Set Up Booking Policy

Introduction

A Coworking Space often needs to set specific booking rules for its bookable resources. OfficeRnD allows you to create rule pre-sets in the form of Booking Policies that can be applied to a bookable resource.

How to create a Booking Policy

1. Go to Settings/Platform and stay on the default tab, named Calendar & Bookings.
2. Find the Booking Policies section of the page and hit Add Policy.
3. Fill out the following details:
   • Name - The name of the booking policy. This is the only mandatory field.
   • Max Duration - Maximum time allowance for booking a room.
   • Min Duration - Minimum time allowance for booking a room.
   • Allow Recurring Bookings - Enable to allow members to create recurring bookings. 
   • Limit Recurring Bookings Span - Limits the recurring bookings' time span of member/ public bookings. You can set it up to a maximum of 24 months from the day of the booking's creation.
   • Limit Future Bookings - Limits the maximum allowed months (starting today) that the booking can be booked for. The maximum amount for this setting is 24 months.
   • Limit Time Before Start of Booking -  Add a notice period for bookings. Members would not be able to book a room immediately - they would need to book for X amount of time after the current moment.
   • Request Approval - If enabled, bookings for the rooms using that policy will be created as Tentative bookings until an Admin approves them.
   • Require Checkin - This option enables an automatic cancellation process. If members do not check for the booking within a set amount of time, the booking will be canceled. More details can be found here.
     Note: The maximum time you can set here is 60 minutes.
     
     
   • Send booking reminders - This option enables the sending of reminders to the member before the booking starts. Additional information can be found here.
     Note: The maximum time you can set here is 360 minutes (6 hours).
     
     
   • Disable Back to Back Bookings - The Disable back to back bookings feature is explained in more detail in another article. Click here if you are interested.
     Note: The limit for the back-to-back buffer time is 30 minutes. 
     
     Active/Non-Active Member Rules - Choose whether you'd like to have the same set of rules for active and non-active members, or not.

How to connect a Booking Policy to a Resource Rate and a Bookable Resource

1. Go to Billing/Resource Rates.
2. Add a new Resource Rate or edit an existing one.
3. In the Add/Edit Resource Rate window, open the Advanced tab and select a booking policy from the Booking Policy drop-down field.
4. Once the Resource Rate is applied to a bookable resource, the bookings will follow the policy's rules.
   
   

• By default, every resource rate uses the default booking policy.
• Booking Policy rules are not applied to bookings created on the admin end of OfficeRnD.

Further reading