Creating Bookings
Bookings can be created in the calendar, in the customer detail view, and in the booking overview with a single click on NEW+.
Selecting a resource and booking ooption
In the booking creation window, from top to bottom, you can enter the following: Title, Resource, Booking Option, and the associated form details.
Under Order, you can either add an existing customer or manually create a new one.
Under Additional Options, you can add any extra options you’ve previously stored in your account to the order. You can also create drafts here, which can be saved and finalized in the booking overview with a single click.
Pro tip: If you want to create a booking without a customer (e.g., for internal purposes), you can click without customer. No booking confirmation will be sent, and the booking will only be visible in the admin area. A customer can be added at a later time if needed.
Selecting a time
On the right side, you can set the start/end date and time as well as any setup/cleanup time. You’ll also see a guided time selection, reflecting the time selection on the booking page. In the bottom-left corner of the window, you can check availability; if this option is disabled, the time selection ignores the booking option’s rules.
Choosing child-resources
When booking resources that have child resources, you can select the desired child resource by name or by its position on the map.
Editing multiple bookings at once
In the left sidebar of the booking creation window, you can edit/create multiple bookings simultaneously.
Price overview
By clicking on the price, you can see a breakdown of the amount, including any discounts applied through the booking option’s dynamic pricing.
Booking notification
In the bottom-left corner, you can save the booking. By clicking the bell icon next to it, you can decide whether to send a booking notification.
Pro tip: The booking notification can also be sent and/or viewed at a later time in the booking detail view.
Using a voucher
At the bottom, you can apply a voucher/discount code. This function is particularly useful for test bookings.
Booking details overview
The booking details view is a crucial tool that lets you edit any booking and display related notifications, additional options, customers, orders/invoices, smart lock access, etc. You can access the booking details view by clicking on “Bookings” in the sidebar and selecting the desired booking, or by clicking on a booking number (e.g., BB123456789).
In the top left area, you will see the main information such as:
Start time/date
End time/date
Setup/cleanup time
Resource
Service/booking option
Order
Customer
Form entries
Notes
Subtotal
Status (here you can also reject the booking or accept it if it’s a booking request)
Duration
Booking and modification date
All of this information is displayed and can be changed.
Pro Tip: With the guided time selection, you can choose times just like you would on the booking page.
On the right side, the booking is shown in the calendar view. If applicable, the main booking from a series is displayed here.
Canceling, Rejecting, or Deleting Bookings
Existing bookings can also be removed/reversed. By clicking on the status or the three dots in the top right corner of the booking details view, you can cancel, reject, or delete bookings. It’s important to choose the correct method out of the three: delete, reject, or cancel.
Cancelling bookings
By canceling a paid booking before its start time, the customer can receive a partial refund according to the cancellation policy defined in the service/booking option settings.
Rejecting bookings
If a paid booking is rejected before its start time, the full amount is refunded. This function is especially useful for testing bookings.
Deleting bookings
Only unpaid bookings, including their orders and invoices, can be deleted. After deletion, they will no longer appear in the admin area or the user’s profile. Upon request, we can also delete paid test bookings, along with their associated orders and invoices.
Activity log
The activity log records the creation and any changes to a booking, including who made them (user or admin) or via which integration, along with the time.
Integrations
If a booking is linked to integrations, they will appear in the following panels:
Smart lock access
All smart lock accesses related to the booking are also displayed in the booking details view. You can find more information here.
Calendar synchronization
If a calendar is linked to a resource, transfers to the respective calendars are displayed here. By clicking the three dots, you can display the booking event in the external calendar or open the calendar integration settings. Learn more about calendar integrations here.
Pro Tip: If there are synchronization issues or if integration settings have changed, these are often resolved by clicking “Resynchronize Calendar.”
Other panels
Files
Files that are created, for example, when signing documents embedded in a form, can be viewed here. Additional files can also be manually added to the booking in the booking details view.
Identifiers
Identifiers allow you to link or create a code—like a QR or barcode—to a booking, which can then be used with external systems such as a gate or access control system.
Additional options
Here, you can view extra options from the booking option or add new ones to the booking.
Additional resources
Here, you can add resources to the booking.
Email tracker
Under Email Tracker, you can view all email notifications (including admin notifications) sent out for this booking and check their status.
Email Status
Sent | The email has been sent; the delivery status is not yet known |
Delivered | The recipient has definitely received the email. |
Opened | The recipient has clicked on/opened the email. |
Pro Tip: If the email status shows “Delivered” but the recipient cannot find the email, it might be in their “Unknown,” “Others,” or “Spam” folder.
Note: If no email appears in the Email Tracker despite the customer being on file, it often means that the customer has deactivated email notifications. The customer can still see their bookings in the anny app or on the booking page under bookings. Once the user reactivates their notifications, you can resend a booking notification from the booking details view by clicking on the three dots.