A booking is a reservation for a specific space for a set time and date. You can make a long-term, or monthly, space booking through the Bookings Menu. To find your spaces, use the property filter to switch between properties at the top of the screen. For more information, see Bookings menu screen overview.
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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.
The Card View hides spaces with active contracts.
This article describes the various screens you can add a monthly booking from and some booking tasks.
Monthly contracts
When you create a monthly booking, Kube creates a contract for the booking that you can view on the Contracts screen. For more information, see Contracts Dashboard overview.
After saving a monthly booking, you cannot edit it from the Bookings Menu. If you are an internal user, you can amend the contract that Kube creates.
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 add both one-time and monthly amenities to a long-term 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 long-term booking using Pay Now (processes a credit card or debit card payment), Bill Later (which adds prorated charges for the first month 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.
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You cannot use hours/credits to pay for a monthly booking or for amenities.
Kube stores payment information on the company's Payment Methods screen.
If your country does not support payment processing or if the service is not enabled, you cannot use the Pay Now option. Instead, you can use Invoice Now or Bill Later. For more information, see Payment processing off overview.
To make a long-term booking using the calendar view
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 day you want to make the booking, click the booking start time and drag downward to the end time.
NOTE: 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.
The booking details screen appears. Complete the fields. For field descriptions, see the Long-Term Booking Details Screen Reference at the end of this article.
Click the Continue button.
Select your payment method.
If you select Pay Now, select a credit or debit card or click the Add button to add a new card.
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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 your country does not support payment processing or if the service is not enabled, you cannot use the Pay Now option. Instead, you can use Invoice Now or Bill Later. For more information, see Payment processing off overview.
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 long-term booking using the card view
Select Bookings in the top menu.
Select Card View towards the upper left of the screen.
Select Monthly from the Booking Type drop down menu.
Locate the space you want to make a booking for. Click Book Now.
NOTE: 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. The card view does not display spaces that are in an active contract. For more information, see Setting who can book a space.
The booking details screen appears. Complete the fields. For field descriptions, see the Long-Term Booking Details Screen Reference at the end of this article.
Click the Continue button.
Select your payment method.
If you select Pay Now, select a credit or debit card, or click the Add button to add a new card.
NOTES:
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 your country does not support payment processing or if the service is not enabled, you cannot use the Pay Now option. Instead, you can use Invoice Now or Bill Later. For more information, see Payment processing off overview.
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 long-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.
NOTE: If you do not see your space highlighted, check that it has been mapped. For more information, see Mapping spaces to a floor plan.
Click Create Contract. For information on completing the contract, see Creating a contract.
NOTE: If you click Make a Booking, you can make an Hourly or Daily booking. For more information, see Making a short-term booking.
Long-Term Booking Details Screen Reference
Booking Type | Whether the booking is an hourly, daily, or monthly booking. Select monthly to make a long-term booking.
NOTE: If a space is not configured for a booking duration on the space's Space Pricing screen, that duration does not appear in the list. For more information, see Adding space pricing. |
Start Date/End Date | Dates the booking starts and ends.
NOTE: Kube automatically calculates the end date, based on the start date and number of months you enter. |
# of Months | How many months the booking lasts. |
Company | Company the booking is for.
TIP: You can add a new company by clicking the 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 and who becomes the contract assignee.
TIP: You can add a new member by clicking the Add button. If you added a new company in the Company field, the member you add will be the primary contact of the new company. For more information, see Adding a member. |
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 that are 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 removed. For more information, see Selecting amenities to offer at time of booking. |
Additional Amenities | Amenities that you can add to the booking.
NOTE: If the amenities you add have a cost, Kube adds the cost to the overall booking cost.
You can select which amenities are offered as an additional purchase on the space's Booking Amenities screen. 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. |
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: If the amenities you add have a cost, Kube adds the cost to the overall booking cost. Furthermore, 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. |