Settings - Instant bookings

Configuring Instant Booking Settings in MeetingPackage

Instant Booking allows venues to offer real-time availability and immediate confirmations for meeting rooms and packages, enhancing customer experience and streamlining operations.

Enable or disable instant booking
Adjust minimum lead time
Adjust maximum lead time
Adjust the maximum delegate count

Accessing Instant Booking Settings

Navigate to Settings in the left-hand menu.
Select Instant Booking Configuration.

Here, you can manage settings for multiple rooms across different venues simultaneously.

Use the checkboxes to select one or multiple meeting rooms.
A header toolbar will appear when at least one room is selected.

Click Edit Configuration to open the Instant Booking setup window. After making your selection, you can adjust the settings to your liking. Here are some pro tips for adjusting the values:

If your selection contains different values for the same setting, you'll see a "Mixed" value.
Only the values you change will be updated to the selected venues. In other words, if some field has a "Mixed" value and you don't change it, the original values for each meeting room will remain the same.

Let's next take a look at each of the setting sections.

Configurable Parameters

1. Enable or Disable Instant Booking

Enabled: Rooms and associated packages are available for instant booking.
Disabled: Rooms and packages require manual confirmation.

We encourage enabling instant booking for as many rooms as you can. If the instant booking is disabled, the rest of the instant booking settings don't have an effect either on meeting rooms or on packages.

💡 The default value for instant booking is Disabled.

2. Minimum Lead Time

Defines the minimum time (in hours) between booking and the event start.

Default: 48 hours.
Example: Set to 72 hours to prevent last-minute bookings.

For example, an instant booking made on Friday for an event on Monday might require a longer preparation than a booking made on Tuesday. In this case, you'd like to set the lead time for Monday to something in the range of 48 to 72 hours.

Set the minimum lead time to zero (0) if you want to accept instant bookings without a minimum time to prepare.

3. Maximum Lead Time

Sets the maximum number of days in advance a booking can be made.

Default: 0 (disabled).
Example: Set to 90 to allow bookings up to 90 days ahead.

Similar to the minimum lead time, the maximum lead time will determine the maximum number of days between the moment of booking and the event date. This setting will make it easy for you to limit the instant booking to be available for, say, only 90 days from the moment of booking.

We encourage you to keep the limit either disabled (0) or long enough to offer a better selection of rooms for the booker.

4. Maximum Delegate Count

Limits the number of attendees for instant bookings.

Default: 0 (disabled).
Example: Set to 30 to restrict bookings to 30 participants or fewer.

To get creative, you can, for example, disable the maximum lead time (set it to zero) and set the maximum delegate count to 30. That would ensure that the meeting room would be bookable for any time in the future, but only for 30 people or less. Talking about convenience!

Bulk Editing Tips

Selecting multiple rooms with varying settings will display a "Mixed" value.
Only modified fields will be updated; unchanged fields retain their original values.

Once all desired parameters are set:

Click Save.
The configuration applies immediately to the selected meeting rooms.

Summary

By configuring these settings, venues can:

Offer flexible booking options.
Manage operational readiness.
Enhance customer satisfaction with immediate confirmations.

For further support or detailed step-by-step guides, visit our Knowledge Base or contact our support team.