FAQ content

Equipment & Billing: Setting up billing charges for bookings

In this article

There are two ways that you can charge patrons for booking your equipment:

  • By category: you can apply a fixed hourly rate and/or a fixed fee for all bookings in a category.
  • By item: you can also apply a fixed hourly rate for booking an individual item.

After booking equipment, patrons will be able to pay the fee online via credit card, or later via an in-person payment.

Before you begin: if you have not yet set up billing for your LibCal system, please see Configuring your LibCal billing and payment settings.

Edit an equipment category's billing charges

To add or remove billing charges to an entire category of equipment items:

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

Clicking a location's equipment link

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

The Edit Category button

  1. On the Edit Category page, click on the Billing tab.
  2. Use the Billing Type dropdown to determine how patrons will be billed for items in this category.
    • Select No Billing to disable billing for this category. (You can still set up billing for individual items.)
    • Select Fixed Rate to charge users an hourly rate for bookings in this category. This will be applied to all items in the category but can be overridden in an individual item's billing settings.
      • Enter the amount to be charged per hour booked in the Hourly Rate field. This can be a whole or decimal amount, without the currency symbol.
      • If your category is using Daily bookings that span opening to closing, charges will be applied by day (calculated per 24 hours booked). As a result, you'll see a Daily Rate field instead. 
    • Select Fixed Cost to charge users a flat fee for bookings in this category. This can also be overridden in an individual item's billing settings.
      • Enter the fee to be charged per booking in the Fixed Cost field. This can be a whole or decimal amount, without the currency symbol.
    • Select Custom to set up charges containing a combination of an hourly rate, flat fee, minimum charge, and/or maximum charge for bookings in this category.
      • To charge an hourly rate, enter the rate to be charged in the Hourly Rate field. If you do not want to include an hourly rate, enter 0.
        • If your category is using Daily bookings that span opening to closing, charges will be applied by day (calculated per 24 hours booked). As a result, you'll see a Daily Rate field instead. 
      • To charge a fixed cost, enter the fee to be charged in the Booking Fee field. If you do not want to include a fixed cost, enter 0.
      • To set a minimum charge per booking, enter the amount in the Minimum Amount field. If you do not want to set a minimum amount that all users will have to pay, enter 0.
      • To set a maximum charge per booking, enter the amount in the Maximum Amount field. If you do not want to limit the maximum amount a user can be charged, enter 0.
      • The following examples will give you a sense of the types of charges you can set up with the Custom option:
        • Example 1: you could charge users $1.00/hour with a maximum amount of $5 per booking.
        • Example 2: you could charge users a flat fee of $5.00 + an additional $1.00/hour booked, up to a maximum of $10 per booking.
        • Example 3: you could charge users $2/hour, with a minimum of $2 per booking. That way, if a user only books 30 minutes, they would pay $2 instead of $1.
  3. Click the Save button.

Options under the Billing tab


Edit the billing charges for a single item

By default, each item will use the current settings for its category. You can customize this, however, so that individual items have their own separate billing type and hourly rate. For example:

  • If a category is set to "No Billing", this would still allow you to enable a fixed rate just for individual spaces in that category.
  • If a category is set to "Fixed Rate", "Fixed Cost", or "Custom", this would allow you to set individual rooms to "No Billing" or use a different fixed rate from the rest of the category.

To edit an individual item's billing settings:

  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 a location's equipment link

  1. Under the Equipment & Categories tab, find the item you want to customize and click on its edit () icon in the Action column.

An Edit Item icon

  1. On the Edit Item page, click on the Billing tab.
  2. Use the Billing Type dropdown to determine how patrons will be billed for booking this item.
    • Select Use Category Setting to use the current billing type and rate from the category's billing settings.
    • Select No Billing to disable billing for this item. 
    • Select Fixed Rate to charge users an hourly (or daily) rate for booking this item.
      • Enter the amount to be charged per hour booked in the Hourly Rate field. This can be a whole or decimal amount, without the currency symbol.
      • If your category is using Daily bookings that span opening to closing, charges will be applied by day (calculated per 24 hours booked). As a result, you'll see a Daily Rate field instead. 
    • Select Fixed Cost to charge users a flat fee for bookings for this item.
      • Enter the fee to be charged per booking in the Fixed Cost field. This can be a whole or decimal amount, without the currency symbol.
    • Select Custom to set up charges containing a combination of an hourly rate, flat fee, minimum charge, and/or maximum charge for bookings for this item.
      • To charge an hourly rate, enter the rate to be charged in the Hourly Rate field. If you do not want to include an hourly rate, enter 0.
        • If your category is using Daily bookings that span opening to closing, charges will be applied by day (calculated per 24 hours booked). As a result, you'll see a Daily Rate field instead. 
      • To charge a fixed cost, enter the fee to be charged in the Booking Fee field. If you do not want to include a fixed cost, enter 0.
      • To set a minimum charge per booking, enter the amount in the Minimum Amount field. If you do not want to set a minimum amount that all users will have to pay, enter 0.
      • To set a maximum charge per booking, enter the amount in the Maximum Amount field. If you do not want to limit the maximum amount a user can be charged, enter 0.
      • The following examples will give you a sense of the types of charges you can set up with the Custom option:
        • Example 1: you could charge users $1.00/hour with a maximum amount of $5 per booking.
        • Example 2: you could charge users a flat fee of $5.00 + an additional $1.00/hour booked, up to a maximum of $10 per booking.
        • Example 3: you could charge users $2/hour, with a minimum of $2 per booking. That way, if a user only books 30 minutes, they would pay $2 instead of $1.
    • Remember: changes made to a Main Item Record will be applied to all items linked to it. And for items linked to a Main Item Record, the billing rules will be locked.
  3. Click the Save button.

Billing options under the Details tab


Include cost details in booking emails 

Each location's email notifications can display cost information for bookings that have a fee.

  • The following templates involved in the equipment bookings process will include the {{COST}} tag, which will display the booking fee:
    • Verification
    • Confirmed / Mediated Tentative / Verified
    • Mediation Approved
  • The following templates allow you to use the {{#BOOKINGS}} {{/BOOKINGS}} tags, which allow you to choose which properties to display for each item in the booking (with the booking fee represented by the {{cost}} tag):
    • Confirmed / Mediated Tentative / Verified
    • Reminder
    • Mediation Approved
    • Mediation Denied
  • If a booking requires mediation, patrons will not be prompted to pay until their booking is approved. The default Mediation Approved and Confirmed / Mediated Tentative / Verified templates include the {{{BOOKING_URL}}} tag, which displays the link patrons can use to submit their payment online when their mediated booking is approved, or after confirming a booking that requires two-step verification.
  • The brand new Online Payment Receipt template is sent when an attendee has successfully submitted an online payment. This includes the {{TRANSACTION_ID}} tag, which displays the unique transaction identifier for their payment (provided by your payment processor).
  • If a booking is cancelled and a credit card refund issued, the new Online Payment Refund template will be used. This includes the {{TRANSACTION_ID}} tag, which displays the unique transaction identifier (provided by your payment processor).

If you are not currently using the default templates for your location, or you are unsure, we recommend that you take a look at the following templates prior to adding billing fees:

  • Verification
  • Confirmed / Mediated Tentative / Verified
  • Online Payment Receipt
  • Reminder
  • Mediation Approved
  • Mediation Denied
  • Online Payment Refund

For best results, we recommend that you use the Restore Default Template option for each of the above templates. However, you can also manually add the cost tags to your existing templates, as well. For more info about how to customize email templates, please see the Customize a space / equipment location's email templates FAQ.