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Overview

Bookings are reservations of your resources: meeting rooms, hot desks, offices, parking and anything else customers can book. Customers book in the Members Portal and app. Admins can create and manage bookings for them from the dashboard, add products such as catering, check attendees in, and control when each booking is charged and invoiced.

Create and edit bookings

Book a resource for a customer, set up repeat bookings, and add products and attendees.

Approve and cancel bookings

Confirm tentative bookings, and cancel, transfer or delete bookings.

Booking notifications

The emails customers and guests get when they book.

Booking pricing and credit

How a booking’s price is worked out, and how credit is used.

Booking charges and billing

When bookings are charged, invoiced and paid.

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How to access

  • Calendar: Operations → Bookings → Calendar shows bookings by resource and time, coloured by status. Click an empty slot to create a booking, or drag a booking to move or resize it.
  • List: Operations → Bookings → List shows bookings in a table you can filter, tick and act on in bulk.
  • Cancelled bookings: Operations → Bookings → Cancelled Bookings keeps a record of every cancelled booking.
The bookings calendar

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Booking status

Each booking shows its status in the list, and the calendar colours bookings by status. You may also see Draft or Void, when the booking’s invoice is a draft or has been voided, and Cancelled for bookings in the cancelled bookings list. When a booking moves from confirmed to charged and invoiced depends on your booking payment settings, whether the customer is a member or a contact, and whether the booking was made online or by an admin. See Booking charges and billing.

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The bookings list

The bookings list The list shows each booking’s resource and time, booking number and customer, its Price, Duration and Status. Select the invoice number on a status to open the invoice. Use the views to narrow the list:
Review the Charged view regularly to make sure bookings are being invoiced as you expect.
Use Filters for anything else, such as Resource type, Discount code, Checked in at or Booking source.

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Find where a booking came from

Every booking records its Booking source: Members portal, Admin panel, NexBoard, Passport, API, Automation tile and others. Open a booking to see its source under Booking source, or filter the list by Booking source to see, for example, every booking made from the Members Portal.

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Export bookings

In the bookings list, choose a view or set filters to show the bookings you want, then select the … button next to Bulk actions and Export n records. Nexudus downloads every booking that matches, across all pages, as a spreadsheet.

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Troubleshooting

  • A booking’s price shows as -1, or “We could not find a valid rate for the selected resource, customer and booking times.” No rate covers this customer, resource and time. This usually happens when you have separate rates for members, contacts or customers on specific plans, and one group isn’t covered. Add a rate for them. See Rates.
  • A customer can’t book in the Members Portal Check the resource is visible, that it’s available at that time and to that customer, and that no unavailability period covers it. See Resource limits.
  • A booking wasn’t invoiced Check your booking payment settings and the customer’s next invoice date. See When charges are posted.
  • Bookings are being charged before they happen This is expected when the customer has credit that’s about to expire. See When charges are posted.