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Spaces & Equipment: Select the booking forms to use for space / equipment bookings

You can apply booking forms to an entire location, a spaces category, an equipment category, an individual space, and/or an individual equipment item. When a location, category, and/or item/space have a booking form assigned to it, the questions in each will be combined into a single form for the patron to fill out. Although there's no limit to the number of questions you can add to a form, try to limit the number of required fields -- too many fields can turn away some users. 


Selecting a location's booking form

  1. Go to Admin > Spaces & Equipment.

Selecting Equipment & Spaces from the Admin menu

  1. Under the Locations tab, click on the location's edit () icon in the Action column.

Clicking a location's Edit icon in the Action column

  1. Under the General tab, use the Booking Form dropdown to select which form to use when submitting bookings.
    • By default, No Booking Form (simply Name & Email) will be selected. This will simply require users to submit their first name, last name, and email address to submit a booking.
    • If you've created custom booking forms, you can choose to use one of those instead.
    • The form you select will be used for all space and equipment bookings in this location.
    • Each category, space, and item can have its own booking form. The questions from each will be combined into a single form for the patron to submit. (If the same question is contained in multiple forms, it will only be displayed once.)
  2. Click the Save Location Settings button at the bottom of the page.

The option to limit bookings to specific domain names


Selecting a space category's booking form

If you have a custom booking form you'd like to use for spaces in a specific category, you can select it here. The questions from the selected form will be combined with those of your location's booking form. To select a booking form to use for a space category:

  1. Go to Admin > Spaces & Equipment.
  2. Under the Locations tab, find the location containing the category you want to move and click on its link in the Spaces column.

Selecting Equipment & Spaces from the Admin menu

  1. Select Edit Category from the cog () button in the category's heading.

Clicking a category's edit Category button

  1. Under the General tab, select a booking form from the Custom Booking Form Questions dropdown.
    • When a user submits a booking, they will be prompted to complete these questions along with those from the location's booking form.
    • If the same question is included in both forms, it will only be displayed once to the user.
    • If you do not want to include additional booking form questions, select None (Just use Location Booking Form).
  2. Click the Save Category Settings button.

The Custom Booking Form Questions field and Save Category Settings button


Selecting an equipment category's booking form

If you have a custom booking form you'd like to use for equipment in a specific category, you can select it here. The questions from the selected form will be combined with those of your location's booking form. To select a booking form to use for a category:

  1. Go to Admin > Spaces & Equipment.
  2. Under the Locations tab, find the location containing the category you want to move and click on its link in the Equipment column.

Clicking on a location's link in the Equipment column

  1. Click on the category's Edit Category button.

Clicking a category's Edit Category button

  1. Under the General tab, select a booking form from the Custom Booking Form Questions dropdown.
    • When a user submits a booking, they will be prompted to complete these questions along with those from the location's booking form.
    • If the same question is included in both forms, it will only be displayed once to the user.
    • If you do not want to include additional booking form questions, select None (Just use Location Booking Form).
  2. Click the Save Category Settings button.

The Custom Booking Form Questions field and Save Category Settings button


Selecting an individual space's booking form

If you have a custom booking form you'd like to use for when booking a specific space, you can select it here. The questions from the selected form will be combined with those of your location and category's booking forms.

To select a booking form to use for a space:

  1. Go to Admin > Spaces & Equipment.
  2. Under the Locations tab, find the location containing the category you want to move and click on its link in the Spaces column.

Selecting Equipment & Spaces from the Admin menu

  1. Click the Edit Space () icon for the space that you want to move.

Clicking the edit space icon

  1. Click on the Details tab.
  2. Select a booking form from the Booking Form dropdown.
    • When a user submits a booking, they will be prompted to complete these questions along with those from the location and category's booking forms.
    • If the same question is included in one or more forms, it will only be displayed once to the user.
    • If you do not want to include additional booking form questions, select None (Just use Category Booking Form).
  3. Click the Save Settings button.

The Booking Form field and Save Settings button


Selecting an individual item's booking form

If you have a custom booking form you'd like to use for when booking a specific item, you can select it here. The questions from the selected form will be combined with those of your location and category's booking forms.

Remember: this can only be edited in your main item records. The changes you make to the main item record will be automatically reflected in all items linked to it.

To select a booking form to use for an item:

  1. Go to Admin > Spaces & Equipment.

Selecting Equipment & Spaces from the Admin menu

  1. Under the Locations tab, find the location containing the category you want to move and click on its link in the Equipment column.

Clicking on a location's link in the Equipment column

  1. Click on the item's edit () icon in the Action column.

Clicking an item's edit icon in the Action column

  1. Click on the Details tab.
  2. Select a booking form from the Booking Form dropdown.
    • When a user submits a booking, they will be prompted to complete these questions along with those from the location and category's booking forms.
    • If the same question is included in one or more forms, it will only be displayed once to the user.
    • If you do not want to include additional booking form questions, select None (Just use Category Booking Form).
  3. Click the Save Settings button.

The Booking Form field and Save Settings button

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