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.

With the door panel and release turned on, this changes: a room nobody starts is released.

#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.

#Pay with the company balance

Whoever is on the team of a company with credits sees Pay with in the booking window: Company balance (N) or My balance (N). The cost check uses the chosen wallet.

• In the Agenda and in Find a room, a time only the company balance covers shows free, with the company icon ("The company balance covers this time"), and the legend says "Acme covers (20 credits)". Opening that time, the window already comes set to Company balance.
• On confirmation, the screen says how many credits were debited from the company balance and the company balance now. In My bookings, the booking shows Paid by and the company's name.
• In the company statement, the use shows Used by and the name of whoever booked.
• A closed company, or a person who left the team, no longer pays with the company balance.

#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:

Whoever is on a company can also switch who pays when rescheduling, with or without changing the time: whoever paid gets everything back and the new payer pays the whole cost ("The company balance pays the whole cost (2 credits); what you paid comes back to you."). Without switching, the price difference goes to whoever already paid.

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. Credits always go back to whoever paid: a booking the company paid returns to the company balance (also on a no-show and on release for lack of check-in). 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.

#Start the meeting

In My bookings › Upcoming, a confirmed booking has the Start meeting button. It works from 10 minutes before the start until the end of the booking (or until the end of the grace period, if the community releases rooms nobody started: see Door panel). Whoever booked, the owner, the admin and the moderator can tap it; the screen shows "Meeting started". Tapping again is harmless. The same button is on the door tablet, no phone needed.

#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).

#Maintenance history

On the room, desk or equipment screen, the History tab (team only: owner, admin, moderator and finance) gathers the item's maintenance past in two lists:

• Rounds: the inspection rounds that checked the item, with the sector, what was marked (OK, problem or pending), the problem description, who checked and when, and the ticket opened;
• Support tickets: the Support tickets that point to the item, opened by request or in a round.

Each list shows the 50 most recent. It shows which room has the most problems and what has already been done in it.

#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. Through the API and the assistant, the team can also charge the booking to the person's company balance (payWith).

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.

#Door panel

A tablet at the room's door shows whether it is free or busy and the day's bookings. Each tablet opens with its own secret link.

Create the link (owner, admin or moderator):

1. Open the room and go to the Door panel tab.
2. In Tablet name, type for example Room 1 tablet and click Create link.
3. The link appears only once, under Panel link, with a warning that it is a secret: whoever has it sees this room's panel. Click Copy link, open it on the tablet, then Done. The link can't be shown again.

Each room accepts up to 10 active panels. The list shows the name, Active or Revoked, who created it and the Last used date (or Never used). Finance sees the list, but only the owner, the admin and the moderator create or revoke.

Revoking. Under Revoke, confirm "Revoke this panel?". The link stops working at once and the tablet says the link was revoked. Lost the link or swapped the tablet? Revoke the panel and create another: the old link doesn't come back.

On the tablet. Open the link in the browser, no login. The screen shows:

• the room state (Free, Free until a time, Busy, In a meeting, Closed), the current booking and the next one;
• today's bookings;
• the Start meeting button, when the option is on (see below);
• Book now (on your phone): pick a duration and the screen shows a QR code ("Scan to book"). Whoever scans it with a phone camera opens the booking form already filled in with the room, time and duration. Someone not signed in sees Sign in to book; the credits come from the balance of whoever confirms. The tablet never books by itself, and the QR closes on its own after a few seconds.

Panel options. In Space settings, the Door panel section (owner and admin) controls what the tablet shows and does:

With release off, a booked room stays taken until the end, as described above.

#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. Only if the community turns on release in the door panel, and then the tablet or Start meeting in My bookings records the start.

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. POST /api/bookings and POST /api/bookings/{id}/reschedule accept payWith (own, the default, or company), and every booking carries creditPayer { type, id, name } (who paid). In the search and availability, each slot carries affordableWith (own, company or null) and the answer carries companyWallet { companyId, name, balance } when the company can pay. The assistant books, reschedules, cancels and manages rooms in conversation: see Tools · Bookings and Scheduling.

Price rules (POST and PUT /api/bookings/resources/{resourceId}/price-rules/{ruleId}) also take amount, the money per block (not charged yet), greater than 0 and with at most 2 decimal places. With more (1.005), the response is 400 on amount, "Enter the amount with at most 2 decimal places.", and the amount is never rounded.

#Related

• Credits
• Scheduling
• Inspection rounds
• Attendance
• Modules