Step 1: Set Up Product Categories
Product Categories group your Products & Services into logical sets, for example Food & Beverages, Equipment or Cleaning.
💡 Categories are optional, but they make longer product lists easier to manage and give your customers a clearer overview when they choose Booking Extras.
To create a category, go to Products & Services » Manage Categories » + Add Category. In the pop-up modal, enter a name and click the blue Add Category. Your categories are then available when you set up individual products in Step 2.
Step 2: Create Your Products & Services
Go to Products » Products & Services » Add Product/Service.
Basic Settings
Name: This name appears on invoices and booking summaries.
Description: Add a short description of what the product or service includes. For example, food and beverages are prepared in the booked room before the booking starts.
Category: Assign the product to one of your Product Categories.
Who Can Book This
This setting determines whether the product or service can be selected as a Booking Extra in the resource settings.
Pricing
Choose how the price for the product or service 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.
Day-based Pricing
⚠️ 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 multi-day bookings. More about multi-day bookings.
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.
Negative prices for one-time credits
If you want to offer credits or a one-time discount, deposit a price with a negative sign in the price.
Accounting
Accounting Codes
Use these to track revenue correctly and for your accounting. Learn more about Accounting Codes »
Tax Rate
Available when custom tax rates are enabled under Setup » Basic » Payments.
Step 3: Offer and Charge Products & Services
After saving, you can use Products & Services in three ways:
As one-time charges or credits on member accounts. Ideal for fees that aren't tied to a booking, such as a one-time fee for a lost key. Learn more about one-time charges and credits »
As Booking Extras for members. Members see these options during the booking process when they book a meeting room, desk or other resource via the app or their member portal. Learn more about adding Booking Extras to member bookings »
As Booking Extras for visitors. Visitors can add these when they reserve a conference room, hot desk or other resource directly on your homepage or via public links. Ideal for catering, lunch options or additional equipment. Learn more about Booking Extras for External Bookings »
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