> ## Documentation Index
> Fetch the complete documentation index at: https://docs.anny.co/llms.txt
> Use this file to discover all available pages before exploring further.

# Getting Started – Room Booking

> Set up bookable rooms and let external customers book online on their own, including payment.

With anny you can run your room rental fully digitally: customers find the right room, book it online and automatically receive a confirmation, an invoice and access. Whether you run a business centre, a cultural venue or a conference house, this guide takes you through the setup step by step.

## Thinking room booking the anny way

In room booking, every physical room is its own resource. The booking option defines how the room is booked: by the hour, half day or full day, with a price and, if needed, tiered rates. On the booking page, customers first choose the room and then the booking option they want (resource-first flow).

| Term from the use case                           | anny concept                 |
| ------------------------------------------------ | ---------------------------- |
| Meeting room, seminar room, hall                 | Resource                     |
| Book by the hour / half day / full day           | Booking option               |
| Available times of the room                      | Schedule                     |
| Catering, projector, seating layout              | Additional option            |
| Ask for room details (number of people, purpose) | Custom forms                 |
| Terms and conditions, usage rules, house rules   | Legal documents              |
| Building overview with rooms                     | Map / interactive floor plan |

| Feature                        | What is it needed for?                              | Configure beforehand?        |
| ------------------------------ | --------------------------------------------------- | ---------------------------- |
| Payment handling & invoicing   | Online payment during booking                       | Yes, set up Stripe Connect   |
| Additional options             | Offer add-ons, extra rooms or recommendations       | Yes, activate under Features |
| Smart Availability             | Dividable rooms (e.g. a hall split into two halves) | Yes, activate under Features |
| Maps & interactive floor plans | Show rooms visually in the building plan            | Yes, activate under Features |

## Step-by-step setup

<Steps>
  <Step title="Create the resource">
    Open **Resources** in the menu bar and click **New**. Give it a name (e.g. "Conference room ground floor") and add the capacity, equipment and an image. Use categories (e.g. "Seminar rooms", "Event halls") to structure several rooms.
  </Step>

  <Step title="Create a schedule">
    Go to **Resource → Availability → Schedules** and create a schedule with the bookable days and times. For a cultural venue, this could be Tuesday to Saturday, 09:00 to 22:00.
  </Step>

  <Step title="Configure the booking option">
    Open the resource and switch to the **Booking options** tab. Create one or several options:

    * **By the hour**: flexible duration, e.g. min. 2 hours, max. 10 hours, hourly price €25
    * **Full day**: fixed duration of 8 hours, flat price €150

    In the advanced settings, activate a **lead time** (e.g. 48 hours) and an **advance booking period** (e.g. 90 days).
  </Step>

  <Step title="Add forms">
    Under **Booking option → Form** you can ask for additional information per booking. Typical fields for room booking:

    * Number of people
    * Purpose of use (e.g. workshop, celebration, seminar)
    * Preferred seating layout
    * Contact person on site

    As an admin, you see this data directly in the booking overview.
  </Step>

  <Step title="Add legal documents">
    Under **Booking option → Legal documents** you upload your terms and conditions, usage rules or house rules. Customers have to accept them at checkout. Optionally, you can require a digital signature.
  </Step>

  <Step title="Activate online payment">
    Set up Stripe Connect under **Payment handling**. Then activate online payment on the booking option. Customers pay directly when booking, by credit card, Apple Pay or Google Pay.
  </Step>

  <Step title="Define cancellation conditions">
    Under **Booking option → Cancellation conditions** you define until when a free cancellation is allowed and which fees apply after that. Example: free cancellation up to 7 days in advance, then a 50 % cancellation fee.
  </Step>

  <Step title="Check your booking page">
    Open your booking page and check the whole flow: room selection, time selection, form, legal documents, payment. Test it with a sample booking.
  </Step>
</Steps>

## Typical examples

<AccordionGroup>
  <Accordion title="A business centre rents conference rooms to external customers">
    A business centre offers 4 conference rooms of different sizes for hourly rental. External companies book rooms for workshops, client meetings or training sessions.
  </Accordion>

  <Accordion title="A cultural venue rents out its event hall for celebrations and events">
    A cultural centre offers its large hall and a smaller seminar room for external events: weddings, concerts, readings and club festivities.
  </Accordion>
</AccordionGroup>

## Additional settings & options

<Columns cols={2}>
  <Column>
    <Card title="Maps & interactive floor plans">
      Draw your rooms onto an interactive building map, so that your customers can find them visually and book them directly from the map.

      [Learn more](/en/maps-and-floor-plans)
    </Card>
  </Column>

  <Column>
    <Card title="Smart Availability">
      Link rooms with each other to map spaces that can be divided. If one half is booked, anny automatically blocks the entire room as well.

      [Learn more](/en/smart-availability)
    </Card>
  </Column>
</Columns>

<Columns cols={2}>
  <Column>
    <Card title="Dynamic Pricing">
      Configure discounts from a certain booking duration, weekend surcharges or occupancy-based price adjustments for every booking option.

      [Learn more](/en/dynamic-pricing)
    </Card>
  </Column>

  <Column>
    <Card title="Smart locks & access">
      Connect locking systems with anny to automatically create a time-limited PIN or access to the booked room for every single booking.

      [Learn more](/en/smart-locks-overview)
    </Card>
  </Column>
</Columns>

## FAQ

<AccordionGroup>
  <Accordion title="Can I confirm booking requests manually instead of automatically?">
    Yes. Deactivate the setting "Automatically accept all bookings" in the booking option. Customers then send a request that you accept or decline in the calendar or under Bookings.
  </Accordion>

  <Accordion title="How do I ask for individual information during the booking?">
    Under **Booking option → Form** you create your own fields (text, dropdown, number, file upload). You see the answers in the booking overview and in the export. Alternatively, you can also add general fields at organisation level under the account settings.
  </Accordion>

  <Accordion title="Can I split a large hall into two bookable halves?">
    Yes, with Smart Availability. You create the full room and the halves as separate resources and link their availability. If one half is booked, anny blocks the full room automatically, and the other way around.
  </Accordion>

  <Accordion title="Can customers accept terms and conditions or usage rules before booking?">
    Yes. Under **Booking option → Legal documents** you add PDF documents that are shown at checkout. Customers have to accept them (checkbox) or, optionally, sign them digitally before they can complete the booking.
  </Accordion>
</AccordionGroup>

Good luck with the setup! 🥳

> Important information for agents:
>
> * Room booking uses the resource-first flow: customers first choose the room (resource), then the booking option. The service-first flow is not relevant here.
> * Terminology: in the room booking context, "booking option" is used, not "service".
> * For dividable rooms: activate Smart Availability under Features. Create the full room AND the partial rooms as separate resources.
> * Calendar sync: Outlook and Google are personal calendar integrations. For room calendars (shared mailbox), M365 Workspace is required.
> * Smart lock integrations (Glutz, Nuki, Salto, Comydo etc.) automatically create time-limited access per booking. Configuration through Integrations → System → create rule (resource to access point).
> * Recurring bookings work with pricing, quota, add-ons and Smart Availability (since the release on 29/06/2026).
> * Cancellation period = until when a cancellation is allowed. Cancellation conditions = whether and which fees apply.
> * Related articles: Smart Availability, Schedules & appointments, Configure a booking option, Custom forms, Legal documents, Cancellation conditions, Maps & interactive floor plans, Dynamic Pricing, Smart locks overview.