Bookings

The Bookings module lets members book rooms, desks and stations at the physical space (coworking, headquarters, office) by the hour, paying in credits. The team sets up what can be booked and how much each thing costs, and the member finds what is free, books it and gets the confirmation by email with an invite for their calendar.

#What it's for

#How it works

#What gets booked

Each bookable thing is a room or desk (the app uses the types Room, Desk, Station and Other). It has:

Three switches control its status: Open for booking (off, people see it but can't book it), Active (off, paused: no new bookings, existing ones stay) and Visible to members (off, only the team sees it).

#Booking rules

The space sets the defaults and each room can change them (an empty field follows the space):

By default, a booked room stays taken for the whole time, with no check-in: nobody needs to "arrive" for the booking to count, and it isn't released on its own if the person doesn't show up. The team can mark the no-show by hand.

#Prices in credits

With no price band, the room is free. Each band says how many credits each block of time costs (for example, 3 credits per 30 minutes), and it can apply to every day, to a weekday or to a specific date, with optional start and end times. The first band that fits wins: a specific date, then a weekday, then every day. The cost is per block, and each block uses the band it starts in.

Example: the room costs 3 credits per 30 minutes. A 2-hour booking has 4 blocks and costs 12 credits. Changing the band later doesn't change bookings already made.

Times that require a payment in money aren't available yet: they show with the notice that they need a payment and can't be booked.

#What the member does

The Bookings space has the Agenda, Find a room and My bookings tabs (and, for the team, Rooms and desks and Bookings). Whoever isn't signed in sees Sign in to book.

#Find a room

In Find a room, enter the day, the window (From and Until), the duration, how many people and the type, and tick what it must have (the amenities; all of them are required). The app shows only what fits, with the cost in credits of each one, the free start times and your balance. If the balance doesn't cover a time, it shows as not enough credits. If nothing fits, the app shows the next free times for the same request.

The Agenda shows the day or the week of a room (or of all of them), with the times Free, Free, not enough credits and Taken.

#Book

1. Pick the free time in the search or in the agenda. The Book [room] window opens.
2. Check the duration: the app calculates the cost and shows your balance. Without enough credits, it warns "It costs X, the balance is Y: Z credits missing" and doesn't let you confirm.
3. Fill in the people (up to the capacity), the purpose (What is it for?) and the notes, if you want.
4. Click Confirm booking. The cost is debited right away, and the screen shows "Booking confirmed", how many credits were debited and the balance now, with the Add to calendar button.

The booking is confirmed from the start: there is no approval.

#When the time was already taken

If someone booked the time first, the booking isn't made and the app shows Free times close to the one you asked, so you can pick another without starting over. The same person can't book the same time twice.

#Rescheduling

In My bookings › Upcoming, Reschedule changes the day and the start time in the same room, keeping the length. The app shows the settlement before you confirm:

You can only reschedule an active booking that hasn't started yet. Rescheduling doesn't reset the cancellation window: if the booking was already within the window, canceling it later is still a late cancellation. The calendar invite is updated and the person gets an email about the change. A courtesy booking never touches the credits.

#Canceling

Cancel opens the confirmation "Cancel this booking?". Canceling within the cancellation window (24 h by default), the credits come back in full. After it, the cancellation is late and, by default, the credits are lost (the community can change this in the credit rules). A free booking has nothing to refund. The time goes back to the agenda, the person gets the email and the event is canceled in their calendar. A booking that has already started can't be canceled.

#What the team does

The team here is the owner, the admin, the moderator and finance. Above the list, the Manage bookings bar shows how many bookings there are today and has New room or desk and Space settings.

#Set up rooms and desks

In Rooms and desks, Add room or desk asks for the basics (name, type, capacity); then, on the room's screen, the tabs Agenda, Details and rules, Weekly hours, Blocks, Prices, Photo and Amenities. The type can't change after it's created. Only the owner and the admin create, edit and delete rooms.

Deleting a room with upcoming bookings requires canceling them: the credits are refunded in full and the members are told by email. Bookings already finished stay in the history.

#Maintenance block

In Blocks, Block prevents bookings in a period (maintenance, holiday, event) and Open extra creates a time outside the weekly hours, always on the community's clock. Blocking a period with bookings in the way requires canceling them: the app lists how many there are, the credits are refunded in full and the members are told by email, with your reason. Removing a block gives the time back, but the bookings it already canceled don't come back. Blocking belongs to the whole team (owner, admin, moderator and finance).

#Booking for someone else

In the booking window, the team sees Book for someone else: search for the member; the cost is debited from them, and they are the one who gets the email and the invite. Leave it empty to book for yourself.

Only the owner and the admin also see Courtesy (no credits): the booking is free for the member and nothing is debited, and saying why it is a courtesy is required.

#No-show

When the member doesn't show up, the team (or the agenda's host, in Scheduling) opens the booking and picks No-show. It only applies to a confirmed booking that has already started. What happens to the credits follows the community's rule: by default, they are lost; with the rule off, they come back.

#The list of bookings

The Bookings tab (team) lists everyone's bookings, under Upcoming, Past and Canceled, with filters by room and by day. Each row has Reschedule, No-show and Cancel; a cancellation by the team always refunds the credits in full and the member is told by email.

#Emails and calendar

The invite works in Google Calendar, Outlook and Apple Calendar. The invite comes from the Memberfy address, not from a person's email. The Add to calendar button on the confirmation downloads the same file.

#Create the space

1. Add Space, Coworking tab, Bookings module (owner or admin).
2. Set the defaults in the Bookings step: slot, shortest and longest booking, notice, how many days ahead the agenda stays open, Show who booked and the weekly hours.
3. Save and, in the space, Add room or desk.
4. To charge, create the price bands of each room and give credits to plans and products (see Credits).

#Who can do what

#Common errors and how to fix them

#Frequently asked questions

Do I need check-in? No. By default the booked room stays taken the whole time, and the team marks the no-show by hand.

Can I charge in money? Not yet: bookings are paid in credits.

Can the member book without credits? Only a free room (no price band) or a courtesy.

Who sees the name of whoever booked? Only if Show who booked is on; otherwise, members see "Taken".

#In the API and MCP

The routes live under /api/bookings, documented in the API reference. The assistant books, reschedules, cancels and manages rooms in conversation: see Tools · Bookings and Scheduling.

#Related

• Credits
• Scheduling
• Attendance
• Modules