Booking configuration
Booking configuration lets admins create bookable resources and control how members can find, reserve, pay for, and manage those resources. Admins can configure resources and create bookings. Members can book the resources they are allowed to see and use.
What is a booking resource?
A booking resource is anything members can reserve for a specific time or date.
Examples include:
- Meeting rooms, Event Spaces and Podcast Studios
- Coaching sessions, office hours, or consultation calls
- Shared Rooms, Vehicles or Tools
- Holiday apartments or Guest rooms
Each resource can define its own visibility, booking interval, availability, price, checkout behavior, notifications, upgrades, access settings, and booking permissions.
Roles
| Role | Can configure resources | Can create bookings | Notes |
|---|---|---|---|
| Admin | Yes | Yes | Admins manage booking resources from the admin booking settings and can create manual bookings. |
| Member | No | Yes | Members book visible and bookable resources from the booking calendar. |
Create or edit a resource
Admins manage booking resources under Manage > Booking > Resources.
To create a new resource, open the resource list and choose Create. To update an existing resource, open it from the resource list. The resource editor is divided into sections so you can configure the member-facing booking experience step by step.
General
Use the general settings to define how the resource appears to members.
Name
The resource name is shown in resource lists, calendars, checkout, booking confirmations, and internal booking views.
Examples:
- Meeting Room A
- Podcast Studio
- Coaching with Anna
- 30-minute intro call
- Mentoring session
- Guest Room 2
- Holiday Apartment Berlin
- Projector
- Day Pass
Choose a name that members can recognize quickly.
Description
Use the description to explain what the resource is for or to add booking instructions.
Examples:
- “Book this room for internal meetings, member calls, or workshops.”
- “Includes microphone, mixer, and two chairs.”
- “Please arrive five minutes before your coaching session.”
- “Use this slot for a private consultation call.”
- “Includes one overnight stay for up to two guests. Check-in details are sent after booking.”
Location
Select a location if the resource belongs to a physical or online location. Members can use locations as filters in the booking calendar.
Examples:
- Online
- Main office
- Meeting room area
- Studio
- Maker space
- Guest house
- Apartment building
Locations are managed separately in the community settings.
Image
Upload an image that helps members understand what they are booking. This can be a room photo, coach profile image, equipment preview, apartment photo, guest room photo, or visual of the resource.
Images are useful when members compare several similar resources.
Maximum image size: 2 MB.
Hidden
Enable Hidden when a resource should not be visible to members yet.
This is useful when:
- preparing a resource before launch
- temporarily removing a resource from member self-service booking
- keeping a resource available only for admins
If a hidden resource has no custom Who can see resource rule, coapp treats it as visible to admins only. If a custom visibility rule is set, that rule decides who can discover the resource.
Booking interval
The booking interval controls how members select time in the calendar and checkout.
Available intervals:
- 15 minutes
- 30 minutes
- Hour
- Day
Use shorter intervals for flexible resources such as meeting rooms, desks, or 1:1 appointments. Use hourly intervals for services, consultation calls, or equipment rentals that should be booked in larger blocks. Use day-based booking for resources such as holiday apartments, guest rooms, day passes, or all-day rentals.
Existing resources without a configured granularity are treated as 30-minute resources.
Minimum and maximum booking duration
You can set a minimum and maximum booking duration. For time-based resources, you can use minutes, hours, or days for each value. For day-based resources, durations are configured in days because check-in and checkout define the exact booking times. If the maximum duration is shorter than the minimum duration, coapp adjusts the maximum to match the minimum so members can still complete valid bookings.
Examples:
| Setting | Example result |
|---|---|
| Minimum 30 minutes | Members cannot book less than 30 minutes. |
| Minimum 60 minutes | Members must book at least 1 hour. |
| Maximum 120 minutes | Members cannot book more than 2 hours. |
| Maximum 0 or empty | No maximum duration is applied. |
Use minimum durations for resources that need preparation time or should not be booked for very short periods. Use maximum durations to prevent one member from blocking a shared resource for too long.
Day booking configuration
For day-based resources, configure:
- Check-in time: The fixed start time applied to the selected start date.
- Checkout time: The fixed end time applied to the selected end date.
- Checkout day: Same day or following day.
Examples:
| Use case | Configuration |
|---|---|
| Day pass | Check-in 09:00, checkout 18:00, same day |
| Guest room | Check-in 15:00, checkout 11:00, following day |
| Holiday apartment | Check-in 16:00, checkout 10:00, following day |
| Full-day equipment rental | Check-in 08:00, checkout 20:00, same day |
Day-based resources are shown in a month calendar. Members select dates, while the configured check-in and checkout times are applied automatically during checkout.
Availability
Availability defines when a resource can be booked.
Weekday availability
Select the weekdays when the resource is available.
Examples:
- Monday to Friday for office resources
- Saturday and Sunday for weekend workshops
- Selected weekdays for recurring coaching availability
- Tuesday and Thursday for 1:1 consultation slots
- Every day for guest rooms or holiday apartments
For time-based resources, set the From and To time for each rule.
Example:
| From | To | Result |
|---|---|---|
| 09:00 | 17:00 | Members can book during the working day. |
| 18:00 | 22:00 | Members can book during evening hours. |
For predictable availability, configure one continuous availability window per weekday. Date overrides take precedence over weekday availability, so members see the override for that specific date.
For day-based resources, select the weekdays that can be booked. The configured check-in and checkout times are used instead of per-rule times.
Date overrides
Use date overrides for one-off changes.
Examples:
- holidays
- public closures
- special opening hours
- extended opening hours
- maintenance days
- blocked dates for internal use
- unavailable dates between apartment stays
- holidays when no 1:1 sessions are offered
An override can make a date bookable at different times or block the date completely. Members see the resulting availability directly in the booking calendar.
Booking slot options
Book whole slot
Enable Book whole slot when members must book the complete available slot.
Example:
| Available slot | Member booking |
|---|---|
| 09:00-12:00 | The member books the full 3-hour slot. |
When this is enabled, members do not adjust the start or end time inside checkout.
Use this for:
- workshops
- fixed appointment blocks
- 1:1 appointment blocks
- rooms rented in predefined blocks
- equipment handover slots
Price per slot
Enable Price per slot when the resource should have one fixed price for the full slot, regardless of the slot length.
Example:
| Slot duration | Price |
|---|---|
| 1 hour | EUR 50 |
| 3 hours | EUR 50 |
Use this when the booking should be priced as a package instead of by time.
Price and terms
If billing is enabled and at least one public plan exists, admins can set a resource price.
The displayed price unit follows the resource setup:
- Per hour for time-based resources.
- Per day for day-based resources.
- Per slot when Price per slot is enabled.
If the price is 0, members can book the resource for free. Paid bookings require a valid payment method unless the member has enough credits or the booking is otherwise free for them.
Tax rate
When billing is enabled, select the tax rate that applies to paid bookings. The selected tax rate is shown in the checkout price preview.
Currency
The booking currency follows the community currency. It is not configured per resource.
After booking behavior
Configure what members see and receive after a successful booking.
Confirmation message
Use the after-booking title and text to show next steps after confirmation.
Examples:
- “Your booking is confirmed.”
- “Please arrive five minutes early.”
- “Bring your membership card to access the room.”
Call-to-action button
Add an optional button when members should open another page after booking.
Examples:
| Button | Use |
|---|---|
| Join Zoom | Link to an online meeting |
| View instructions | Link to setup instructions |
| Read house rules | Link to usage rules |
Booking confirmation email
Customize the email sent to members after booking.
Example:
Thanks for your booking!
What: {{resource_name}}
From: {{from}}
To: {{to}}
Comment: {{comment}}
Available placeholders:
| Placeholder | Inserts |
|---|---|
{{resource_name}} | Resource name |
{{from}} | Booking start time |
{{to}} | Booking end time |
{{comment}} | Member comment |
{{upgrades}} | Selected upgrades |
{{pin}} | Lock access PIN, when access management is configured |
Notification emails
Add email addresses that should receive internal booking notifications.
Use this for:
- front desk teams
- facility managers
- coaches or service providers
- hosts or guest service teams
- operations teams
Notification emails include booking information and user contact details.
Blocking rules
Blocking rules automatically block related resources when this resource is booked.
Example:
If Meeting Room A is booked, the Projector can become unavailable for the same time.
Use blocking rules for:
- room and equipment combinations
- resources that share physical space
- resources that depend on the same staff member
- resources that cannot be used at the same time
Calendar synchronization
Use calendar synchronization when bookings should appear in a connected Google Calendar or when calendar events should affect resource availability.
Setup:
- Connect a Google Calendar account in the integration settings.
- Open the booking resource.
- Select the connected account.
- Select the calendar.
- Start synchronization.
This helps teams manage bookings together with their existing calendar workflows.
Agreements
Add a terms and conditions link if members must accept specific terms before completing a booking.
Examples:
- room usage rules
- equipment safety rules
- appointment cancellation rules
- guest house rules
- cancellation terms
- rental agreement
When a link is set, members must accept it in checkout before they can confirm the booking.
Access management
If access management is enabled, assign a connected lock to the resource.
Configure:
- Valid minutes before booking start
- Valid minutes after booking end
Example:
If a booking runs from 10:00 to 11:00, with 10 minutes before and 15 minutes after, access is valid from 09:50 to 11:15.
Use access management for:
- meeting rooms
- studios
- equipment lockers
- private areas
- guest rooms
- holiday apartments
- doors with time-limited access
If the booking confirmation email includes {{pin}}, members receive the access PIN in their confirmation email.
Booking upgrades
Booking upgrades let members add optional extras during checkout.
Examples:
| Upgrade | Example |
|---|---|
| Equipment | Microphone, projector, camera |
| Service | Assistant, coach, setup support |
| Catering | Coffee package, lunch, drinks |
| Stay extras | Cleaning, towel set, late checkout |
Each upgrade can define:
- minimum quantity
- maximum quantity
Members select eligible upgrades in checkout, and the price preview updates accordingly.
Booking credits in membership plans
Booking credits can reduce or cover the price of eligible resource bookings for members on a particular plan. Configure them as part of the membership plan so the included resource benefit is clear to members before checkout.
- Open Manage > Monetization > Plans and open the relevant plan.
- Select Edit and open the Resources section.
- Add one resource, or create a resource group when several resources should share the same credit arrangement.
- Set the credit as an amount of time or as a cash amount, then save the plan.
Use a resource group when members should be able to spend the same credit across alternatives, such as several coaching resources or meeting rooms. The checkout price details show credits applied to a booking. If credits do not cover the final amount, the member sees the remaining amount in the preview and needs an available payment method for a paid booking.
Visibility and booking permissions
Use Who can see resource to control which members can discover the resource. Use Who can book resource to control which members can complete a booking.
Examples:
| Rule | Use case |
|---|---|
| Only premium members can see a resource | Premium-only rooms or services |
| All members can see, only selected members can book | Restricted equipment with required training |
| Only admins can see | Internal resources or resources in preparation |
| Only members with a specific plan can book | Plan-based room access |
| Only invited users can book | Private 1:1 sessions or stays by invitation |
Members only find resources that match their filters and visibility rules. Members can complete checkout only for resources they are allowed to book.
Member booking flow
Members open the booking calendar from the app navigation.
- Search or filter by location, category, or resource.
- Select a resource.
- Choose an available date or time in the calendar.
- Review the booking in checkout.
- Add optional upgrades, coupon code, and note.
- Accept terms and conditions if required.
- Add a payment method if the booking is paid and no valid payment method is available.
- Confirm the booking.
After a successful booking, members can add the booking to Google Calendar, Outlook, or an ICS calendar file. They can also open My bookings to review upcoming bookings.
Calendar behavior
Time-based resources support week, three-day, and day views. The selectable step follows the configured granularity. Past time slots and unavailable slots cannot be booked.
Day-based resources use a month view. The calendar marks unavailable and past dates. If a day-based resource checks out on the following day, coapp applies the configured overnight logic so members select the booking start date while checkout uses the configured following-day checkout time.
Unavailable or fully booked slots cannot be selected. Resources with whole-slot booking use the complete configured slot in checkout.
Price preview and payment
Checkout shows a price preview with subtotal, tax, and total. Members can open price details to see line items, taxes, credits, discounts, and selected upgrades.
Free bookings can be confirmed directly. Paid bookings require a valid payment method unless the final price is covered by credits or discounts.
Cancellation behavior
The booking checkout and booking details show the cancellation policy when one applies to the resource. If a cancellation period exists, members can cancel free of charge until the displayed cutoff before the booking starts. After that, the booking is non-refundable.
Members can review upcoming bookings under My bookings.