A booking is a reservation for a specific space for a set time and date. You can make a short-term, hourly or daily, space booking through the Bookings Menu. To find your spaces, use the property filter to switch between properties at the top right of the screen. For more information, see Bookings menu screen overview.
NOTES:
Depending on your assigned role and permissions, and the version of Kube your organization uses, some or all of these menus or services may not be available or displayed.
You can make a booking in the past up until the last day that the Reset Hours/Credits/Coworking Passes & Add Future Bookings scheduled task ran. For more information, see Scheduled Tasks.
If you do not see your space, check that it can be booked by admins on the space's Space Pricing screen. For more information, see Setting who can book a space.
Spaces with active contracts do not appear on the Card View.
Booking increments
You can make short-term bookings in 15-minute, 30-minute, hourly, and daily increments, depending on how the space is configured on the space's Space Pricing screen. You can also select whether a booking happens once or recurs on certain days and for how long the booking recurs. For more information, see Adding space pricing.
Booking amenities
When you make a booking, you can select amenities to add to the booking. In the Included Amenities section, Kube lists amenities that are automatically included in the booking for free and cannot be removed or edited. In the Additional Amenities section, you can select amenities to add to the booking.
You can select the Included and Additional Amenities on the space's Booking Amenities screen. For more information, see Selecting amenities to offer at time of booking.
NOTE: Some amenities require configuration, or assignment, to a specific member. After you complete the booking, Kube prompts you to configure amenities, should you have included configurable amenities in the booking.
Payment
You can pay for a booking using member or company hours/credits, Pay Now (which processes a credit or debit card charge before finalizing the booking), Bill Later (which adds charges to the Open Charges screen to be invoiced later), or Invoice Now (which generates an invoice for the member to pay). Depending on the payment option you select, Kube performs different accounting tasks. For more information, see Making a booking accounting overview.
You can apply a single coupon to Pay Now, Bill Later, or Invoice Now bookings. You cannot apply a coupon to a recurring booking. For more information, see Coupons.
NOTES:
You cannot pay for amenities using hours/credits.
Kube stores payment information on the company's Payment Methods screen.
If your country does not support payment processing or the service is not enabled, you cannot use the Pay Now option. Instead, you can use hours/credits or Bill Later. For more information, see Payment processing off overview.
To make a short-term booking using the calendar
Select Bookings in the top menu.
Select Calendar View towards the upper left of the screen.
Locate the space you want to make a booking for. On the date you want to make the booking, click the booking start time and drag downward to the end time.
NOTES:
If you do not see your space, check that it can be booked by admins on the space's Space Pricing screen. For more information, see Setting who can book a space.
If a space has more than one seat, you can make simultaneous bookings for that space. Click to the far right of an existing book to make another booking for the same time. For more information, see Adding a space.
The booking details screen appears. Complete the fields. For field descriptions, see the Short-Term Booking Details Screen Reference at the end of this article.
NOTES:
Once you complete the member field, the Available Hours/Credits section appears if the booking has a booking cost and lists the number of available member or company hours/credits. Kube automatically applies available hours/credits to the booking. If you do not wish to use booking units to pay for the booking, deselect the Apply Hours/Credits to Booking button in the Available Hours/Credits section.
If the member or company does not have available hours/credits or you deselect the Apply Hours/Credits to Booking button in the Available Hours/Credits section, Kube displays the Coupon Code field where you can apply a single coupon to the booking. For more information, see Coupons.
Click the Continue button.
Select your payment method.
NOTES:
If you are only using hours/credits to pay for the booking, you do not need to make a selection.
If your country does not support payment processing or the service is not enabled, you cannot use the Pay Now option. Instead, you can use hours/credits or Bill Later. For more information, see Payment processing off overview.
If you select Pay Now, select a credit or debit card, or click the Add button to add a new card.
TIPS:
If you add a card, the Card Services screen appears in a new window. Complete the fields and click Save to return to the Payment Method screen.
If the Card Services screen does not appear, check that your browser allows pop-up windows.
If you select Invoice Now, select the creation date, due date, and invoice template.
If you select Bill Later, Kube adds open charges.
Click the Book Now button to save the booking.
NOTE: Some amenities require configuration, or assignment, to a specific member. After you complete the booking, Kube prompts you to configure amenities, should you have included configurable amenities in the booking.
To make a short-term booking using the card view
Select Bookings in the top menu.
Select Card View towards the upper left of the screen.
Select Hourly or Daily from the Booking Type drop down menu.
Locate the space you want to make a booking for. Click Book Now or select a time frame by clicking and dragging between hours in the mini calendar.
NOTES:
If you do not see your space, check that it can be booked by admins on the space's Space Pricing screen and that it is not included in an active contract. For more information, see Setting who can book a space.
If a space has more than one seat, you can make simultaneous bookings for that space. Click Book Now again to create a booking for the same time as another booking. If all the seats have been booked for that time, Kube displays a message and updates the booking details screen to the next available start time. For more information, see Adding a space.
The booking details screen appears. Complete the fields. For field descriptions, see the Short-Term Booking Details Screen Reference at the end of this article.
NOTES:
Once you complete the member field, the Available Hours/Credits section appears if the booking has a booking cost and lists the number of available member or company hours/credits. Kube automatically applies available hours/credits to the booking. If you do not wish to use booking units to pay for the booking, deselect the Apply Hours/Credits to Booking button in the Available Hours/Credits section.
If the member or company does not have available hours/credits or you deselect the Apply Hours/Credits to Booking button in the Available Hours/Credits section, Kube displays the Coupon Code field where you can apply a single coupon to the booking. For more information, see Coupons.
Click the Continue button.
Select your payment method.
NOTES:
If you are only using hours/credits to pay for the booking, you do not need to make a selection.
If your country does not support payment processing or the service is not enabled, you cannot use the Pay Now option. Instead, you can use hours/credits or Bill Later. For more information, see Payment processing off overview.
If you select Pay Now, select a credit or debit card, or click the Add button to add a new card.
TIPS:
If you add a card, the Card Services screen appears in a new window. Complete the fields and click Save to return to the Payment Method screen.
If the Card Services screen does not appear, check that your browser allows pop-up windows.
If you select Invoice Now, select the creation date, due date, and invoice template.
If you select Bill Later, Kube adds open charges.
Click the Book Now button to save the booking.
NOTE: Some amenities require configuration, or assignment, to a specific member. After you complete the booking, Kube prompts you to configure amenities, should you have included configurable amenities in the booking.
To make a short-term booking using the floor plan view
Select Bookings in the top menu.
Select Floor Plan View towards the upper left of the screen.
Locate the space you want to make a booking for. Click on the highlighted area and then Make Booking.
NOTES:
If you do not see your space highlighted, check that it has been mapped. For more information, see Mapping spaces to a floor plan.
The Make a Booking option only appears if the space supports Hourly and/or Daily booking durations. For more information, see Adding space pricing.
The booking details screen appears. Complete the fields. For field descriptions, see the Short-Term Booking Details Screen Reference at the end of this article.
NOTES:
Once you complete the member field, the Available Hours/Credits section appears if the booking has a booking cost and lists the number of available member or company hours/credits. Kube automatically applies available hours/credits to the booking. If you do not wish to use booking units to pay for the booking, deselect the Apply Hours/Credits to Booking button in the Available Hours/Credits section.
If the member or company does not have available hours/credits or you deselect the Apply Hours/Credits to Booking button in the Available Hours/Credits section, Kube displays the Coupon Code field where you can apply a single coupon to the booking. For more information, see Coupons.
Click the Continue button.
Select your payment method.
NOTES:
If you are only using hours/credits to pay for the booking, you do not need to make a selection.
If your country does not support payment processing or the service is not enabled, you cannot use the Pay Now option. Instead, you can use hours/credits or Bill Later. For more information, see Payment processing off overview.
If you select Pay Now, select a credit or debit card or click the Add button to add a new card.
TIPS:
If you add a card, the Card Services screen appears in a new window. Complete the fields and click Save to return to the Payment Method screen.
If the Card Services screen does not appear, check that your browser allows pop-up windows.
If you select Invoice Now, select the creation date, due date, and invoice template.
If you select Bill Later, Kube adds open charges.
Click the Book Now button to save the booking.
NOTE: Some amenities require configuration, or assignment, to a specific member. After you complete the booking, Kube prompts you to configure amenities, should you have included configurable amenities in the booking.
Short-Term Booking Details Screen Reference
Total Credits | Located towards the top left, this displays the total monetary overage cost of the booking, and the total number of credits required to make the booking. See the Cost Details section to see a breakdown of the costs.
NOTE: This field only appears if your organization uses credits. |
Booking Type | Whether the booking is an hourly, daily, or monthly booking. Select hourly or daily to make a short-term booking.
NOTE: If a space is not configured for a booking duration on the space's Space Pricing screen, you cannot make a booking for that duration of time. For more information, see Adding space pricing.
An hourly booking includes 15- and 30-minute durations and can last up to one day (24 hours). A daily booking blocks out an entire day (24 hours) and can be for multiple days (up to one month). |
No. Of Attendees | Members, leads, or guests who may be attending the booking.
NOTE: Amenities can be configured to adjust their amounts based on the number of attendees. If you include one of these amenities in your booking, be sure to add the correct number of attendees. For more information, see Adding a standard amenity.
Additional attendees receive the booking confirmation email. |
Recurring | Whether the booking repeats on selected days.
NOTE: If the booking recurs on multiple days, select the days it recurs in the Select Days fields and the time it occurs in the Start Time/End Time fields, if the booking is hourly. |
Starts On/Ends On | Date range of a recurring booking.
NOTE: If the booking does not recur, Kube hides these fields. |
Start Date/End Date | Date the booking starts and ends.
NOTE: These fields only show for hourly and daily bookings that do not recur. For hourly bookings that do not recur, Kube only shows the Start Date field. |
Start Time/End Time | Start and end time of the booking. This field only shows for hourly bookings.
CAUTION: If the space is not configured to allow a booking for a certain increment of time (such as 15-minute, 30-minute, or hourly bookings), Kube shows an error message if you try to book for that duration of time and adjusts the booking to the next closest available end time that is allowed. For more information, see Adding space pricing.
TIP: Click the field to select the hour of the booking in the time picker that appears. Select the minutes of the booking in the second time picker that appears. |
Select Days | Days that a recurring booking recurs on.
NOTE: If the booking does not recur, Kube hides these fields. |
Company | Company the member assigned to the booking belongs to.
TIP: You can add a new company by clicking the green plus Add button. You will also need to add a new member in the Member field. For more information, see Adding a company. |
Member | Member assigned to the booking.
NOTE: Once you complete the member field, the Available Hours section appears in the right column of the screen.
TIP: You can add a new member by clicking the green plus Add button. If you added a new company in the Company field, the member you added becomes the primary contact of the new company. |
Internal Notes | Optional section for private notes about the booking.
NOTE: Only internal users with access to bookings can see this note. |
External Notes | Optional section for public facing notes about the booking.
NOTE: These notes show on booking confirmation emails to the member making the booking and any attendees. These notes can be edited by internal users and the member. For more information, see Managing external member notes on a booking. |
Included Amenities | Amenities automatically included in the booking at no cost.
NOTE: You can select which amenities are automatically included in bookings on the space's Booking Amenities screen. Included amenities cannot be edited or deleted. For more information, see Selecting amenities to offer at time of booking. |
Additional Amenities | Amenities that you can add to the booking.
NOTES:
You can select which amenities are offered as an additional purchase on the space's Booking Amenities screen. Included amenities cannot be edited or deleted. For more information, see Selecting amenities to offer at time of booking.
Some amenities require configuration, or assignment, to a specific member. After you complete the booking, Kube prompts you to complete amenity configuration, should you have included configurable amenities in the booking. |
Available Hours/Credits | Number of member and company hours/credits available for use in the booking. Hours/credits can only be used to book spaces included in the space group assigned to the booking units amenity. For more information, see Adding a space group.
CAUTION: If hours/credits are available, Kube automatically applies them to the booking. If you do not want to use booking units to pay for the booking, deselect the Apply Hours/Credits to Booking button in the Available Hours/Credits section.
NOTE: Members may or may not have access to company hours/credits. For more information, see Selecting whether a member has access to company booking units.
Members may use their member hours/credits before company hours/credits and vice versa, depending on how the member is configured. If members have both one-time and recurring member hours/credits available, Kube uses one-time hours/credits first. For more information, see Selecting whether a member uses member or company booking units first. |
Booking Discount | Enter a discount percentage that should apply to the booking. If no discount should be applied, leave this field set to 0%. The percentage cannot exceed 100%.
NOTE: This field automatically populates with the Booking Discount Group percentage if the member has been assigned to a Booking Discount Group. For more information, see Assigning a booking discount group to a member. Furthermore, this field only appears below the Available Hours/Credits section when you deselect the Apply Hours/Credits to Booking button in the Available Hours/Credits section or when there are no available hours/credits. |
Coupon Code | Enter a single coupon into the field and click Apply to use the coupon. For more information, see Coupons.
NOTE: This field appears below the Available Hours/Credits section when you deselect the Apply Hours/Credits to Booking button in the Available Hours/Credits section or when there are no available hours/credits. This field does not appear if the booking is a Recurring Booking or if the user does not have permission for this field. |