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Setting up Booking Extras for External Bookings

Booking Extras let visitors add products or services to their booking – such as catering, a projector, or additional equipment. Cobot adds the cost to the visitor's checkout total automatically.

Written by Laura

Setting up Booking Extras takes three steps: create the Products & Services you want to offer, organize them, then activate them on the resources visitors can book.

Step 1: Create your Bookings Extras

  1. Go to Products » Products & Services.

  2. Click Add Product/Service.

  3. Fill out the Basic Settings:

    • Name – shown to visitors at checkout.

    • Description – shown only on the External bookings form, not on invoices.

    • Category – groups the Extra so visitors can filter by type at checkout.

  4. Under Who can book this, select Can be booked by visitors. This is what lets you add the product as a bookable Extra to a resource in Step 3.

💡Can be booked by visitors needs to be activated in order for you to be able to add it as a bookable extra to your resources.

Who can book this" section of a Product/Service, with the "Can be booked by visitors" option selected

4. Under Pricing, set a price: per hour, per person, per item, or fixed.

Pricing section of a Product/Service, showing the price type options: per hour, per person, per item, or fixed

If it applies, set:

  • Accounting Code – tracks revenue by Booking Extra. More details.

  • Custom Tax Rate – only if you've set up custom tax rates under Setup » Basic » Payments.

5. Save.

💡 Create one entry per product type: catering, cleaning fee, projector rental, and so on.

Step 2: Organize your Extras

Drag Extras up or down to reorder them, and add categories so visitors can scan the list at a glance.

Put your most popular Extras at the top so visitors don't miss them.

List of Products & Services with drag handles and categories, used to reorder booking extras

Step 3: Activate Extras on a resource

Products & Services aren't visible to visitors until you turn them on for a specific resource.

  1. Go to Products » Resources.

  2. Click Edit on the resource you want to sell booking extras on.

  3. Find the Available Extras section.

  4. Toggle on each Product/Service you want visitors to be able to book for this resource.

  5. Save your changes.

Available Extras section on a resource's edit page, with a toggle switch next to each Product/Service

Repeat this for every resource that should offer Extras. Each resource can have its own set.

What visitors see

Visitors see the Extras available for a resource on the resource summary.

Resource summary on the External Bookings page, listing available booking extras with their prices

During checkout, they reach a screen called Visitors & Extras, where they enter a guest count and choose from the Extras you've activated. The total updates immediately and includes everything they've added.

Visitors & Extras" checkout screen with a guest count field and a list of selectable booking extras

Where the charges end up

Once a visitor completes a booking with Extras, the full amount – resource cost plus Extras – shows up together on the External Booking dashboard under Calendar » External Bookings.

You'll also see a quick overview of booked Extras in the Bookings section of the dashboard.

"Bookings" section of the dashboard, showing a booked Extra listed alongside its resource booking

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