Cobot's Booking Calendar gives members the flexibility to reserve meeting rooms, desks, and equipment on demand – while you stay in control of booking restrictions, availability and pricing. You can charge by the hour or fixed rates, include credits in membership plans, or offer individual prices per member.
Enable External Bookings if you want to make extra revenue via bookings by non-members, too.
Calendar Views
Cobot gives you a few ways to look at your bookings.
Standard Calendar View: Go to Calendar » Calendar for the standard view. Here you can switch between day, week, and month.
Timeline View: Go to Calendar » Timeline to see all your resources laid out side by side across the week, so you can spot gaps and overlaps at a glance.
The timeline view has handy filters and resources are grouped by type.
In either view, hover over a booking to see its details, like the member's name and any Booking Extras they've added, such as catering or equipment.
💡 Pro Tip: You can also ask Claude or ChatGPT to list your bookings if you set up the MCP integration.
Making a Booking as an Admin
As an admin, you can create a booking for a member, for a visitor, or for yourself.
Booking for a Member
In Cobot, go to Calendar » Calendar, then either double-click the day and time you want the booking to start, or click New Booking in the top right corner.
In the form, you can:
Set the date, start time, and duration.
Choose the resource.
Add the member's name. If no member is attached, Cobot simply blocks the time and resource, without creating any charges. If a member is attached, any charges go on their next invoice.
Add a title and a comment that members can see on the calendar once the booking is confirmed.
Add Booking Extras, like catering or one-time services. These only appear if populated in the resource settings.
Invite other people to the booking, such as colleagues or friends of the member.
Booking Via Claude, ChatGPT or Other AI Assistants
You can make bookings directly via the chat window in Claude or ChatGPT. More details under Cobot's MCP integration.
Booking for a Visitor
If you use the External Bookings add-on, you can create a booking for a visitor from the External Booking Dashboard. This comes in handy when:
A visitor calls or walks in and wants to book a meeting room on the spot.
You've agreed on a custom rate with a visitor or partner.
A sales conversation ends with "just book it for me," and you want to lock it in.
A regular outside visitor, like a local business partner, prefers you handle their bookings for them.
You're setting up a booking for a visitor hosting an event or workshop.
To create one, go to Calendar » External Bookings and click New External Booking. Choose a resource, date, and duration, and Cobot calculates the price automatically based on your resource settings.
💡 Pro Tip: If you've agreed on a one-off price with this visitor, select Custom rate instead of using your default pricing.
Add any Booking Extras, like catering or equipment. Then add the visitor's details, either by typing them in or picking an existing contact from the drop-down, which fills in their name, email, and billing address for you.
Click Create Booking and Cobot adds it to your calendar and generates the invoice.
Recurring Bookings
Recurring bookings are a great way to build steady revenue, since members who book the same slot every week keep coming back.
To set up a recurring booking:
Click Repeat in the booking form before clicking Book Now.
Choose how often it repeats: Daily, weekly, monthly, or yearly.
If applicable, choose the days, e.g.: Mondays, Wednesdays, Fridays.
Set how many times it should happen or when it should end.
💡 Good to know: Cobot checks the new booking against everything already on your calendar. If a date is already taken, Cobot lets you know and skips just that date, so the rest of the series still gets created.
Please note: Charges for recurring bookings only apply once each booking actually takes place
Right now, only admins can create recurring bookings.
Editing or Canceling a Booking
As an admin, you can cancel any booking at any time. Members can only cancel their own bookings before the booking's start time.
Canceling or deleting a one-off booking
Go to Calendar » Click on the booking » Delete Booking.
To edit it instead, click Edit. Cobot updates the member's account to reflect the new total.
Editing or canceling a recurring series
Important: You can't edit a single booking within a recurring series. But you have 3 options:
1. Cancel just one date in the series
When you click Delete on a recurring booking, Cobot asks if you want to delete just that date or the whole series. Select Delete this booking only to remove just that one instance. The rest of the series stays intact.
2. Delete the whole series
When deleting a recurring booking, select Delete entire series to remove all future instances at once.
3. Edit details that apply to the whole series
You can edit some details (like comments) that apply to all instances. Click Edit on any booking in the series and change what you need. Cobot updates all future bookings.
If you need to change the date, time, resource, or price for just one booking, you'll need to:
Delete that specific date from the series
Create a new one-off booking with the details you need
This approach keeps your recurring series clean and lets you handle exceptions without disrupting the schedule.
💡 Good to know: Charges for recurring bookings only apply once each booking actually takes place. So if you delete a date before the booking occurs, no charge happens.
Making a Booking as a Member
Members book their own resources from the Bookings tab in their member portal or the free Cobot Members App. There, they can see an overview of their upcoming and past bookings, and create new ones.
💡 Prices in the booking screen automatically reflect your members' plan, including any booking credits they have.
Members can only book resources that their plan and settings allow.
Keeping Track of Bookings
To see a member's past and upcoming bookings, open their member profile under Manage » Members and go to Bookings & Access » See Bookings.
For a bigger picture view across your whole space, go to Analyze » Bookings for general booking statistics.
Advanced Booking Options
Open Hours and Calendar Blockers
Block off your calendar for holidays, renovations, or closures, and let members and visitors know when you're open here.
Restricting Member Access to Resources
Want to limit certain equipment or rooms to specific members only, like premium plan holders? You can restrict access on a member by member basis.
Go to Manage » Members, click the member's name
From there, go to Bookings & Access » Manage Resource Access
Check Member only has access to selected resources.
Deselect any resource you don't want that member to book. Cobot hides those resources from their member portal.
As an admin, you can still book any resource for any member from Calendar » Calendar, even ones they don't have access to themselves. That booking still appears on the calendar, shows up in the member's booking history, and gets charged as normal.
On the Spot Booking with a QR Code
Print a QR code and place it outside a meeting room or resource so members can book it right there on the spot. Link the code to your member facing booking page to make this work.
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