Setting Up Space Reservations

Availabu can be used to manage reservations for spaces like conference rooms, event venues, coworking spaces, and more. By configuring services as reservable rooms, you can allow clients to book these spaces seamlessly. Follow these steps to set up space reservations:

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Step 1: Create a Location for the Space

1. Navigate to Locations
   • Log in to your Availabu dashboard and go to Settings > Locations.
2. Add a New Location
   • Click Add Location and provide the following details:
     • Location Name: e.g., “Downtown Conference Center”
     • Address: The physical address of the location.
     • Phone Number: Contact number for inquiries.
     • Description: A short overview of the facilities available at the location.
     • Upload an Image: Add an image of the location for visual reference.
3. Save Changes
   • Click Save to add the location.

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Step 2: Configure Services as Reservable Rooms

1. Navigate to Services
   • Go to Settings > Services in your Availabu dashboard.
2. Add a New Service
   • Click Add Service and fill in the following details:
     • Service Name: Name of the room (e.g., “Executive Boardroom”).
     • Category: Create a category like “Conference Rooms” or “Event Spaces.”
     • Price: Set the hourly or daily rate for reserving the room.
     • Duration: Define the minimum and maximum booking durations.
     • Buffer Time: Add buffer time before and after bookings for cleaning or preparation.
3. Add Service Details
   • Description: Provide details about the room, including amenities (e.g., “Seats 20 people, includes AV equipment, Wi-Fi, and whiteboards”).
   • Image: Upload an image of the room.
   • Capacity: Set the maximum number of attendees the room can accommodate.
4. Save the Service
   • Once all details are entered, click Save.

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Step 3: Assign Staff to the Service (Optional)

If you need staff to assist with room reservations (e.g., setup, catering), you can assign them to the service.

1. Go to Staff Settings
   • Navigate to Settings > Staff.
2. Add or Edit Staff
   • Add a new staff member or edit an existing one.
   • Assign the staff member to the room service under the Services tab.
3. Save Changes
   • Click Save to finalize the staff assignment.

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Step 4: Customize Booking Settings

1. Set Business Hours
   • Go to Settings > Business Hours and define the hours during which the rooms are available for booking.
2. Configure Booking Rules
   • Enable rules like:
     • Minimum advance booking time (e.g., 24 hours before the reservation).
     • Maximum booking days in advance (e.g., up to 90 days).
3. Add Custom Forms (Optional)
   • If you need additional information from clients (e.g., event type, equipment needs), create custom forms under Settings > Custom Forms and attach them to the service.

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Step 5: Notifications and Reminders

1. Enable Notifications
   • Set up email and SMS notifications for booking confirmations, reminders, and updates.
   • Include details such as the room name, date, time, and location address.
2. Use Shortcodes
   • Use the following shortcodes to personalize notifications:
     • {service_name}: The name of the reserved room.
     • {appointment_date}: The date of the booking.
     • {appointment_time}: The time of the booking.
     • {location_address}: The location of the room.

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Step 6: Test the Setup

1. Create a Test Booking
   • Simulate a booking to ensure all settings work as intended.
2. Verify Notifications
   • Check that email or SMS confirmations contain the correct details.

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With these steps, Availabu can handle space reservations efficiently, ensuring a seamless booking experience for your clients. For further assistance, visit our Documentation Page or contact support@availabu.com.