Book a room

Rooms can be booked in your app by members, nonmembers, and administrators.

Updated over a week ago

Manage access to certain rooms inside your app by using the "Visibility" property.

Create a room booking

To book a room, go to Locations > Rooms, select a room, and complete the form:

  • Title — the name of the booking. Users control the visibility of the title on the Account > Privacy and Security > Privacy page.

  • Time - members can only book according to the booking rules (minimum time, maximum time). Administrators can book for any time.

  • People

    • Booker is a user that owns the booking. Administrators can book on behalf of members. If payment is required, the booker is paying for the booking.

    • Invitees are users that attend the booking alongside a booker. Invitees can only be selected among the location users by other users of this location.

To let your users select invitees, set the visibility of the Community page as "Location Members" or "Network Members."

Once a room booking is made on the web app, users can add it to their Google Calendar.

View information about a room

Bookers can view the room description and properties on the Rooms page > pick a room > press ⓘ button top right. You'll see the (...) button in the top right corner if you have the administrator role. Edit a room.

View booking history

Bookers view room bookings on the Account > Room Bookings page.

Invitees view bookings on the widget and receive push notifications when a booking is created and about to expire.

Administrators view members' room bookings on Community > “Users” > Room Bookings page. For detailed room booking reports, administrators use Analytics. Create custom reports.

Edit a room booking

Open a room booking and press "Edit" top right.

Bookers can edit various properties of a booking, such as a title, date, and time (if a booking has yet to start), add invitees, and a memo.

Cancel a room booking

Open a room booking and tap "Cancel" at the bottom. Bookers can cancel a booking only before it starts. Administrators can cancel bookings at any time.

If a booking is paid, the refund is processed depending on the payment method, as the app prompts suggest.

How administrators view room bookings

  • When clicking on the room, administrators can view the calendar displaying all the room's bookings.

    • A colored room booking indicates a successful payment.

    • An uncolored booking is the one that is not confirmed yet. This means the booker has either just initiated the payment and not completed it yet, closed the payment page, the payment failed, or was declined by the bank. Such bookings remain on the calendar for 15 minutes. If the booker does not complete the payment within this time, it is automatically removed from the app's calendar.

  • Administrators can also view members' room bookings on the Locations > Community > select a user > Room Bookings page.

  • For detailed room booking reports, administrators use Analytics. Create custom reports.


Why are some booking titles/bookers' names not visible in the app?

The visibility of users’ names and booking titles depends on the visibility settings of each user in their account 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., “Location Members,” “Network Members,” “Public”). Make sure to log in to the app with an administrator role to view all booking titles and bookers’ names.

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