FAQ content

Spaces: Add single and recurring bookings via the staff interface

In this article

From the Booking Grid & Availablity tab for a space location, LibCal users can manually add single or recurring (aka repeating) bookings. 


To add a space booking from the staff-side:

  1. Click on Spaces in the command bar.
  2. Select the Location you wish to view.
  3. Click on the Booking Grid & Availability tab.
  4. Use the filters to select spaces by Category, Zone, or other options.
  5. Click the Go button to load the booking grid.

Viewing a category's public page, part 1


Add a single booking

Single bookings can be created by selecting a specific starting time slot in the availability grid or via the "Add Booking" button.

Option 1. Selecting an available time slot

There are actually a couple of ways you can add a new booking. The first is by clicking on an available time slot in the availability grid.

  1. Navigate to the date and time the patron wants to book the space.
    1. Use the Go To Date button to jump to a future date.
  2. If the space is available, the time slot will appear in green. Click on it to create a new booking.

Example of selecting a time slot

  1. The Add Booking window will appear with the Start Date, Start Time, and space already selected, but either can be changed if needed.
  2. Change the End/Due Date if needed.
  3. To add additional spaces or equipment, click on the Add Space or  Add Item button respectively, then select an available item and a due date.
  4. Click the Submit Times button.

Example of adding a booking

  1. Complete the booking form information. If the default booking form is being used, this will just include the patron's Full NameEmail, and Account.
    • The Account field allows staff to input the account identifier for the patron. This field is mapped to the LibAuth account identifier pulled in for public-side bookings. This field will default to use the email address if it is left blank.
  2. If you'd like to send an email notification to the patron, select the Send Confirmation Email to User checkbox.
  3. For locations with Space/Seat Booking Check In/Out​ enabled, you can choose to override the requirement for checking into the booking being created by unchecking the User is required to check in for this seat/space booking checkbox.
    • This option will not be displayed for locations that have the check in/out option disabled.
  4. If billing charges have been set up for the space, you can override the default booking cost in the Cost Override field.
    • Enter a 0 in the field to not charge anything for the booking.
  5. Optionally, you can add an Internal Note to log any helpful info about this booking.
  6. Click the Add Booking button.

Example of submitting the booking form


Option 2. Adding a single booking using the "Add Booking" button

The second option is to use the Add Booking button under the Availability tab.

  1. Click on the Add Booking button and select "Add Single Booking" from the dropdown menu.

Selecting the Add Single Booking option

  1. In the Add Booking window, select a Start Date and Start Time for the booking.
    • Did you know? You can add bookings that start or end outside of your opening hours. This is great if you are running any after-hours events or meetings.
  2. Select the space you want to book in the Space dropdown.
  3. Once you've chosen the space, select an End/Due Date.
  4. To add additional spaces or equipment, click the Add Space or Add Item  button respectively and repeat steps 3-4.
  5. Click the Submit Times button.

Example of adding a booking

  1. Complete the booking form information. If the default booking form is being used, this will just include the patron's Full NameEmail, and Account.
    • The Account field allows staff to input the account identifier for the patron. This field is mapped to the LibAuth account identifier pulled in for public-side bookings. This field will default to use the email address if it is left blank.
  2. If you'd like to send an email notification to the patron, select the Send Confirmation Email to User checkbox.
  3. For locations with Space/Seat Booking Check In/Out​ enabled, you can choose to override the requirement for checking into the booking being created by unchecking the User is required to check in for this seat/space booking checkbox.
    • This option will not be displayed for locations that have the check in/out option disabled.
  4. If billing charges have been set up for the space, you can override the default booking cost in the Cost Override field.
    • Enter a 0 in the field to not charge anything for the booking.
  5. Optionally, you can add an Internal Note to log any helpful info about the booking.
  6. Click the Add Booking button.

Example of submitting the booking form


Adding a recurring booking

​Please note that recurring bookings made by staff do not support billing. Recurring bookings for a space that has billing enabled will have all costs waived.

  1. Click on the Add Booking button and select "Add Recurring Booking" from the dropdown menu.

Selecting the Add Recurring Booking option

  1. In the Add Booking window, select a Start Time and End Time for the booking.
    • Did you know? You can add bookings that start or end outside of your opening hours. This is great if you are running any after-hours events or meetings.
  2. For the Repeat Pattern, select how often the booking should occur.
    1. For Daily bookings, the Booking Frequency will set the booking to repeat every x days between the Start Date and End Date.
    2. For Weekly bookings, the Booking Frequency will set the booking to repeat every weeks on the selected Days of Week between the Start Date and End Date.
    3. For Monthly bookings, the Booking Frequency will set the booking to repeat every x months on either the same day each month or certain weekday each month between the Start Date and End Date.
    4. For the Multi-Date Picker, you can select specific dates for the booking to repeat. This can be helpful for irregularly repeating bookings.
  3. Select the space you want to book in the Space dropdown.
  4. To add spaces or equipment to your booking, click the Add Space or Add Item button respectively and select the space and/or item.
  5. Click the Submit Times button.

Example of adding a recurring booking

  1. Complete the booking form information. If the default booking form is being used, this will just include the patron's Full NameEmail, and Account.
    • The Account field allows staff to input the account identifier for the patron. This field is mapped to the LibAuth account identifier pulled in for public-side bookings. This field will default to use the email address if it is left blank.
  2. To send the user a confirmation email, select the Send Confirmation email to user checkbox.
  3. For locations with Space/Seat Booking Check In/Out​ enabled, you can choose to override the requirement for checking into the booking being created by unchecking the User is required to check in for this seat/space booking checkbox.
    • This option will not be displayed for locations that have the check in/out option disabled.
  4. Optionally, you can add an Internal Note to log helpful info about the booking.
  5. Click the Add Booking button.

Example of submitting the booking form