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Set up resource booking

One CozyCal account is linked to one calendar only. But if you have multiple resources (eg., rooms, equipment, buildings), you can add them to the booking page and accept bookings under different calendars.

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Reminder: each resource is being charged on a per seat basis. Click here to find out more details on pricing.

Instructions on adding resources

Step 1: Add to the resource list

  1. On the left sidebar menu, click on SettingsResourcesCreate Resource
  2. Enter your resource. In this example, let's enter "Evergreen Large Conference Room". As you can see, Alice Freeman is the only resource owner, so she will be managing all the rooms.
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    Let's also add "Evergreen Small Conference Room" and "Evergreen Lounge" to the resource list.

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Step 2: Add resources on the booking page

  1. Click on Booking Page on the menu, then the button + new item. Here you have two options. You can either add an event type or a folder. A folder can hold multiple event types within it.
  2. Click on + new item, add title and description for Large Conference Room. Notice you can customize the sharable link.
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Step 3: Add resource's availabilities

1. Click on the button Availability Settings. You can add multiple durations and pricing for the resource.

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You’ll need to set up Stripe integration first to add pricing.

In this case, Large Conference Room can be booked for 1 hour and 2 hours.

You can also add buffer time or edit the maximum number of guests allowed to book schedule the same time slot.

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2. Click on the button Availability Settings , then Add availability .

Under the Host drop-down menu, make sure you select the right resource. In this example, the resource is Large Conference Room.

Click on Create a new schedule,and then name the schedule.

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  1. Click on the button Add availability. You can add either regular hours that repeat weekly or specific time and dates.
  2. Let’s create Weekly schedule, and add weekly hours that repeat Monday to Sunday, 9am to 5pm.

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4. Booking window time indicates the minimum booking notice and maximum booking notice a resource can be booked.

The default setting is 1 day before now and 14 days from now. Click on Booking window time to adjust it based on your needs.

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  1. Now when you add more resources to your booking page. You can quickly apply the Weekly Schedule created earlier for the Large Conference Room and save time.
  2. In this example, let’s create a resource type for Lounge. In the availability setting, you can simply choose Weekly Schedule and apply it to the Lounge.

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Step 4: Edit Intake form

Click on Edit Intake Form > Add a Form Field to add additional questions. The question format can be short answer, paragraph, phone number, checkbox, dropdown and date.

You can also edit the intake form's scheduling button text. In this example, the button's text is changed to Schedule Room.

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Tip: You can use the Save and Copy button to quickly duplicate intake form to other resources.

Step 5: Edit the Confirmation Message

You can add your space’s physical location on the Confirmation Message page.

Click on Set Event Location. Select Address, enter your address. When booking guests click on your address, they will be redirected to your location on the Google Map.

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Confirmation Message is the page that clients will be landing on once they schedule an appointment with you.

You can edit the message by clicking on the button Confirmation Message.

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Step 6: Edit Email Notifications

There are three email notifications Confirmation Email, Reminder Email and Cancellation Email that are sent out automatically when an appointment is scheduled.

Each email comes with a template that contains key information such as scheduled event type, time and team member. You can edit the templates based on your needs.

If you want to send out the email notifications from your own domain (e.g., alice@evergreencoworking.com), please set up white-label emailing.

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For the Reminder Email, up to 4 reminder emails can be sent prior to the scheduled event.

You can choose when you want the emails to be sent out. In this example, reminder emails are set to be sent out 1 day and 1 hour prior to the scheduled time. Don't forget to click on Save Changes.

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If you are in US or Canada, one SMS message can be sent out prior to a scheduled event. Click here to learn more on setting up SMS reminder.
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If you want to enable event request, which allows you to manually approve or decline an event request. Please click here to learn more.
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If you want to charge for resource booking through the Stripe integration. Please click here to learn more.

You can interact with a live resource booking page Evergreen Coworking Space to see how the scheduling flow works.

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Round-robin booking

Allow guests to select a resource

You can add multiple resources to a shared event. If a guest selects "Any available", scheduled bookings will be auto-assigned to resources in a round-robin booking, meaning whichever resource has availability for the selected time slot will be booked first.

In this example, an event type "Hot desks" is created. There are 3 hot desks added as resources.

Here, assuming we have already applied the Weekly Schedule created earlier to the host Hotdesk 1. Then we follow these steps to quickly apply this schedule to all hotdesks.

  1. Click on the pencil icon next to the schedule’s Booking Window.
  2. Scroll down and click on the button Add hosts .
  3. Under Filter event types, select the current event type Any Hotdesk; under Filter hosts, select Hotdesk 1, Hotdesk 2, and Hotdesk 3.
  4. You now will see that the Weekly schedule is successfully applied across all the three hotdesks.
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  1. Click on the button Host page settings, you can customize the the text of "Any available" option. Let’s change it to “Any hotdesk available”.
  2. When guests land on this calendar, they have the option to directly select a time slot which would auto-assign a hotdesk in a round-robin manner. The guest also has the option to click on “Any hotdesk available” drop-down menu and see a specific hotdesk’s schedule.
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Disable guests from selecting a resource

If you do not want guests to check and select a specific resource, and wants round-robin booking only. You can disable resource selection.

Click on the button Host page settings, check the box next to Disable host selection.

You will see that on the event's calendar, guests can no longer click on the resource's drop-down menu. Booked events will be assigned to resources in a round-robin style.

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Find out more about how to set up team scheduling

🕴️Team scheduling set up (for admin)👥Team scheduling set up (for invitee)

If you think CozyCal is a good fit for you, I’m happy to give you a more comprehensive demo. You can book a demo session with me here: https://cozycal.com/kat

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If you have more than 10 resources or team members, reach out to us at support@cozycal.com for a discount.