Booking extras let visitors add products or services to an external booking, such as catering, a projector, or extra equipment. Cobot adds the cost to the checkout total automatically.
Setting up booking extras takes three steps: create your products and services, organize them, then activate them on the resources visitors can book.
ℹ️ Note: You'll need the External Bookings Add-On to allow visitor bookings. Getting started with External Bookings.
Step 1: Create your Bookings Extras
Go to Products » Products & Services.
Click Add Product/Service.
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.
Under Who can book this, select Can be booked by visitors. Without this, you can't add the Extra to a resource in Step 3.
Pricing Settings
Choose how the price for the booking extra is calculated. In the dropdown next to the price, select one of these options:
Fixed: one flat price, no matter how many people attend or how many items are booked.
Per Person: the price is multiplied by the number of people on the booking.
Per Item: the price is multiplied by the number of items booked.
Hourly-Based Pricing
Set the price for hourly bookings. Enter the amount under Price, then choose how often it's charged:
Once: charged a single time per booking.
Each Hour: charged for every hour of the booking.
Daily-Based Pricing
Set the price for day-based bookings. Enter the amount under Day-based Bookings, then choose how often it's charged:
Once: charged a single time per booking.
Each Day: charged for every day of the booking.
⚠️ Important: Day-based bookings are currently only available for External Bookings, so day-based pricing only applies there. If you don't set a day-based price, visitors can't select this Extra for day-based bookings.
If relevant, add:
Accounting Code: tracks revenue by Booking Extra. Learn more in Analytics Overview.
Custom Tax Rate: only if you've set up custom tax rates under Setup » Basic » Payments.
Click Save.
Pricing Examples
Product or service | Price setting | Booking | Total |
Projector | $10, Fixed, Each Hour | 3 hours | $30 |
Coffee | $3, Per Person, Once | 3 hours, 8 people | $24 |
Laptop | $5, Per Item, Each Hour | 2 hours, 2 laptops | $20 |
Lunch | $15, Per Person, Each Day | 2 days, 10 people | $300 |
Room setup | $50, Fixed, Once | 3 days | $50 |
💡Pro Tip: Use Once for things guests use a single time, like a welcome coffee or room setup. Use Each Hour or Each Day for things used throughout the booking, like equipment rentals.
Step 2: Organize Your Extras
In Products » Products & Services, drag extras up or down to change their order. Visitors see the products & services in this order at checkout, grouped by the category you chose in Step 1.
Put your most popular Extras at the top so visitors don't miss them.
Step 3: Activate Extras on a Resource
Products and services stay hidden from visitors until you activate them on a resource. Member and visitor extras are set up separately, so activating an extras for members doesn't automatically make it available to visitors.
In order to activate an extra for visitor bookings:
Go to Products » Resources.
Click Edit on the resource you want to offer extras on.
Scroll to Available Extras.
Click Customize for Visitors.
[Image]Alt: 'Available Extras' section for members on a resource's edit page, with the 'Customize for Visitors' button highlighted
In the Available Extras for Visitors section that appears below the member Extras, toggle on each extra you want visitors to be able to book.
Click Save.
Repeat this for every resource that should offer Extras. Each resource can have its own set.
What Visitors See
Visitors see the products and services available for a resource in the resource summary under Optional Services.
During checkout, visitors reach the Visitors & Extras step. There they enter a guest count and choose from the Extras you've activated. The total updates right away to include everything they add.
⚠️ Important note: For day-based bookings, visitors only see extras that have a day-based price.
Where Charges Appear
When a visitor completes a booking with extras, the full amount (resource plus booking extras) appears on the External Bookings Dashboard under Calendar » External Bookings. The Bookings section of the Dashboard also lists booked Extras next to each resource booking.
Each extra appears as a separate line item on the visitor's invoice, using the extra's name and unit.
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Need help setting up External Bookings?