Bookings Module
Resource booking, scheduling, availability, and pricing
Bookings Module
Manage bookings for any bookable resource: rooms, equipment, vehicles, courts, tables, or staff time.
Overview
The Bookings module handles:
- Resources - Anything bookable (rooms, assets, people)
- Availability - Schedules, exceptions, blackouts
- Bookings - Reservations, confirmations, check-in
- Pricing - Rates, discounts, packages, memberships
- Payments - Deposits, full payment, invoicing
- Communications - Confirmations, reminders, changes
Quick Start
- Install Module - Settings → Modules → Bookings → Install
- Create Resources - Define what's bookable
- Set Availability - When resources can be booked
- Configure Pricing - Rates by time, duration, user type
- Set Up Notifications - Email/SMS templates
- Test Booking - Make a test reservation
Configuration
Resources
Resource Types:
| Type | Examples | Features |
|---|---|---|
| Space | Rooms, courts, fields, desks | Capacity, layout, equipment |
| Asset | Equipment, vehicles, tools | Serial tracking, maintenance |
| Person | Staff, trainers, consultants | Calendar sync, skills |
| Virtual | Zoom rooms, streaming links | Auto-generate meeting links |
Resource Fields:
- Name, code, description, images
- Type, category, tags
- Location (warehouse, branch, floor)
- Capacity (min/max)
- Features (projector, AC, WiFi, etc.)
- Availability Schedule - Linked schedule
- Pricing - Linked rate card
- Buffer - Setup/teardown time
- Approval - Auto-confirm or require approval
Availability Schedules
Recurring Patterns:
- Weekly (Mon-Fri 9-17, Sat 10-14)
- Custom (every Tue/Thu, 1st/3rd Saturday)
- Seasonal (summer hours, holiday hours)
Exceptions:
- Holidays (closed, reduced hours)
- Maintenance (resource unavailable)
- Private events (blocked for booking)
- Overrides (special extended hours)
Rules:
- Min Advance - Book at least X hours/days ahead
- Max Advance - Book at most X days ahead
- Min Duration - Shortest booking (30 min)
- Max Duration - Longest booking (8 hours)
- Slot Interval - 15, 30, 60 min increments
- Buffer - Gap between bookings
Pricing
Rate Cards:
- Time-Based - Hourly, half-day, full-day
- Duration Tiers - 1hr $50, 4hr $180, 8hr $300
- Peak/Off-Peak - Weekday vs weekend, morning vs evening
- User Types - Member, non-member, corporate, VIP
- Packages - 10-session pack, monthly unlimited
Discounts:
- Early bird (book 7+ days ahead)
- Multi-booking (3+ in one transaction)
- Loyalty (10th booking free)
- Promo codes
Taxes & Fees:
- Tax on booking fee
- Cleaning fee (fixed or %)
- Security deposit (refundable)
- Cancellation fee
Notifications
Templates:
- Booking confirmed
- Booking reminder (24h, 2h, 30min)
- Booking changed/canceled
- Check-in reminder
- Review request (post-booking)
Channels:
- Email (HTML + text)
- SMS/WhatsApp
- Push notification
- Calendar invite (.ics)
Core Features
Making Bookings
Customer Portal:
- Browse resources (filter by type, date, capacity)
- View real-time availability calendar
- Select slot, duration
- Enter details (guests, notes, requirements)
- Choose payment (deposit/full)
- Confirm → Receive confirmation
Staff Booking (Admin):
- Override availability
- Book on behalf of customers
- Block time for maintenance
- Manage waitlist
Booking Management
Statuses:
- Pending → Confirmed → Checked In → Completed
- Canceled → No-Show → Refunded
Actions:
- Reschedule (drag-drop calendar)
- Change resource
- Add/remove services
- Apply discount
- Process refund
- Print badge/ticket
Calendar Views
- Day/Week/Month - Standard calendar
- Resource View - Columns per resource
- Timeline - Gantt-style
- Availability Heatmap - Utilization %
Check-In
- Kiosk Mode - Self-service tablet
- QR Code - Scan on mobile
- Staff App - Manual check-in
- Auto Check-In - Geofence/beacon (Enterprise)
Waitlist
- Join waitlist for full slots
- Auto-promote when spot opens
- Notify via SMS/email
- Time limit to confirm
Recurring Bookings
- Weekly, bi-weekly, monthly
- Custom patterns (every Mon/Wed/Fri)
- End date or occurrences
- Exception handling (skip holidays)
- Bulk modify/cancel series
Reporting
- Utilization - % booked by resource, time, day
- Revenue - Booking revenue, deposits, refunds
- Occupancy - Peak hours, average duration
- Customer - Repeat rate, LTV, no-show rate
- Resource Performance - Revenue per resource
- Forecasting - Projected bookings, capacity
Use Cases
| Industry | Resources | Example |
|---|---|---|
| Coworking | Desks, meeting rooms, phone booths | Hot desks, dedicated desks, day passes |
| Sports | Courts, fields, pools, gyms | Tennis courts, soccer fields, lane swimming |
| Events | Venues, AV equipment, stages | Conference rooms, wedding venues, PA systems |
| Healthcare | Consultation rooms, MRI, therapy rooms | Doctor rooms, imaging, physio |
| Education | Classrooms, labs, studios | Lecture halls, computer labs, art studios |
| Rental | Cameras, bikes, tools, party gear | Equipment rental, party supplies |
| Beauty | Chairs, rooms, specialists | Hair stations, nail bars, treatment rooms |