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5.6 Set Up Room Bookings with Calendars (Step by Step)

Edumaps Tutorial Edumaps

Table of Contents

🎯 The Result
1. What You Will Have at the End
1️⃣ Create the Map
1. Start from the Template
2. More or Fewer Rooms?
2️⃣ Enable a Calendar for Each Room
3️⃣ Set Up a Central Calendar
1. All Rooms in One View
2. Tip: Keep Events Separate
4️⃣ Share & Publish
1. The Right Link
2. Make It Visible
5️⃣ In Everyday Use
1. Overview on Your Phone
2. Manage Bookings
🚀 Extensions

🎯 The Result1

1

What You Will Have at the End

A map where each room has its own box with its own calendar: interested users can see available times and book on their own.
In addition, a central calendar that combines all rooms: your complete overview, also on mobile.
Setup time: about 20 minutes for 3 rooms.

1️⃣ Create the Map2

2

Start from the Template

Copy the template "Rent & Book Rooms" from the template catalog.
Adjust room names, photos, features, and prices: one column per room.

3

More or Fewer Rooms?

Add rooms: copy a column.
Remove rooms: delete a column.
The structure stays the same whether you have 2 or 10 rooms.

2️⃣ Enable a Calendar for Each Room3

4

The Core of the System

Open the "Availability & Booking" box of the first room and enable the calendar for that box (if it is not already enabled).
See also Tutorial: Calendar per Box.

5

Set Bookable Times

Define when the room can be booked (in the weekly view, enter the time range for each day under the time settings, as well as the length of the bookable time slots).
Repeat for the other rooms.
One separate calendar per room (one separate box).

6

Make a Test Booking

Open the map in reading mode (or in a private browser window) and book a slot yourself: this lets you see exactly what your customers see.

3️⃣ Set Up a Central Calendar2

7

All Rooms in One View

Create a central calendar and include all room calendars in it: every booking from every room will appear here automatically.
See tutorial: Embed Calendars
You can include as many other box calendars as you want in one box calendar.
You decide which of your boxes serves as the central box and contains the central calendar.

8

Tip: Keep Events Separate

An additional calendar for events (workshops, concerts) keeps rentals and events neatly separated while still bringing them together in the overall view.

4️⃣ Share & Publish2

9

The Right Link

Customers receive the map's read-only link: they can see everything, book through the calendars, and cannot change anything.
Tutorial: Share Maps with Links
Create one box for each room so you can also share just a single box. Click the three dots on the box and choose "Share".

10

Make It Visible

Embed the link on your website, add a QR code to the studio door, and include the link in your email signature.
Keep the central calendar link private: it is your internal view.

5️⃣ In Everyday Use2

11

Overview on Your Phone

Add the central calendar as a widget on your phone, including synchronization: you can see every new booking without opening the map.
Tutorial: Calendar as a Widget on Your Phone

12

Manage Bookings

Enter your own appointments (maintenance, private use) directly into the room calendar yourself: the slot will then be blocked for customers.

🚀 Extensions3

13

Allow Online Payments

For payment directly during booking, take a look at the sales module.
Tutorial: Sales Module

14

Equipment Instead of Rooms

The same principle also works for equipment rental (microphones, projectors, instruments).
Tutorial: Lending System

15

Suitable Templates

More can be found in the template catalog.