Managing Bookings
Where to Find Bookings
Go to Operations → Bookings. This shows all bookings across your spaces — desks, meeting rooms, offices, and day passes.
For coliving room reservations, see Operations → Reservations (covered in the Coliving Reservations guide).
Booking Statuses
| Status | What it means |
|---|---|
| Pending | Submitted but waiting for your approval |
| Processing | Payment is being processed |
| Confirmed | Active and confirmed |
| Cancelled | Cancelled by member or operator |
| Failed | Payment failed — booking is not active |
Creating a Booking on Behalf of a Member
- Go to Operations → Bookings
- Click Create booking
- Select the member, the space, and the date/time
- Choose the payment method
- Save
The system checks availability and prevents double-bookings automatically.
Approving a Pending Booking
If a space has Require Confirmation turned on, bookings go Pending until you approve them.
- Open the booking from the Bookings list
- Click Confirm to approve or Cancel to decline
Members receive an email notification either way.
Cancelling a Booking
- Open the booking
- Click Cancel and confirm
If a refund is due based on your cancellation policy, issue it from Finance → Transactions for card payments, or record it manually for cash/bank transfers.
Viewing Booking Details
Click any booking to see the member, space, date/time, payment method, amount, and the linked invoice.
Exporting Bookings
Use the Export button on the Bookings list to download a spreadsheet of bookings filtered by date range or status.
Common Questions
Can two members book the same space at the same time? No — the system prevents double-bookings for spaces with availability management enabled.
What if a member doesn't show up? Open the booking and use the No Show action. This marks the booking for your records.
Can I see all bookings for a specific space? Yes — open the space from the relevant Inventory section and go to its Bookings tab.