In This Article

Add, edit, and delete seats in a space

What are seat bookings?

The Seat Bookings module is available as an add-on to your LibCal subscription. When enabled for your LibCal system, the Seat Booking module lets you make either entire spaces or individual seats within a space available for booking. This allows you to more easily advertise and manage a space's seating capacity. Because the same general settings & booking limits you can apply to a space's category are also applied to its seats, this allows you to:

  • Enable staff mediation seat bookings
  • Define the minimum and maximum duration of each booking
  • Restrict the number of times or minutes a patron can book a seat by day, week, month, year, and/or simultaneously
  • Limit how many days in advance patrons can book spaces
  • Add padding time after a booking, allowing you to clean up and reset the seat before the next patron arrives
  • By applying custom availability hours to a space, limit the hours a space's seats are available to be booked each day of the week

Optionally, you can also require patrons to check in when they arrive for a seat booking and check out when they leave. This allows you to track the real-time occupancy of your spaces via the Spaces > Utilization dashboard.

Interested in adding the Seat Booking module to your LibCal subscription? Watch our overview video to learn more or contact our Springy Sales Team for more info today!

Adding seats to a space

Before you begin: please note that once you enable seat bookings for a space, the space can no longer be booked as a whole on the public booking page.

  1. Click on Admin in the navigation bar and select Spaces & Equipment from the dropdown menu.
  2. Under the Locations tab, find the location where you want to setup seats and click on its edit () icon in the Action column.
    • If your location already has seats setup, you can also click on the link in the Spaces column to go directly to the location's Spaces & Categories settings.
    • Are you brand new to Space bookings? Learn how to add new locations, categories, and spaces. Once you've set up at least one location, category, and space, return here to continue setting up seats.

The edit icon for a location

  1. Click on the Spaces & Categories tab for your location.
  2. Find the space to which you want to add seats and click on its edit () icon.

The edit icon for a space

  1. Under the space's General tab, set the Type of Space option to Container space with seats.
  2. Click the Save Settings button at the bottom of the page.

The Type of Space setting

  1. Click on the Seats tab at the top of the page.
  2. Click on the Add Seat button.

The Add Seat button

Next, you'll have the option to add either a single seat at a time, or multiple seats at once.

Adding a single seat

  1. In the Add Seat dialog box, provide a name for the seat in the Name field.
  2. In the Description field, you can provide an optional description of the seat (such as where it's located in the space, requirements for use, special features, etc.). This will be displayed on the public booking page.
  3. If you would like to indicate that this seat is accessible to people with disabilities, enable the This is an accessible seat checkbox.
  4. If you would like to display an image of the seat on the public booking page, click on the Launch Image Manager button to upload and/or select an image from your LibApps Image Manager libraries.
    • Alternatively, if you already have an image available on a public web server or storage service, you can copy and paste the image's URL directly into the Image URL field.
  5. To make the seat available for booking, leave the Status option set to Active.
    • If for any reason you need to remove a seat from availability, you can edit this space and change its status to Inactive (which removes the seat from the public booking page, but doesn't delete it).
  6. Click the Save button.

The add seat dialog with multiple seats disabled

Adding multiple seats at once

When adding multiple seats at one time, you can let LibCal automatically add numbers to each seat's name. For example:

  • Seat 01
  • Seat 02
  • Seat 03
  • Seat 04
  • And so on...

The number can be inserted anywhere within the Name field of your seat. Simply enter [index] (including the brackets) where you want the number to appear. For example, to end up with a result like the list above, you would enter Seat [index] in the Name field.

When you're ready to get started, follow the steps below.

  1. In the Add Seat dialog box, provide a name for the seat in the Name field.
    • If you want LibCal to automatically add a number to each seat, remember to include the [index] token where you want the number to appear. (See the example above.)
  2. Enable the Add multiple seats checkbox.
  3. In the Active Seats Quantity field, enter the number of seats you want to create with a status of Active (meaning they are available to book via the public booking page).
  4. In the Inactive Seats Quantity field, enter the number of seats you want to create with a status of Inactive (meaning they are not able to be booked via the public booking page).
  5. In the Index Start Number field, enter the starting number that LibCal should use to automatically number your seats. Again, this number will appear where the [index] token is placed in the Name field.
    • The value must be a whole number greater than zero.
    • This field will accept leading zeroes. For example, if you enter a value of 01, your seats will be numbered 01, 02, 03, etc. But if you enter a value of 1, your seats will be numbered, 1, 2, 3, etc.
  6. In the Description field, you can provide an optional description of the seat (such as where it's located in the space, requirements for use, special features, etc.). This will be displayed on the public booking page.
  7. If you would like to indicate that this seat is accessible to people with disabilities, enable the This is an accessible seat checkbox.
  8. If you would like to display an image of the seat on the public booking page, click on the Launch Image Manager button to upload and/or select an image from your LibApps Image Manager libraries.
    • Alternatively, if you already have an image available on a public web server or storage service, you can copy and paste the image's URL directly into the Image URL field.
  9. When adding multiple spaces at once, please note that the Status field will be disabled. See Steps 3 and 4 above for adding active and inactive seats.
  10. Click the Save button.

The add seat dialog with multiple seats enabled


How do I require patrons to check in & out for a seat booking?

If you'd like, you can require patrons to check in when they arrive for their seat booking and check out when they are done. This provides you with real-time occupancy numbers for each space via the Spaces > Utilization dashboard.

Patrons check in and out by scanning a unique QR code for their seat, that way there's no interaction between staff and the patron.

When enabled, the check-in/out setting will apply to all seats in a given location. To set this up for your location:

  1. While editing your space's seats, click on the Back to Spaces & Categories tab. 

the back to spaces & categories tab

  1. Then, click on the General tab to edit your location's general settings.
  2. At the bottom of the page, select one of the Enabled options from the Space/Seat Booking Check In/Out dropdown.
    • Each option restricts how far in advance of a booking's start time the user can check in.
    • For example, if you select Enabled - can check in 10 minutes prior to booking start time, a patron could check in for their 3:00pm booking starting at 2:50pm.
    • This restriction does not apply to checking out for a seat booking. Once checked in, the patron can check out at any time prior to the end of their booking.
  3. Click the Save Location Settings button.

the space/seat booking check in/out dropdown 


How do patrons check in and out for their bookings?

Each seat has its own unique QR code that you can print out and attach to (or near) the seat. When the patron arrives, they scan the QR code with their smartphone. This will take them to the public check-in page where they can indicate their arrival. Once they're done, they can click the Check Out button on that page to check out.

You can find each seat's QR code under the Seats tab by clicking its QR code () icon.

the qr code icon for a seat

This will open the QR code in a new window and prompt you to print it via your browser.

example QR code printout


Managing seats in a space

Under the Seats tab, you can:

  1. Toggle a seat's status between using the checkboxes in the Active column.
    • Checked: this indicates that a seat is active and can be booked via the public booking page.
    • Unchecked: this indicates that a seat is inactive and will not appear on the public booking page (however, it's bookings data and stats are retained).
  2. To edit a seat's information, click on its edit () icon in the Action column.
  3. To view and print a seat's QR Code (used to check in/out for the seat), click on the QR Code () icon in the Action column.
  4. To view the seat's public booking page and availability, click on the preview () icon in the Action column.
  5. To delete a space and its booking data, click on the trash can () icon in the Action column. You will be prompted to confirm before continuing.
    • This will permanently delete the seat, its bookings, and its stats, so please be sure you want to continue.
    • If you would like to retain that data, but not allow the seat to be booked, set the seat's status to Inactive.

options under the Seats tab 

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