When a member books a room in the booking calendar, they are normally charged for it with their next invoice. With Prepaid Booking Passes you can make people prepay for bookings, which is ideal for non-members who just want to use a meeting room or drop-ins whom you might never see again.
The way Prepaid Booking Passes work is that before the member can make a booking, they have to buy (and immediately pay for) a Prepaid Booking Pass. Each pass holds a number of hours set by you and can be valid for single or multiple rooms. If you offer an hour-long pass, for example, your members can make bookings in smaller time increments until they have used up the pass entirely. That means a booking pass of one hour can be used not only to make an hour-long booking, but also two 30-minute bookings, four 15-minute bookings, or six 10-minute bookings. The smallest increment of time supported by our booking calendar is 5 minutes.
You can combine booking credits and Prepaid Booking Passes by including both in a plan. When a member makes a booking, their booking credits will be used first. When they have run out of credits, they will be prompted to buy Prepaid Booking Passes. The member must be connected to their member portal in order to purchase passes.
IMPORTANT NOTE: If you have activated prepaid booking passes, then Cobot will block the member from booking in any resource that does not have a booking credit or prepaid pass applied.
To set up booking passes, go to Setup » Plans and either add a new plan or edit an existing one. Now go to the Bookings tab.
Click Add Booking Passes and then enter the price for one pass, the amount of time for which the pass is valid (you can use decimal points here to indicate spans less than one hour), and the resources it is valid for.
If you are updating an existing plan, the changes will not affect members already signed up to this plan, but only those signing up to it after you've made the changes. If you would like a bulk update of your current members on this plan, then send us a request to firstname.lastname@example.org.
There are two ways for members to get booking passes: Buy them through Cobot or have an admin assign them.
Members whose plan includes booking passes will have a Buy Booking Passes button on their home page. If no payment method is on their account, they will be prompted to add one prior to purchasing passes. This helps to ensure you receive payment prior to any bookings.
When making a booking, members will see how many hours they have left. If you make a booking for a member, you will see the same information. If they are out of passes, then this message will appear with a link back to their dashboard to purchase more passes:
At the end of the month, members who have bought booking passes will get an invoice that lists the booking passes as already paid so they have a receipt of their purchase. If you want them to get the invoice immediately, you can generate a charge-based invoice.
If you have a cancellation notice populated within a resource, it will also apply to members who make bookings with prepaid booking passes.
If they attempt the cancel the booking within that time frame, 24 hours for example, they will be unable to and will not receive a refund or credit on their account for the pass applied to that booking. They will need to either use another, existing pass, or purchase more passes to make another booking.
Here is an example of the screen the member would see when attempting to cancel:
If you would like to assign passes to a member, you can do so by clicking on their name in the member list.
After that, open the drop-down menu in the Bookings box and select Assign Booking Passes. Their plan needs to have prepaid passes setup for this option to be available.
IMPORTANT NOTE: When you manually add passes, the member will not be automatically charged for them as they would when they purchase them from their member portal, nor will they appear on a future invoice. If you would like to charge your member for the passes you have assigned, create a free-form invoice.
Now let's see how to make bookings in the booking calendar.
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