# Bookings

> The space where members book rooms, desks and stations at the physical location, paying in credits. Setting up rooms, search, booking with cost and balance, conflicts with suggested times, rescheduling, canceling, maintenance blocks, booking for someone else, no-shows, calendar invite and reminder.

The **Bookings** module lets members **book rooms, desks and stations** at the physical space (coworking, headquarters, office) by the hour, **paying in [credits](/monetizacao/creditos)**. 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

| Community | Bookings |
|---|---|
| Coworking | A meeting room for 8 people, costing 3 credits per 30 minutes, paid with the plan's credits |
| Shared office | Desks and stations by the hour, for those without a fixed spot |
| Association headquarters | Auditorium and committee rooms, blocked on general assembly days |
| Studio | Editing stations booked in 2-hour periods |

## 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:

| Field | What it means |
|---|---|
| **Name** and **Description** | How the member sees it |
| **Capacity (people)** | How many people fit; empty, no limit |
| **Units** | How many bookings it takes **at once**. 1 is an exclusive room; more than 1 is a set of identical desks |
| **Amenities** | Projector, TV, whiteboard, flipchart, video conferencing, speakerphone, monitor, Wi-Fi, power outlets, air conditioning, natural light, coffee and water, standing desk, phone booth, printer and accessible |
| **Photo** | Shows on the card and on the room's page (recommended 1800 × 600 pixels, 3:1) |
| **Weekly hours** | When it can be booked, on the community's clock |
| **Prices** | How much it costs in credits (see [Prices](#prices-in-credits)) |

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):

| Rule | Default |
|---|---|
| **Slot (minutes)** | 30: bookings start at multiples of this |
| **Shortest booking** and **Longest booking (minutes)** | The shortest is the slot; the longest, 240 (4 hours) |
| **Gap between bookings** | Time kept free after each booking |
| **Minimum notice (minutes)** | 0: you can book for right now |
| **Book up to (days ahead)** | 30 |
| **Free cancellation until (hours before)** | The community's window (24 h) |
| **Show who booked** | Off: the agenda only says "Taken" |

> [!NOTE]
> 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](#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:

| New time | What happens to the credits |
|---|---|
| Costs the same | Nothing changes (*"Same cost"*) |
| Costs more | The **difference is debited** (without balance for the difference, it doesn't reschedule) |
| Costs less | The **difference is refunded** |

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](/monetizacao/creditos#the-community-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](/espacos/agendamento)) 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

| When | What the person gets |
|---|---|
| Booking confirmed | Email with the time (in the community's time zone), the cost, the balance and a **calendar invite** (an `.ics` file) |
| Booking rescheduled | Email about the change, and the **event is updated** in the person's calendar |
| Booking canceled (by them, by the team or by a block) | Email with the refund, and the **event is canceled** in the person's calendar |
| **1 hour before** | A reminder, only once (bookings made within the last hour don't get it) |

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](/monetizacao/creditos#step-by-step)).

## Who can do what

| Action | Owner | Admin | Moderator | Finance | Member |
|---|---|---|---|---|---|
| Search, book, reschedule and cancel their own | ✔ | ✔ | ✔ | ✔ | ✔ |
| See the list of all bookings | ✔ | ✔ | ✔ | ✔ | — |
| Book for someone else, cancel and reschedule others' | ✔ | ✔ | ✔ | ✔ | — |
| Mark a no-show | ✔ | ✔ | ✔ | ✔ | — |
| Block time | ✔ | ✔ | ✔ | ✔ | — |
| Create, edit and delete rooms | ✔ | ✔ | — | — | — |
| Price bands | ✔ | ✔ | — | — | — |
| Courtesy booking | ✔ | ✔ | — | — | — |

## Common errors and how to fix them

| Situation | What to do |
|---|---|
| *"This time is no longer free"* | Someone booked it first; pick one of the suggested times |
| *"You are N credits short for this booking"* | Ask the team for credits, or pick a cheaper time |
| The room doesn't show for the member | Check **Open for booking**, **Active** and **Visible to members** |
| I can't block a period | There are bookings in it: confirm canceling them |
| *"This time needs a payment"* | Payment in money isn't available yet; use a credits band |

## 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](/api/referencia). The assistant books, reschedules, cancels and manages rooms in conversation: see [Tools · Bookings and Scheduling](/mcp/ferramentas-reservas).

## Related

- [Credits](/monetizacao/creditos)
- [Scheduling](/espacos/agendamento)
- [Attendance](/espacos/presenca)
- [Modules](/conceitos/modulos)