Adding a Bookable Entity or Facility

The Bookings feature provides a convenient way for you to manage your spaces online. You can add as many spaces as needed and each one can be uniquely configured to reflect the rules of the space.

We will start by outlining the steps required to add your entity.

Creating your bookable entity:

1. Select the Facilities tab then My Facilities on the left-hand side of the admin portal.
2. Click Create new Facility.
3. Fill out the Basic Information:
   
   Name: The name of the entity that will be displayed.
   Description: An internal description that only administrators can view.
   Memberships Required to Book: If online bookings are available for this entity, you can use this section to restrict if a membership is required to submit a booking into the calendar.
   Associated Bookable Entity: If there are multiple rooms or spaces associated with the same parent entity, use this section to associate them together. Example: For tennis courts, first add the main entity for the tennis courts then create separate entities for each court. While adding the courts, use this section to associate them back to the parent entity. 
   Minimum Booking Length: The minimum hours a user needs to enter to submit a booking. 
   Maximum Booking Length: The maximum hours a user needs to enter to submit a booking. 
   Entity Code: If there is a code required to unlock the facility to access this entity, it will be included in the confirmation email sent to users.

Configuring your bookable entity:

1. Select the Booking Type of your entity:
   
   Instant: Booking requests from users that do not require admin approval and are instantly added to the calendar.
   Request: Booking requests from users that require admin review/approval before being finalized in the calendar.
2. Determine the Public Settings for the entity.
3. The options for the rest of the form will differ depending on if the Booking Type is Instant or Request.
   1. If you select Request, review this article to add your Booking States & Checklists.

Helpful Information

Calendar Display Text

When a booking appears on the calendar, its title is determined by the following hierarchy:

1. Calendar Display Text — If you set this on a booking, that text is shown as the calendar title.
2. Reason — If Calendar Display Text is not set but the booking has a reason, the reason becomes the public calendar title.
3. Default — If neither is set, the title falls back to information such as the member's name or the bookable entity name.

What this means: If a member or staff user enters a reason when creating a booking and Calendar Display Text is not filled in, their reason will appear on the calendar for anyone who can view it. This applies to all booking types — not just Block Off Time.

To control what's shown, set a Calendar Display Text value on the booking at creation. This overrides the reason and gives you full control over the calendar label. If you want to collect a reason for internal use without exposing it on the calendar, always include a Calendar Display Text value.

Next, follow the steps in this article to set when your bookable entity is open.