Bookings and calendar Settings
- 28 Mar 2024
- 5 Minutes to read
Bookings and calendar Settings
- Updated on 28 Mar 2024
- 5 Minutes to read
Article Summary
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The Bookings and calendar page includes five tabs that let you manage the different settings related to your bookings in Nexudus.
General
| Setting Name | Details |
|---|---|
| Allow new customers to register | Lets any user with access to your Members Portal book resources, even if they aren't registered customers yet. This setting will only work if you also set your Bookings Calendar as Public via Settings > Website. |
| Create an account and send the 'contact welcome email' to new customers registering via the calendar. | Enable this toggle to automatically prompts users to register and creates their account in Nexudus when they use the bookings calendar in version 2 of the Members Portal. Customer registration is required by default in version 3/4 and can't be turned off. |
| Register all contacts as visitors when they make booking | Automatically registers visitors as contacts in Nexudus. |
| Require attendees to check in using NexBoard and cancel bookings if they don't do so in the first 15 minutes of a booking. | Lets you automatically cancel customer bookings if they didn't check-in using NexBoard or Automation tiles within the first 15 minutes of their booking. This setting works alongside our NexBoard app that you will need to set up for all your resources. You can also set up automation tiles with Check in at booking defined as the tile's action. This setting always applies to all resources or none. |
| Bookings made by members must be confirmed first by an administrator. | Any booking made by a member via the Members Portal will remain tentative until an admin confirms it via the Admin Panel. |
| Bookings made by contacts must be confirmed first by an administrator. | Any booking made by a contact via the Members Portal will remain tentative until an admin confirms it via the Admin Panel. |
Notifications
| Setting Name | Details |
|---|---|
| Send a booking confirmation by email to the customer making the booking. | Automatically sends an email confirmation to all customers booking a resource. This setting can only apply to all bookings or no bookings at all. |
| Send a booking reminder by email before the booking starts to the customer making the booking. | Automatically sends a reminder to customers who made a booking a set number of minutes before their booking starts. The number of minutes you define will always apply to all bookings. |
| Include an Internet Access Token in booking confirmation and reminder emails. | Automatically includes an access token in the booking confirmation emails. The token is valid 15 minutes before the booking starts and up to 15 minutes after the booking ends. The token will work on multiple devices based on the resource's capacity. For example, if a meeting room has a capacity set to 6, the token will work on up to 6 different devices at the same time. |
Charges & Payments
| Setting Name | Details |
|---|---|
| Cancellation and change policy for invoiced bookings | Lets you apply one of the following cancellation policies for paid bookings: Paid bookings cannot be cancelled by customers, Cancelling a paid booking will issue a credit note or Cancelling a paid booking will issue a refund. Issuing refunds is only possible if the customer paid for the booking using an integrated payment gateway. |
| Use available money credit to pay for products requested as part of bookings. | Automatically applies valid money credits to partially or fully pay for products requested alongside bookings. This will only apply if your space's money credits have the following option ticked.  |
| Reject bookings if customers do not have enough credit. | Automatically rejects customer bookigns if they don't have enough time or money credit available to cover the cost of their booking. |
| Invoice and collect payment for bookings made by contacts as they end. | Automatically invoices and processes payment for bookings as they end for contacts. |
| Invoice and collect payments for bookings made by members as they end. | Automatically invoices and processes payment for bookings as they end for members. |
| Require up-front payment for online bookings made by contacts. | Automatically requires contacts to pay upfront for their bookings. You can also define after how many minutes unpaid bookings should be cancelled. Automatic booking cancellation if no upfront payment won't apply to contacts who are part of teams with merged billing. |
| Require up-front payment for online bookings made by members. | Automatically requires members to pay upfront for their bookings. You can also define after how many minutes unpaid bookings should be cancelled. Automatic booking cancellation if no upfront payment won't apply to members who are part of teams with merged billing. |
| Always calculate price and/or use credit as bookings are requested. | Automatically calculates booking prices and uses any available credit to pay for the booking as it is requested. Customers will be able to use their current booking credits to make bookings past their current billing cycle. We do not recommend using this option if you are using money credit as part of your plans. |
| Customers can request a quote instead of confirming a booking. | Lets customers request quote instead of completing the booking request. |
| Consider money credit when showing booking prices on your website | Automatically applies valid money credits to partially or fully pay for bookings. |
| Ignore recurrent products when calculating booking due dates. | Automatically ignores recurrent products when calculating booking due dates. |
Calendars
| Setting Name | Details |
|---|---|
| Show customer names and company details in the calendar. | Lets customers see the name and company details of the customers who made bookings on the Members Portal calendar. They won't see those details unless you also toggle on Show bookings made by other users in the calendar. |
| Include events connected to a resource in the calendar. | Lets admins see events on the Admin Panel's booking calendar. This only applies to events connetced to one or more resources. |
| Include events in the calendar iCal feed. | Automatically includes events in the iCal feed. |
| Show bookings made by other users in the calendar. | Lets customers see bookings made by other customers on the Members Portal calendar. Customers are only able to see their own bookings if you toggle this option off. |
| Let users book across different days. | Lets customers to book a resource across multiple days. For example, a customer will be able to book a meeting room from Monday 3p.m. to Tuesday 11:30a.m. |
| Accept bookings in the past. | Allows customers to retroactively book resources. |
| Default calendar view | Define the default display of the Bookings Calendar on the Members Portal. You can choose a daily, weekly, monthly or list display. |
| Default booking length | Defines the default length of a booking (in minutes) when users try to book a resource from the Members Portal or apps. |
| Time picker interval | Defines the shortest interval users can see in the time pickers when booking from the Members Portal or apps. |
Dynamic Pricing
For more information, check out Defining Dynamic Pricing.
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