up to 24 hours.
  3. Choose the customer in the Booker field. The list shows the location’s members. To book for a nonmember or a member of another location, search for them by name — Spacebring adds a member of another location to this location as a nonmember when you pick them.
  4. Choose the payment method to charge the customer for the booking.
  5. If you book for another customer or add invitees, choose whether to notify them about the booking.
The New booking form with the Start, End, Repeat, and Booker fields on Spacebring's coworking space management platform

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Create a recurring booking

When a customer needs the same resource on a regular schedule, for example every Friday from 3:00 PM to 6:00 PM, create a recurring booking for them:
  1. Start creating a booking.
  2. Under Repeat, choose one of the suggested patterns, or Custom to set your own.
  3. In End repeat, choose when the booking stops repeating:
    • On date — on a specific final date.
    • Never — it keeps repeating with no end date.
    • After number of occurrences — after a set number of bookings. Available for Custom patterns only.
  4. Choose the customer in the Booker field.
  5. Choose Free, or a payment method to charge each booking with: credits, day passes, an invoice, or a saved card. The Payment section shows how many bookings the series has and when each one is charged.
  6. Create the booking. If some of its dates are already booked or outside the schedule, choose Skip unavailable dates to book the others, or Back to editing to change the booking.
Users can also create recurring bookings themselves and pay for them the same way.

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Recurring booking payments

Nothing is charged when a recurring booking is made. Each booking in the series is charged on its own, with the payment method chosen for the series:
  • It’s charged when the resource’s rescheduling policy stops allowing a refund. For example, with 1 day, a booking on Friday at 3:00 PM is charged on Thursday at 3:00 PM. With Before the start or No refund, it’s charged when it starts.
  • If that time has already passed when the booking is made or moved, it’s charged right away.
  • It’s priced at the booking rates of its own day. When bookings on different days cost different amounts, the Payment section shows no total.
  • Coupons and promo codes don’t apply to it.
  • Until it’s charged, editing or canceling it brings no extra charge or refund.
The recurring booking’s page shows its Payment method and Next charge date. When a booking can’t be charged, the customer gets a push notification and an email. Administrators get an email if their Invoices > Payments failed notification is on. What happens next depends on the payment method:
  • Card — the card was declined or removed. The booking waits until the customer pays with Complete payment on the booking in the member portal.
  • Credits — the balance doesn’t cover the booking. It’s canceled right away, and its slot is free again. The rest of the series stays booked.
  • Day passes or invoice — the customer is asked to contact your team to keep the booking.
A booking still unpaid when it starts is canceled, and its slot is free again.

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Edit a booking

  1. Open the booking from the Resources, Bookings, or customer profile page.
  2. Click (…) in the top right corner > Edit, make your changes, and save.
  3. If the booking was made for another customer or has invitees, choose whether to notify them about the change.
A booking's details with the Edit and Cancel options in its menu on Spacebring's coworking space management platform
You can also drag a room booking in the Resources > Rooms calendar, on the web and in the mobile app: to another time, day, or room, or by its bottom edge to change when it ends. Bookings of rooms booked by the day can’t be dragged.

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When users and administrators can edit bookings

Users can edit their own bookings, but not a booking an administrator made for them.

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General editing rules

A booking can move only to another resource of the same type, such as from one parking space to another, or to a similar room or desk subtype, such as from a hot desk to a dedicated desk. The target resource must be in the same location, accept the booking’s payment method, and support any coupon applied to it. Some bookings have more limits:

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Extra charges

When an edit makes a booking cost more, such as extending it, adding seats or items, or moving it to a pricier resource, the difference is charged with the booking’s payment method. The booking stays one booking. It counts once in Analytics, and the bookings report shows it in one row with its latest start and end time and its total price, including extra charges. The extra charge uses the booking’s original coupon, even if it has expired. A percentage coupon discounts the added part, and a fixed-amount coupon isn’t deducted again. A new promo code can’t be applied when editing. Credits or day passes
  • The difference is deducted from the balance the same way as the booking, as a new transaction separate from the original one.
Invoice
  • Before the invoice is issued, the booking’s pending invoice item is updated to the new price. No new item is added.
  • After the invoice is issued, the difference becomes a new pending invoice item, billed on the customer’s next invoice.
Card or External
  • The difference is charged as a new transaction with its own invoice, separate from the original payment. The booking’s Transactions section lists every charge.
  • An External extra charge is recorded as paid right away.
  • A card charge goes to the card used for the original payment.
  • If that card is saved for the customer, it’s charged right away. If the card is declined, the edit isn’t saved.
  • If the card isn’t saved and a user extends the booking, they’re taken to the payment page.
  • If the card isn’t saved and an administrator extends the booking, the payment shows as pending. The user pays it with the Complete payment button on their booking in the member portal.
  • While a card charge waits on the payment page, the booking is Tentative. If the payment fails or isn’t completed within 15 minutes, the booking returns to its previous time, number of seats, or resource, whoever made the edit. Until the charge is paid, the previous resource stays reserved for the booking, and the booking can’t move to another resource.
  • Refunding the booking refunds its extra charges too, newest first. A partial refund comes out of the latest extra charge before the original payment.
With a card, External, or an issued invoice, you can’t move a booking to another time and extend it in the same edit. Make two edits: one to move it, and one to extend it.

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Cancel a booking

  1. Open the booking from the Resources, Bookings, or customer profile page.
  2. Click (…) in the top right corner > Cancel.
  3. For a recurring booking, choose This occurrence, or This and future to stop it from repeating.
  4. If the booking was paid, choose whether to refund it. The rescheduling policy doesn’t limit administrators, so you can refund a booking at any time.
Users can cancel their bookings at any time. Their refund depends on the resource’s rescheduling policy:

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Track bookings

  • Go to Resources > Bookings to see all bookings in one list. It opens on today’s bookings, and you can filter it by:
    • Date — a ready-made period, such as Tomorrow or Next 7 days, or a Custom date or range. It shows every booking that overlaps the period, including one that starts before it and ends after it.
    • Status — tentative, confirmed, or canceled bookings.
    • Resource type — rooms, desks, offices, parking, or equipment.
    • Resource — one specific resource.
    • Company — the bookings made by a company’s members.
    • Booker — the bookings of a specific member or nonmember.
    • Create date — the bookings made on a date or in a period.
  • Enable admin notifications to get alerts about new and canceled bookings.
In the rooms calendar, every booking is blue, whoever it’s for. A Tentative booking has a dashed blue outline instead of a fill. The hatched gray blocks before and after a booking are the room’s Buffer time, and the desks timeline shows a desk’s buffer time the same way.
Blue room bookings, a tentative booking with a dashed outline, and an assigned room in the rooms calendar on Spacebring's coworking space management platform
To ask customers for a review once their booking ends, set up an agent.

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Booking statuses

  • Tentative — the booking waits for one of these:
  • Confirmed — the booking is fully secured.
  • Canceled — one of these happened:
    • The customer or an administrator canceled the booking.
    • An administrator canceled a booking whose external payment never arrived.
    • The customer started paying through the payment gateway but didn’t finish, or canceled the payment.
    • The scheduled credit or day pass charge failed.
    • A booking of a recurring booking was still unpaid when it started, or the customer’s credits didn’t cover it.
    • Nobody confirmed the booking on Room display, so it was canceled automatically.

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Export a bookings report

On the Resources > Bookings page, apply the filters you need, then click (…) in the top right corner > Export bookings > CSV or XLSX.
Export bookings options in the Bookings page menu on Spacebring's coworking space management platform
The report includes each booking’s status, resource type and title, its start, end, and create dates, quantity, and memo, its payment type, price, currency, and payment status, the booker’s name and company, and the name of whoever created the booking on their behalf.

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Troubleshoot booking errors

A booking error almost always points at the location schedule or a resource setting, not at the booking itself.
The location schedule changed after the booking was made, and the booking no longer fits it. For example, the booking ends at 11 PM, but the location now closes at 10 PM. Extend the Until time in the schedule that applies to the customer: the Default schedule for members, or the Public schedule for nonmembers. Then ask them to edit the booking again.
The date is a closed day or falls outside the schedule’s workdays. If the day should be bookable, remove it from the Closed days of the schedule that applies to the customer.
The customer already holds as many free bookings at once as the Book for free limit for that resource type allows. Each occurrence of a recurring booking counts, and so does each seat, space, or item booked, so a series with more occurrences or a booking with more seats than the limit gets this error too. Raise the limit to let customers hold more free bookings at once.
The booking starts sooner than the Minimum notice in the resource’s Booking window. Lower the notice, or create the booking yourself, as administrators aren’t limited by it.
Another booking or an assignment holds the resource at that time. For a recurring booking, the conflict can be on just one date of the series. Filter the Resources > Bookings page by the resource, or check the Resources > Assignments timeline, to find it.
The customer has no way to pay for the booking. Check that a payment gateway is connected to the location and, for Stripe, that Bookings is selected in the Payments section of its settings.
If customers hit booking errors repeatedly, review these settings:
  1. The Default and Public location schedules match the hours you offer to members and to nonmembers.
  2. Book for free on each page of Location settings > Resources.
  3. Each resource’s Min & Max duration, Availability increment, Buffer time, Booking window, Custom schedule, and rescheduling policy on its Booking tab.
  4. If a resource is bookable by members only, the Support page is publicly visible so nonmembers can apply for a booking instead.

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FAQs

A resource booked by the day, with Min duration and Max duration both set to 1 day, is booked for one whole day of the schedule:
  • On most schedules, the booking covers that day’s open hours, for example from 9:00 AM to 6:00 PM.
  • On a day that stays open past midnight, it covers the whole day, for example from 2:00 PM to 10:00 AM the next day.
  • On a schedule open 24/7, it can start at any time and ends at the same time the next day, for example from 6:00 PM to 6:00 PM.
Yes. An office can be booked short-term, rented long-term, or both. What a customer can do depends on whether the office is assigned to them for those dates.While nobody rents the office, customers book it themselves in the member web portal:
  • By the hour or by the day, following its Availability increment, Min duration, and Max duration. To offer full days only, set both durations to 1 day.
  • As members or nonmembers, following its Visibility and Booking permissions.
  • With any payment method the office accepts, except day passes, which work for hot desks only.
  • As a whole office, so all its seats must be free for the chosen period.
While the office is assigned to a member or company, only that customer books it for those dates, for free, because the rental already pays for it. This is how a hybrid office works.Administrators can book an office nobody rents for any customer, including on past dates. While it’s assigned, they can book it only for the customer who rents it or a member of that company.To make an office bookable, set up its booking pricing. Use the same office for both bookings and rentals. Don’t add a desk to sell the same office by the hour.
Only a desk of the Hot desk type with the Day passes switch on can be booked with day passes. To allow it:
  1. Go to Resources > Desks and start editing the desk.
  2. On the General tab, set its type to Hot desk.
  3. On the Pricing tab, turn on the Day passes switch.
The Analytics > Occupancy page shows the occupancy rate for rooms and other resource types as of today. To calculate occupancy during your work hours instead:
  1. Filter the Bookings page by rooms and the period you need, then export a bookings report.
  2. Open it in Google Sheets or Excel, calculate each booking’s duration from the Start date and End date columns, and add them up. This gives you the total booked hours.
  3. Multiply the number of rooms by the work hours per day and the working days in the period to get the available hours.
  4. Divide the booked hours by the available hours and multiply by 100.
The Analytics > Rooms page also shows the number of bookings and the revenue for your rooms.
No. The member web portal lets your own customers book your rooms, desks, and offices, so a member’s clients can’t book time with that member there.Instead, the member books the room and registers each client as a visitor. The client receives a visit invitation for the booked date and time with an individual visit code, which they use to check in on the Reception app when they arrive.