Spacebring empowers users to handle their bookings and payments independently. However, you can control access by customizing booking permissions for specific resources.
Prerequisites
To ensure proper management of booking applications, make sure to fulfill the following requirements:
Set the Support page visibility to "Public" so applicants can see administrators' responses.
Enable admin notifications to receive a push or email whenever users book or apply for resources.
Understand booking permissions
You can set booking permissions for all resources:
Rooms
Desks
Parking lots
Offices
Equipment
Booking permissions are defined by two settings:
Visibility – Who can see the resource
Booking – Who can book the resource immediately
If the "Booking" level is lower than the "Visibility" level, users outside of the allowed group are restricted from creating bookings and can only apply for them. To understand and use the visibility settings, check this article.
Booking permission levels
Administrators | Only administrators can make bookings immediately; other users can apply. |
Location members | Administrators and location members can make bookings immediately; other users can apply. |
Network members | Administrators, location members, and network members can make bookings immediately; external users can apply. |
Public | All users can make bookings immediately. |
For example, if "Visibility" is set to "Public" and "Booking" is set to "Location members", everyone can see this resource, but only members and administrators can book it immediately. Nonmembers can apply for the booking. Understand user roles
The "Booking" permission is set as "Public" by default.
Configure booking permissions
Go to Resources > Rooms, Desks, Offices, Parking, or Equipment.
Add or edit a resource that requires administrator verification and configure the "Visibility" and "Booking" permissions.
3. Once the permissions are configured, press Save.
How users apply for a booking
Go to the page with the necessary resource.
Select the resource, date, and time, and press
Apply.
If the Support page is disabled, the Apply button is greyed out. If Support is enabled but not "Public", users can submit applications but won’t see ticket updates or admin replies.
How administrators manage booking applications
Once the user submits a booking application, a new ticket appears on the Support page. Via the support ticket, you can request verification documents or communicate with the user.
2. If the booking is approved, proceed in your preferred way:
If the "Booking" permission for this resource is set to "Location members" or "Network members", you can click on the user's name in the support ticket to invite them as a member and let them book and pay on their own.
Invite the user as a member and book on their behalf using the “Invoice” payment method.
Keep the user as a nonmember and book on their behalf using the “Invoice” payment method.
Use Cases
Restricting booking permissions is perfect for:
Podcast or recording studios, massage rooms, beauty workstations, or costly equipment that require a background check and should not be available for instant booking by nonmembers.
Resources with flexible or irregular schedules, like conference halls or event venues, where availability must be confirmed.
Resources with conditional pricing structures.
Any resources that should only be accessible after admin approval rather than immediate booking by certain user groups.
FAQs
Why is one of my resources available for applications only and not for bookings, even though I didn’t change its "Booking" permission?
Why is one of my resources available for applications only and not for bookings, even though I didn’t change its "Booking" permission?
Please remember that the "Visibility" and "Booking" permissions are interconnected, and the "Booking" permission cannot allow a lower user role than the "Visibility" permission. For example, a room cannot be visible only to members but bookable by the public.
That's why, when you edit one of these permissions, the other may automatically adjust to maintain this hierarchy. For instance, if you temporarily set the room's "Visibility" to "Administrators," the "Booking" permission automatically adjusts to match. However, if you later revert the "Visibility" to include members or the public, the "Booking" permission does not update automatically. It remains set to "Administrators" unless manually changed.
To avoid such issues, always review and update both the "Visibility" and "Booking" permissions together to ensure they align with your desired settings.