External Bookings is a paid Cobot add-on that lets visitors — non-members, walk-ins, and one-time guests — reserve your conference rooms, desks, and other resources through a public booking page. No membership required.

Activate External Bookings and get a full 30-day free trial, including live visitor bookings.

After the trial, you pay a fixed monthly fee of €15/$19 USD per month, plus a processing fee on invoices created through External Bookings.

The processing fee is charged alongside your Cobot subscription and only applies to invoices that have been charged. Bookings that haven't yet taken place are not included. For full pricing details, visit cobot.me/en/pricing.

If you are on the Legacy External Bookings feature, deactivate it before activating the new one. Running both at the same time results in charges for both on your subscription invoice. See Removing Legacy External Bookings.

Make sure these are in place before activating your External Bookings:

Step 1: Go to Calendar » External Bookings and click 'Activate' to start your 30-day free trial.
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Step 2: Go to Products » Resources » Edit for each Resource you want to make publicly bookable. Use the 'Customize for Public Resource' dropdown to set visitor-specific pricing, availability, and descriptions. If you leave these fields blank, visitors see the same settings as your members.

Step 3: Toggle 'Make this resource public' at the top of the Resource edit page to publish it on your Homepage. To remove the resource from being publicly listed, toggle the switch off.
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Step 4: Copy your public booking URL from Calendar » External Bookings » Homepage and embed it on your website. Each individual Resource also has its own URL if you prefer to link directly to a specific room.

Each section below covers a specific area of External Bookings. Click on the subject heading to see the guide for the corresponding section.

Configure your existing resources for visitor bookings using the 'Customize for Public Resource' settings. Set visitor-specific pricing, availability, and cancellation rules, add optional booking extras, and control how bookings are confirmed and paid for with per-resource approval and payment settings. Toggle 'Make this resource public' to publish a resource on your Homepage and generate a shareable public booking URL.

Found under Calendar » External Bookings, the dashboard is where you approve, edit, or cancel bookings and convert visitors into full members. External bookings also appear on your main Booking Calendar, color-coded to distinguish them from member bookings.

Your Homepage is the public-facing page where visitors discover and book your resources. It displays all active public resources alongside your membership plans and Drop-in Passes. Customize your Homepage branding with a custom logo, banner, colors, and intro text, under Customize » Member Portal & Homepage » Homepage before going live. Your Homepage URL is based on the subdomain you registered with, for example your-space.cobot.me.

Connect Stripe or PayPal for automated payment collection, or use manual methods like cash or bank transfer. Every completed booking generates an invoice automatically. Refunds are processed through your payment provider and offset in Cobot with a free-form invoice.

Block your booking calendar for holidays, closures, or renovations — for all resources or selected ones. For each blocker, you choose whether it applies to member bookings, External Bookings, or Drop-in Passes. Admins can always make bookings regardless of active blockers.

Keep your External Bookings visible beyond Cobot by connecting your resources to an external calendar. Google Calendar Sync provides a two-way sync between Cobot and Google Calendar, so changes in either system stay in step with each other. For one-way reminders without a full sync, subscribe to Cobot's iCalendar (.ics) feed to receive booking notifications in any calendar app that supports the standard, including Outlook and Mac Calendar.

Cobot sends automatic emails to visitors at every key point: booking confirmation, pending approval notice, cancellation, admin edits, and a 24-hour reminder. All templates are editable under Customize » Emails.

All External Bookings revenue appears in your Analytics dashboard. Track income and booking data under Analyze » Revenue and Analyze » Bookings. Your main Dashboard also shows a daily External Bookings summary, including bookings awaiting approval.

Cobot integrates with smart lock systems to automatically grant and revoke door access based on membership plans, Time Passes, and resource bookings. Members and external visitors only access the areas relevant to their booking, for the duration of their booking. Cobot currently supports SALTO KS and Dormakaba Exivo / Resivo Business.

View or cancel your External Bookings subscription at any time via Your Account » Your Subscription » Change Subscription. You cannot remove External Bookings while active bookings exist — cancel them first. All resource data and public booking links are removed when you unsubscribe.

Don't see the help you need? Reach out to us at support@cobot.me.