Bookings

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.
2. Start creating a booking.
3. Choose the booking date, time, and number of seats. Optionally, add a title, memo, or apply a coupon discount.
4. Choose the customer in the Booker field.
5. Choose the payment method to charge the customer for the booking.
6. If you book for another customer or add invitees, choose whether to notify them about the booking.

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Create a recurring booking

When a customer needs to book the same resource on a recurring schedule — for example, every Friday from 3:00 PM to 6:00 PM — you can create a recurring booking for them:

1. Start creating a booking.
2. Under the Repeat settings, choose one of the suggested recurrence patterns, or select Custom to set your own recurrence pattern.
3. In the End repeat field, choose:

• On date — to set a specific final booking date, or
• Never — to set an open-ended recurrence.
• For Custom recurrences, you can also choose After number of occurrences to schedule a specific number of recurring bookings.

4. Choose the customer for whom you’re booking in the Booker field.

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Edit a booking

To edit a booking, users and administrators follow these steps:

1. Open the relevant booking from the Resources, Bookings, or customer profile page.
2. Click (…) in the top right corner > Edit.
3. Make your changes and save. If the booking was made for another customer or has invitees, choose whether to notify them about the change.

Booking editing permissions differ for users and administrators.

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How users edit bookings

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How administrators edit bookings

Notes

• If an administrator created a booking for a user, the user cannot edit it, regardless of the payment method.
• Both users and administrators can edit the booking title, memo, and invitees at any time—before, during, or after the booking.
• Every booking modification triggers a dedicated transaction to handle additional charges or refunds. This approach allows both users and administrators to audit booking history and associated costs with ease.
• When editing or canceling a recurring booking, administrators can choose to apply the change to This occurrence only, or to This and future bookings.

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Track bookings

There are several ways to track all bookings:

• Enable admin notifications to receive alerts whenever a new booking is created or canceled.
• Go to the Resources > Bookings page to view a comprehensive list of all resource bookings in one place.
  • Filter by date to see all bookings on, before, or after a specific date.
  • Filter bookings by status.
  • Filter by resource type to see bookings for a specific type of resource, such as rooms, desks, offices, parking, or equipment.
  • Filter by a specific resource to see all bookings for that individual resource only.
  • Filter by user to view all bookings of a specific customer.

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Booking statuses

• To track bookings for specific resource types, go to their dedicated pages. From there, you can filter by date to see bookings for today or any specific day:
  • Rooms: Go to Resources > Rooms > Calendar
  • Desks: Go to Resources > Desks > Bookings
  • Offices: Go to Resources > Offices > Bookings
  • Parking: Go to Resources > Parking > Bookings
  • Equipment: Go to Resources > Equipment > Timeline.

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Booking colors

When viewing room bookings on a calendar, you can identify the user type and booking status by the booking colors and style:

• Blue - the booking of an administrator.
• Green - the booking of a member.
• Yellow - the booking of a nonmember.
• Outlined booking with transparent background - booking in tentative status.

• Click any booking to check more details about it.

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Cancel a booking

To cancel a booking, users and administrators follow these steps:

1. Open the relevant booking from the Resources, Bookings, or customer profile page.
2. Click (…) in the top right corner > Cancel.

Bookings can be canceled at any time, however, the refund depends on the resource’s rescheduling policy and the payment method used. FAQs

How can I check a recurring booking's schedule?

Opening a booking shows its recurrence details if it is part of a recurring series:

Can I book an office?

Office resources are designed primarily for long-term rental assignments, but short-term bookings are also possible in certain cases:

• Assigned offices — If an entire office is assigned to a customer for rental, that member or company can book it for free on a daily basis (e.g. a hybrid office for a company, where company members book seats daily).
• Unassigned offices — If an office is not assigned, you as an administrator can manually book it for any interested customer.
  • Office bookings are always full-day only — hourly booking is not available.
  • Office bookings always use the Free payment method — you can issue a separate invoice to the customer for office usage as needed.
  • Customers cannot book unassigned offices for a day — they can only subscribe for a long-term rental. Only administrators can make office bookings for a day for customers on request.
  • Customers cannot book unassigned offices for a day — they can only subscribe for a long-term rental. Only administrators can make daily office bookings for customers on request.
  • Customers cannot book unassigned offices for a day — they can only subscribe for a long-term rental. Only administrators can make daily office bookings for customers on request.

My customer can't book a desk with day passes

This desk must be not a Hot desk type or the Day passes switch is turned off in its settings. To allow booking it with day passes:

1. Go to Resources > Desks.
2. Start editing this specific desk.
3. Verify it is set to the Hot desk type. Only hot desks can be booked with day passes.
4. Verify it has the Day passes switch enabled.

Why do I get "Another booking already exists at the same time" when scheduling a recurring booking?

This error means that on one or more dates in the recurring series, there is already a booking scheduled for that resource at that time. To identify the conflicting booking, go to Analytics, generate a Bookings report, and filter it by the specific resource. This will show all existing bookings for that resource so you can find which one overlaps with your recurring series.