Room rental

The add-on for conference rooms: customers send a request, you confirm it, take the payment and issue the company invoice. Menu Operations → “Rooms”, sections “Rooms”, “Requests” and “Settings”.

Setup (director)

1. “Rooms” — tap a room or press “Add room”.
2. Type the name and number of seats. If the room is part of a bigger hall, pick that hall in “Shares the space of” — nobody can then book both at once.
3. Add a few photos — customers choose a room by its photos.
4. Set the price per hour and the half-day or full-day packages, then press “Save”.
5. “Settings” — how long a request is held, when payment is due, who gets the e-mails, your terms.
6. Tick how customers pay: bank transfer, a company invoice or both. The bank details come from the Courts settings.
7. List extras (projector, coffee break, lunch), each per booking, per person or per hour.
8. Tick “Take requests online” and press “Save”. Your public page then shows “Book a conference room”.

Requests

New requests arrive in “Requests” and by e-mail. A warning sign means the time overlaps another booking.

• “Open” waits for your answer; “Confirmed” shows booked rooms, with unpaid and overdue ones marked.
• An open request shows the time, people, extras, contact, company and price.
• “Confirm” books the room and e-mails the customer. “Decline” needs a reason the customer sees.
• “Propose change” sends another date, time or price for the customer to accept.

Payment and invoice

• Money arrived — press “Mark paid”.
• A company gets its invoice on confirming; “Issue invoice” tries again.
• The bank statement import (“Import statement”) matches conference-room transfers by their reference — see Invoices and bank transfers.