When a member books a room in the booking calendar, they are 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.
When activated, the member has 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 and have an automated payment method registered such as a credit or debit card in order to purchase passes.
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' andenter 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.
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 ensures you receive payment prior to any bookings.
An invoice will be generated, marked as 'Already Paid' and be immediately posted to their account once a pass has been successfully purchased. No payment records are recored on the invoice because technically, the process has already been completed.
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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