Space creation/edit form field descriptions – Host Building

Space Listing

Title of the space (*Required) – The name of the space
Location (*Required) – Where in the building is the space located. If you are sharing the space with other buildings, you may also want to include the building in which the space is located.
List View Description – The description of the space that will show in the list view of all the spaces available to the app user.
Content View Description – The description of the space that will show once the app user clicks into the space.
Capacity (*Required) – The maximum number of people allowed in the space. When booking the Space, the app user will be required to indicate how many people will be in attendance, which must be under the capacity.

Display Space Only – Select No from the drop down if you want to make the space bookable. Select Yes from the drop down if you want to make the space display only (not bookable).
Category (Menu tile) – The category you want your space to appear in when the app user filters by category, or, if your app has multiple Spaces menu tiles, the category you select will also determine which menu tile the space appears within. Speak to your Host contact if you would like more categories added.
Only available to tenant reps – When ticked, the space will only be visible to app users who have the Tenant Manager access role.
Space Availability Screen – Use this toggle to activate or deactivate the space availability screen that appears outside the space and contains the information on the space's availability at the current time.

Different opening and closing hours can be set for each day of the week. If the open and closed fields are left empty, the space will display as being closed.

Booking days in advance limit – How far in advance the app user can book this space. It is automatically set to 365 days.
Booking cut-off – How long before the booking start time the space becomes unbookable by an app user. For example, if the booking cut-off is set for 30 minutes and the app user wants to make a booking for 2pm, the app user must submit a booking before 1:30pm on the day of the booking to be able to book that space. If the booking cut-off field is left blank, the app user can make a booking right up until the booking start time.
Cancellation cut-off – How long before the booking start time the space becomes uncancellable by an app user. For example, if the app user has a booking for 2pm on Friday and the cancellation cut-off is set for 2880 minutes (48 hours) the app user must cancel before 2pm on Wednesday. If the cancellation cut-off field is left blank, the app user can cancel right up until the booking start time.

Booking Intervals (*Required) – The intervals of time the space can be booked, for example 30 minutes.
Base cost per booking interval (*Required) – The cost per interval, for example $30/30 minutes.
Base Minimum booking duration – The minimum period of time the space has to be booked. App users will be unable to select a booking period less than duration set. In the app, the minimum duration is listed above the space description.
Maximum booking duration - The maximum amount of time the space can be booked. App users will be unable to select a booking period longer than duration set. In the app, the maximum duration is listed above the space description.
Add another rate – This button allows you to have different rates for different booking periods. See How to add multiple payment rates to a space.

Link Account (*Required) – If there is a cost associated with booking the space, select an account where payments will be sent. This account must be Strip e-commerce enabled. The email address of the linked account will automatically be sent booking confirmation emails.
Default Tax Rate – The tax rate for the space will default to your region’s tax rate. To change it, select the tax rate you would like from the drop down. The tax rate selected will apply to the space as well as any added capture fields that incur a cost

Requires Approval – Selecting No will mean that a space booking can be made and confirmed without approval first. Selecting Yes will mean that a request will come through to the nominated person to be approved (or denied) before the booking is confirmed. If the space requires approval, this will be displayed on the space details page and during the booking process in the app. Pay now and pay later bookings will not be charged or issued an invoice until the booking is approved.
Approval Email(s) – If yes is selected for ‘Requires Approval’, the email addresses entered into this field will be the people who receive the booking request emails to approve in the admin portal. Any email address can be added to this field.
Auto Cancellation Period – If yes is selected for ‘Requires Approval’, you can set a timeframe in which booking requests must be approved in the admin portal. The app user will have their booking request cancelled if it is not approved within this time period. If you do not wish to have an auto cancellation period, set this field to 0.

Send Booking Notifications to User Group – This will send a push notification to the user group selected whenever a booking is made for the Space. Note, if the app user receives the push notifications depends on their device settings.
Send Booking Notifications to Email Addresses – This will send an email to the email addresses added to this field when the space has been successfully booked by a user.
Send Reminder Notification – This will send a push notification to the app user prior to the start of their booking. Note, if the app user receives the push notifications depends on their device settings.

Add custom fields to the space booking screen to capture additional information from the app user in relation to the booking. For example, you could ask for an input of text or numbers, ask a question with a single or multiple-choice answer, or ask for a date and/or time. You can make these capture fields required so that the user has to enter information or answer the question in order to book the space. If the field is set to rememberable, the information will be remembered for future bookings, so the app user only has to enter the information once at the first time of booking.

Admin Portal

App

This enables you to share the space with other buildings available in the app that are owned by the same client. When shared with other buildings, the tenants of the other building/s will be able to see and book the space. The admins of the other building/s that the space is shared with will not be able to edit the space listing, however they will be able to view the booking schedule and add booking via the admin portal.

Using the tick boxes, select the features of the space. These features will appear on the space listing above the description. Speak to your Client Delivery Manager to arrange for additional features to be added to this selection list.