User Manual

Welcome to the Location Management User Guide!
This guide is here to help you confidently set up and manage locations within the platform. Before we walk through the setup process, we’ll start with a quick overview of the user interface and highlight some key features available on the main page.

Let’s dive in!

Top Menu Overview

At the top of the screen, you will find the top menu. This menu allows you to:

• Create a new reservation from any page
• Navigate to the schedule
• Access your to-do’s
• View your pins (e.g., short cuts to specific reservations or spaces)
• View your notifications

When you click on your profile image, a drawer will appear where you can view your account settings and log out.

On the left side of the screen, you’ll find the navigation menu. You can use this menu to easily access

Set a language

CHP currently supports two languages: English and Dutch. To toggle between these languages, use the button located at the bottom of the navigation menu.

Location management dashboard

The Location Management Dashboard (Home) is your all-in-one dashboard for streamlined location management. It visualizes important information about your location, such as the number of present check-ins, exchange moments, active drafts, and incoming comments. In the location management dashboard, you will find an overview of the data relevant to the current day. In this step, we’ll explain these functionalities.

To-do Manager

In the To-do Manager, you can easily keep track of your tasks with a quick overview. By clicking on it, you can easily filter and track open tasks, expired ones, and completed ones.

Proposal Requests

You can gain clarity and control over your requests with a quick view in the Proposal Request. By clicking on it, you can easily filter the requests based on in progress, changed, canceled, and refused ones. In the table below, you’ll find detailed information for each request, such as who the booker is, the number of attendees, and the booking dates.

Reservations pending approval

This section of the dashboard highlights reservations that are currently pending approval, allowing you to easily review and track requests awaiting confirmation.

Check-ins present

In the dashboard, you will find a quick overview of the current day’s check-ins. If you need more details, you can click on the chart to see who is currently present, who has left, and who is still expected.

Exchange moments

Under Exchange Moments, you’ll find an overview of the spaces where multiple meetings are planned for the same day. It also shows the times at which the exchange moments for those meetings take place.

Occupancy

This section of the dashboard highlights Occupancy, providing a clear overview of how Meeting Rooms and Workspaces are currently being used.

Seats occupied per hour

This section of the dashboard highlights Seats Occupied Per Hour, giving you a detailed view of workspaces and meeting room utilization throughout the day.

Incoming messages

Incoming messages display the most recent messages from customers helping you stay updated and respond quickly to any new communication.

Review Scores

This section of the dashboard highlights reviews, allowing you to easily access reviews from users.

Opening hours

This section of the dashboard highlights Opening Hours, allowing you to easily access and edit the schedules for Meeting Rooms and Workspaces.

Create a reservation

In this step we explain how to create a reservation. There are several ways to start, but we use the green button in the top menu because it is easily accessible from any page. You can also create a reservation from the schedule; you can find more instructions here.

Follow these steps to create a reservation:

1. Click the green New reservation button in the upper-right corner of the screen.
2. Select the date.
3. Select the start time and end time.
4. Enter the number of seats.
5. Choose a room if you like. You can also leave this option set to All rooms to search across all available rooms that meet your criteria.
6. Choose a layout if you like. You can also leave this option set to All layouts to search across all available layouts that meet your criteria.
7. Click Search. A list of available rooms and layouts now appears.
8. Click Select to choose a room and layout for the reservation.

You have now created a draft reservation

If you take no further action, this draft expires after five hours. Let’s fill in the remaining details and finalize the reservation!

Follow these steps to complete the reservation.

1. Click “edit” next to “details.” The screen above opens. Fill in the following:
   • Give the reservation a name “meeting name.”
   • Select the customer and the company. You can search for an existing profile or create a new one. This functionality is integrated with the CRM in the platform.
   • Select the event type.
   • Select the language and the status.
   • Click “save” to apply the changes.
2. Click Edit next to Invoice address. Enter the billing details. If the biller’s details are already known, they will be filled in automatically. Click Save to confirm.
3. The room for the reservation has already been selected. If necessary, you can add an extra room:
   • Click Add room and follow the steps.
4. Click “add options.”
   • Select a category, such as F&B or AV.
   • Click the plus icon (+) to add an option.
   • Click save to add the selected options to the reservation.
5. Click Create reservation to save the reservation definitively.

Drafts

If you accidentally close the reservation screen before finishing everything, you can find the draft in the navigation menu under Reservations > Drafts. As you can see in the image below, you can easily open the draft by clicking the button on the right.

Edit a reservation

In this step we explain how to locate and edit a reservation from the reservations list.

First navigate to Reservations in the menu.

Search reservations

Follow the steps below to find a specific reservation:

1. Select the type of room by clicking one of the tabs (meeting room or workspace) directly under the page title.
2. Enter the reservation name or reservation number.
3. Click search.

Follow the steps below to find reservations for a specific period:

1. Select the type of room by clicking one of the tabs (meeting room or workspace) directly under the page title.
2. Select a start and end date:
   • Click the date (a pop-up date picker appears).
   • Select a start date first.
   • Then choose an end date.
   • You also have the option to search for today, this week or this month. Click search.
3. Click search.

To view and/or edit a reservation, click the edit icon next to the reservation.

You are forwarded to the reservation detail view, where you can edit the reservation in the same way you created it.

Additionally, in this detail view you can:

• View comments.
• View and add contacts.
• View and add notes.
• Create and view to-do tasks.
• Add a programme.
• View the email overview.
• View revisions and compare them to the current status.
• Manage payments.
• Consult external links.

More information about these features follows below.

Comments

The comments field can be used for external communication with the booker. You can add comments that are relevant to a specific reservation.

These comments are linked to the reservation and are visible to the booker.

Contacts

In the contacts section you can add data linked to a specific reservation. For each contact you can indicate whether they should receive emails about the reservation. You can also specify the contact type, such as booker, event contact, trainer, speaker, host or invoice recipient.

Notes

The notes field can be used for both internal and external communication. You can add reservation-specific notes here, such as arrangements about requirements or facilities.

Tasks

In the tasks section you can add tasks related to the reservation, whether it’s confirming details with the booker or assigning internal actions. The progress of the tasks is easy to follow and you can filter them by status: open, overdue or completed.

Tasks can be assigned to groups of people – such as the entire kitchen staff – or to selected accounts/team members.

Programme

Under the programme tab you can easily create the schedule for the reservation, making planning and internal coordination more efficient. For each part of the programme you can indicate the correct time slot, give it an appropriate name and set the duration.

Mail overview

In the mail overview you can send emails directly related to a specific reservation and its contacts. Do this by clicking “Send email” at the top right. You can select the type of email, such as confirmation, proposal, cancellation, acceptance, rejection or payment request. The overview also lets you find sent emails, including the date, sender, recipient and the status of the email.

Event calendar

The event calendar allows you to convert a specific reservation into a public event, provided you have an activated event calendar in your CHP profile. This feature is useful, for example, when you have booked a room to host training but don’t achieve the desired number of registrations. By making the reservation public, you can attract additional participants and encourage bookers to register via the event calendar.

Revisions

The revision function provides a clear and detailed overview of the specific reservation and any changes made. You can see when a revision took place and who registered it in the system. You can also easily compare the revision with the current version by choosing “Compare with current reservation”.

Payments

The payments section provides an overview of all payments linked to a specific reservation, including their due dates. You can specify the payment method, choosing between cash, bank transfer or card.

If you have an active Mollie integration, you can also create a payment link for the reservation and receive the payment online. It will look like this:

External links

With the external links feature you can add links to a reservation, for instance to an online video-conferencing tool such as Google Meet or Microsoft Teams. This allows participants to join the meeting via a link instead of being physically present. Similarly, you can add links to online documents, such as a Google Doc, to share relevant information linked to the reservation.

Dashboard

The Reservations Dashboard provides an overview of all reservations, including important details such as statuses, group sizes, total number of seats and revenue. This makes it easy to track and manage your bookings.

Below you will find a more detailed explanation of each component within the main dashboard.

Reservation group size

The reservation group size view provides an overview of how reservations are divided by group size, such as (1–10 people), (11–20 people), etc. It displays the percentage of reservations created by the booker themselves versus those created by the venue in the back end. This information helps to understand how the workload is divided among different-sized bookings and whether there is room for optimization. For example, smaller reservations that could be allocated to larger bookings can be monitored and adjusted through the dashboard.

Number of meeting-room reservations

The overview Number of reservations per meeting room shows the total number of reservations across the calendar year and how they are distributed per month.

Origin of reservations, reservation status & reservations with invoice

The origin of reservations provides insight into where a reservation comes from, for example via a telephone call or email. In the settings of the reservation detail page you can create different origin categories, which then become available as choices when editing a reservation. Once you select a specific origin, it is displayed in this overview.

Under reservation status you can see how the reservations are divided into “optional” (not yet final), “final” (confirmed), or “cancelled”.

For reservations with invoice you can see how many reservations have an invoice and how many are registered without an invoice.

Revenue per meeting room

The overview Revenue per meeting room shows the total revenue of meeting rooms, divided over the calendar year and broken down per month.

The Day Schedule

The schedule provides a visual overview of the bookings and allows you to manage reservations. You can create, view and edit reservations, and you can also add personalised events (such as birthdays) to the schedule.

To open the schedule, click the “Schedule” button in the top menu, or go to “Reservations” and click “Schedule”.

Navigate in the schedule

In the schedule you can navigate in two ways:

1. Use the arrows above the schedule view to move left or right.
2. Drag the schedule view itself to adjust your view left or right.

You can also switch between a day schedule and a week schedule:

1. Move the mouse over the schedule.
2. Hold the Alt key and scroll down to switch to the week view.
3. To return to the day view, scroll up while holding the Alt key.

Create reservations via the schedule

You can easily create a new reservation directly from the schedule, which provides a visual overview of availability. Follow these steps:

1. Click Create reservation.
2. Click an empty space and time in the schedule. A pop-up appears.
3. Give the reservation a name.
4. Enter the number of seats.
5. Choose a layout.
6. Set a start time and end time.
7. Click Save. You are redirected to the detailed view of the reservation draft.
8. Fill in the remaining reservation details.

View and edit reservations

You can easily adjust the start time, end time, duration and room of a reservation directly from the schedule.

To adjust the start and/or end time:

1. Click the reservation to select it.
2. Drag the reservation left or right to change the start or end time.
3. To adjust the duration, drag one of the ends left or right.
4. To change the room, drag the reservation to another room within the schedule.

After each adjustment a pop-up appears asking you to confirm the change.

Want to view the details of a reservation? Double-click the reservation.

Personalise the schedule

To customise certain features of the schedule to your preferences:

>Click Settings in the top-right corner of the window. A pop-up will then open.

Block rules

Blocking rules define specific conditions or time slots in which bookings are not allowed or not available. These restrictions become visible to the booker when they are set up in the platform.

The overview shows, among other things, for which type (room or option) the blocking was created, the period in which it applies, and whether the rule is applicable on specific days.

Below you will find a step-by-step explanation of how to set blocking rules.

Create a blocking rule

To create a blocking rule, click “Create blocking rule” in the upper-right corner.

Follow the steps below to set up a blocking rule for managing bookings:

1.Save the Rule:
Click Save to activate the blocking rule. The room or item will then be unavailable during the specified period.

2.Select the Type:
Choose whether the blocking applies to a Room or an Item.

3.Choose the Room or Item:
Select, for example, Boardroom if you want to block a specific meeting room.

4.Name the Rule:
Give your blocking rule a clear name, such as Blocking rule Boardroom.

5.Set the Recurrence:
Indicate whether the blocking should repeat (e.g. daily, weekly) or applies only once.

6.Select the Days:
Tick the days of the week on which the blocking rule applies (e.g. Monday to Sunday).

7.Define the Period:
Set the start and end date of the blocking (e.g. 15 November 2024 – 15 November 2024).

8.Set the Time slot:
Enter the time frame for the blocking (e.g. 00:00 – 24:00 for a full day).

Edit blocking-rule mapping

Blocking-rule mappings determine how external data — such as rules or restrictions regarding meeting rooms or options — are linked to your internal system. These mappings ensure that data imported via CSV files or API integrations correctly match the structure of your platform.

• To edit blocking-rule mappings, select ‘Edit blocking rule’ in the upper-right corner.
• This action takes you to the ‘External mappings’ section.
• Here you can update or adjust the mappings of imported data, whether they come from a CSV integration or an API.

In short, blocking-rule mappings allow you to customise and synchronise external data with your system, ensuring everything works correctly and remains consistent.

This chapter is about invoices. We start with the invoice overview. Then we show you how to create invoices, confirm them and register payments. Finally, we explain how to create combined invoices. Are you looking for a manual on the 
invoicing settings ? Then go to 
this page .

1. The invoices overview

This step covers how to use the invoice overview to manage your invoices. You can access the invoice overview by navigating to Invoices → Invoices.

In the invoice overview, invoices are categorized into different types, including ‘final,’ ‘frozen,’ and ‘credited’ invoices. Additionally, under “without Invoice”, you will find an overview of reservations that have not yet been invoiced.

You can easily locate invoices using the search functionality at the top of the page. To find a specific invoice, use the Invoice Number input field. You can also filter invoices for a specific period by using the date selection.

Overview of important functionalities in the Invoice overview:

• Send an Invoice by Email: Click the “Send Email” icon in the row of the invoice (as shown in the image below).

• Register Invoice Payment: To register the payment of an invoice, click “Paid” in the row of the invoice.

• Download a Specific Invoice: Click the info icon to view the invoice details, then click “Download” to download the invoice.
• Download Multiple Invoices: To download all invoices of a specific type and/or period, click “Download” (as shown in the image below). A pop-up will appear where you can select the invoices you want to download.

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1. Creating an invoice

How to Create an Invoice for a Single Reservation

In this step, we explain how to create an invoice for a single reservation. While there are several ways to create an invoice, we will use the Invoice Overview, as it allows you to easily find all non-invoiced reservations.

To create an invoice for a single reservation, follow the steps below:

1. Navigate to Invoices → Invoices.
2. Select No Invoice (as shown in the image above).
3. Use the search functionality at the top of the page to locate the reservation you want to create an invoice for.
4. Click Create on the right side of the row for the reservation you want to invoice.
5. If you’ve set up a requirement for invoices to be authorized first, you will need to accept or reject the invoice . This can be done in the quick view that appears after creating the invoice (as shown in the image below).
   
    

6. The invoice has now been successfully created and accepte

7. If you have set up manual email sending, click Send Mail to email the invoice.

Creating a combined invoice

In this step we explain how to create a combined invoice. By creating a combined invoice, you’ll get one single invoice for multiple reservations.

Follow these steps to create a combined invoice:

1.Navigate to Invoices → Invoices .

2.Select the tab “No invoice”.

3. Use the search function at the top of the page to find the reservations you want to create a combined invoice for.

4. Click on Create combined invoice. A popup will appear.

5. Select the reservations you want to add to the invoice.

6. Click Next.

7. Enter the invoice details or select a company whose invoice details are already known.

8. Click Create. You can now close the pop-up or go to the detailed view of the combined invoice you have just created.

9. If you have set up that invoices need to be authorized first, you must reject or accept the invoice.

10. The invoice has now been created.

11. If you have set up that mails must be sent manually, click on Send mail to send the invoice by e-mail.

Customizing an invoice

At the bottom of the invoice screen, you have the option to customize the invoice by adding a footnote. This can be used to provide important information, such as payment instructions, payment terms, or other relevant details

This section presents reviews for reservations. When enabled, reservation bookers can submit reviews for their bookings. The review score is determined by the user’s input. Please note that the number of review items and the specific questions can be customized per channel.

After a booking is completed, bookers will receive an email notification, which includes an option to submit a review via a push-button notification. This feature can also be configured for each channel.

Additionally, venues have the option to respond to reviews with comments

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1.Turning an existing reservation into an event

To convert an existing reservation into an event, follow these steps: Navigate to “Reservations” and select the desired reservation. Open the reservation, and in the reservation window, click on “Turn this reservation into an event.” Then, proceed with the steps outlined in passage 5.2.

2. Creating events

Events are published on location detail page when the event is connected to the location (and on the event calendar on Seats2meet.com events)

Follow these simple steps to create a fully detailed event on the platform. By completing all the necessary fields and optimizing the event details, you’ll maximize its visibility and engagement with your target audience.

Step by-Step Instructions:

1. Add the Event Title: Choose a clear and descriptive title for your event.

2. Upload an Event Image (Required): Upload a high-quality image that represents your event visually and attracts attention.

3. Set the Date and Time: Enter the event’s date and time, ensuring the time zone is accurate. Note: The event duration can be shorter than the total reservation time, allowing the room to remain reserved for setup, preparation, and materials related to the event.

4. Write the Event Description (Required): Provide a detailed explanation of the event’s purpose, target audience, and key highlights.

5. Add Program Details (Optional): Share a schedule or additional information, such as speaker sessions or activities.

6. Include Links (Optional): Add URLs for ticket sales, registration, or further event details.

7. Specify the Organizer(s): Add the organizer(s) for the event, with one designated as the primary organizer.

8. Add the Event Location: Provide the venue name and full address.

9. Add Relevant Tags (Required): Use keywords to categorize your event and connect with the right audience. Tags help customers find the right event by acting as filters or keywords that categorize events based on their specific attributes or themes.

10. Save and Publish: Once all required details are complete, publish it to go live.

Tips for Success:

• Use an engaging description to generate excitement.
• Choose eye-catching visuals.
• Add detailed tags for better audience targeting.

This topic in your user manual can serve as a quick reference for users looking to create a complete and engaging event on the platform!

Customer Relationship Management : a CRM helps venues understand their customers’ habits and preferences, allowing them to provide better service and increase satisfaction. It may track guest profiles, maintain booking patterns etc .

The CRM gives the venue insights into what spaces or services are most popular, helping them plan and adjust offerings based on customer demand.

The CRM connects with other systems to give a complete picture of customer behavior and venue performance, making it easier for staff to manage.

Dashboard

It shows the overview of the industry

In the drop-down of the menu, find the CRM. It shows three options:

Companies

This provides a snapshot of top revenue-generating customers, their most recent booking dates, and how this information can be leveraged for targeted marketing. It includes the ability to track RFM scores, which categorize customers based on their booking behavior: how recently they booked, how often they book, and how much they spend. It provides insight in your business mix and target audiences, portfolio development and management, etc.

Choose the name of the company you would like to get the details.

Choose the date and SEARCH

Click any company under NAME to find the details of the company

If you click on the green tab Go to company, this page will open up:

If you scroll down to INVOICE, this page will open up:

If you scroll down to RESERVATION, this page will open up:

If you scroll down to REVIEWS, this page will open up:

If you scroll down to STATISTICS, this page will open up:

Customers

This system helps businesses keep track of their customers. It stores important details like contact information, past purchases, preferences, and communication history. This allows businesses to offer better service, build stronger relationships, and send personalized offers to customers, making their experience more relevant and enjoyable.

To check the profile of the booker, type the name in the blank tab and click “SEARCH”.

New profiles can be made by clicking on the +Add in the right corner.

To create new profiles, fill in the details in the provided box and click SAVE.

1. Reservations

The Reservation Dashboard within the Cyberdigma Hospitality Platform provides valuable insights into reservation trends, generated revenue and the origin of bookings, making it a powerful tool for data-driven decision-making and operational optimization.

For the user manual, you can divide the dashboard into the following functionalities:

1. Overview of the reservation performance

The table “Bookings by party size” provides an overview of bookings, sorted by party size. This helps to understand which type of booking is most common and which contributes most to revenue:

In the table you will find the following columns:

• Category:
  Number of guests per reservation, such as 1–10 , 11–20 , more than 100 , etc.
• % (Percentage):
  The share that this category represents of the total number of reservations.
• Number of Reservations:
  The total number of reservations within that category.
• Total Seats:
  The number of seats booked within this category.
• Total Revenue:
  The revenue generated per group category.
• Frontend/Backend Created & Edited:
  Indicates whether reservations were created or modified via the frontend (customer interface) or via the backend (administration environment).

2. Monthly Meeting Room Bookings – Benchmarking

• The “Meeting room: number of reservations” section tracks the number of reservations per month, over different time periods (for example, per month and per year).
• Green numbers with an upward arrow indicate an increase compared to the previous period.
• Red numbers with a downward arrow indicate a decrease.

3. Lead Source Analysis

• A diagram labeled “Origin” shows the main channels through which reservations are received (such as direct booking, email, platform integration, etc.).

4. Reservation status

• The graph on the right provides a visual representation of the status of reservations:
  • Optional
  • Definitive
  • Cancelled
    This allows users to easily track the ratio and progress of bookings.

5. Reservations with invoice

The graph at the bottom right shows how many reservations have an invoice and how many do not.

Invoices

The dashboard provides an overview of all invoices, allowing you to easily track and manage invoice details such as reservations with invoices, invoices approved, and invoices paid.

CRM

Customer Relationship Management (CRM) helps venues better understand their customers’ behavior and preferences, allowing them to provide better service and increase customer satisfaction. For example, the system can maintain guest profiles and record booking patterns.

The CRM gives the venue insight into which spaces or services are most popular, helping to plan and adjust offerings based on customer demand.

In addition, the CRM links with other systems, creating a complete picture of both customer behavior and location performance. This makes the work for the staff clearer and more efficient.

The CRM Dashboard shows the overview of the sector

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The review scores provide valuable insights into trends and shifts in customer satisfaction.

The Tag Usage Report helps you gain insight into which types of workspaces are most frequently booked and which types of events or knowledge themes are popular. When a booker reserves a workspace, they can select specific tags that describe the room or the purpose of the event (e.g., “meeting room”, “tech event”, “workshop”).

The Tag Usage Report shows which tags are used most often. This provides valuable insights into:

• Popular workspaces: By seeing which tags (like “conference room” or “collaboration space”) are most frequently selected, you’ll get a better picture of the most in-demand spaces.
• Booking patterns: Analyzing this report helps you spot trends and better tailor your offering to users’ preferences and needs.

This helps you optimize your workspace selection and event planning based on what’s most searched for and booked. Navigation:

Go to Reports → Tag Usage.

The displayed report covers the current year. Want to view a report from a previous or future year? Click the green arrows.

In this step, we explain how to use the ‘Revenue per Month’ report.

First, navigate to Reports → Revenue per Month.
The displayed revenue is for the current year. The overview shows monthly revenue, broken down by different export groups (such as locations, rooms, or booking types).

This report provides insights into:

• Revenue development per month
• Seasonal trends
• Which areas or locations contribute most to total revenue

This is what the page looks like:

To search for a specific period, use the search function at the top of the window.

Enter a start and end date, then select the desired status (Cancelled, Optional, or Confirmed), and click Search.

You can monitor your budget monthly, by room, F&B category, or other categories.

If you click on Budget at the top right of the page (as shown in the image below), you’ll access an overview where you can compare your expenses and income to the set budget.

The Revenue per Day Report provides a clear overview of daily income from bookings or services.

Main benefits:

1. Track daily income:
   Provides insight into how much revenue is generated per day, making financial follow-up easier.
2. Identify trends:
   Shows patterns in revenue, such as peak days or busy seasons, helping with forward planning.
3. Better forecasting:
   Delivers data that can be used to predict future income and adjust strategies accordingly.
4. Price optimization:
   Helps identify low-revenue days so pricing or promotions can be more targeted.
5. Financial control:
   Enables better budget management and cash flow planning by accurately tracking daily income.

How to view the Revenue per Day Report:

1. Navigate to Reports → Revenue per Day
2. Use the search function at the top of the window to look up a specific day or period.
3. Enter a start date and end date
4. Select the status: Cancelled, Optional, or Confirmed
5. Click Search to display the results.

CHP allows you to generate reports that give you an overview of all options (such as catering, equipment, or additional services) and how often they are booked daily or over a selected period.

Create custom reports

By clicking ‘+ New Report’, you can easily create your own reports. These new reports will then be added to the menu on the left-hand side.

• Give the report a name, for example the name of a specific supplier.
• Add all options that need to be ordered from that supplier.
• Click ‘Save’ to store the report.

This way, you can quickly and clearly see what needs to be ordered per supplier or category.

The Options Order List is a system that gives you an overview of all available options that can be booked or ordered. It shows how many times each option has been selected and provides insight into the total offering.

This list helps departments to:

• See which options are the most popular and most frequently requested
• Make better decisions in planning and resource allocation
• Improve internal coordination by giving all teams insight into the selected options

1. Navigate to Reports → Options Order List
2. Select the desired options and click SEARCH
3. Go to SETTINGS to adjust location preferences
4. Click SAVE to store the changes

In this step, we explain how to use the Occupancy Rate report. You can find this report in the menu under: Reports → Room Utilization Report

The occupancy rate report provides insight into how the rooms within your venue are being used. It shows how often and when each room is booked, offering valuable data on the usage of your facilities.

Main benefits:

1. Maximize efficiency:
   Shows which rooms are underutilized so you can optimize room allocation.
2. Better planning:
   Supports scheduling and resource planning based on room demand.
3. Cost savings:
   Reveals which rooms are rarely booked, helping you control costs.
4. Better-informed decisions:
   Provides data to decide which rooms to promote or adjust.
5. Identify trends:
   Shows patterns in room usage, allowing you to respond to peak times more effectively.

Steps to create a room utilization report:

1. Navigate to Reports → Room Utilization Report.
2. Select the room type for which you want to view the report – for example meeting rooms or workspaces.
3. Select a period using the date picker and click Search.
4. Select a calculation method. If you choose Standard, also specify the number of hours as the basis.
5. You will now see an overview of occupancy rates, displayed per day (horizontally) and per room (vertically).
   Want to view the total occupancy rate per room? Then click the Total tab.

The Room Setup List provides a detailed overview of all available layouts per room (e.g., conference setup, seating arrangements).

This list helps ensure that rooms are set up correctly based on the specific needs and preferences of each reservation. This makes preparation more efficient and ensures the setup aligns better with the intended use.

1. Select the desired date
2. Select the desired view: Sort by reservation or Sort by room
3. Click Settings in the top-right corner to adjust location preferences. Then click Save
4. The overview can be printed for sharing with the operations team

The Reservation Fee Report helps you track income generated from reservation fees. These fees are applied when the “price per seat” option is used, as explained in the pricing and revenue management section.

The report provides a clear overview of how much revenue these fees generate.

Main benefits:

1. Track revenue: See how much money is generated through reservation fees.
2. Better planning: Supports budgeting by providing insights into fee collection trends.
3. Transparent pricing: Ensures that the fees charged are accurate and transparent.
4. Improved decision-making: Helps teams make better choices based on the impact of fees on bookings.
5. Identify trends: Detects patterns in fee collection, allowing for adjustments in pricing strategies.

How to access the report:

1. Navigate to Reports → Reservation Fees

Select the month or year you want to view by choosing a month or scrolling left or right using the arrows.

Cost Invoices provide a clear overview of all costs associated with a booking or service. They help track and manage payments, making the invoicing process easier and more transparent.

Main benefits:

1. Clear invoicing:
   Provides a detailed overview of all charges, ensuring transparency for both clients and internal teams.
2. Efficient follow-up:
   Makes it easy to track payments and outstanding amounts, and to follow up on overdue invoices in a timely manner.
3. Financial accuracy:
   Ensures that all costs are correctly applied and recorded, reducing the risk of errors.
4. Simplified reporting:
   Facilitates financial reporting with a clear overview of all invoiced charges.

In this section, you’ll see cost invoices for the entire year, including:

• the period
• invoice details
• the status
• the amount
• the due date
• and the payment status.

The Cancellation Report tracks all cancellations of bookings or services and provides valuable insights into the why and when of these cancellations.

Main benefits:

1. Identify trends:
   Detect patterns in cancellations, such as busy periods or common reasons, so you can proactively address potential issues.
2. Better planning:
   Use the data to adjust availability, pricing, or marketing strategies to reduce the number of cancellations.
3. Track revenue loss:
   Determine the financial impact of cancellations to better estimate your revenue forecasts.
4. Improve customer insights:
   Understanding why customers cancel helps improve customer satisfaction and loyalty.
5. Efficient resource management:
   By understanding when and why bookings are canceled, you can plan and allocate spaces and resources more effectively.

How to view the Cancellation Report:

1. Navigate to Reports → Cancellation Report
2. Select the desired date, year, and whether to view all reservations or only those without a specified reason.
3. You’ll now see an overview of all cancellations, including relevant details.

This chapter explains how to set up the base prices for your location.

Navigate to Settings → Pricing & Yield.

Here you will find an overview where you can manage the current pricing settings and add new pricing rules.

Note: you can differentiate your prices per channel. In order to be bookable on a channel, all pricing fields for that channel must be filled in completely.

Pricing settings per channel and room type

Within each channel, the pricing settings are subdivided based on the type of room offered at your location, such as:

• Meeting rooms
• Workspaces
• Offices

You can choose to:

• Apply a single pricing rule to all rooms of a specific type (e.g., one rule for all meeting rooms), or
• Set a separate pricing rule per individual room used for that booking type.

This allows you to easily manage a flexible and clear pricing structure tailored to your room offering per channel.

Create a standard pricing rule

Follow the steps below to create a standard pricing rule:

1. Click Add in the top right corner. The pop-up shown above will appear.
2. Select the type of meeting for which this pricing rule applies.
3. Leave the room selection set to All rooms. First, we’ll create a pricing rule that applies to all rooms.
4. Select the start date for when the prices take effect.
5. Choose the correct VAT rate.
6. Select a calculation method. Depending on the channel settings, various types may be available. There may also be a default method preselected.
   • Price per time block
     • You charge a fixed price for a morning, afternoon, or evening. This is useful when using time blocks (e.g., 09:00–13:00, 13:00–17:00). You can define the number of time blocks yourself.
   • Price per hour per seat
     • The price is calculated based on the number of seats and the reservation duration. For example: 5 people for 2 hours × rate per seat per hour. Ideal for flexible workspaces or coworking areas.
   • Price per time block per person
     • You charge per person and per time block. Great for training sessions or workshops where each participant pays for a morning or afternoon session.
7. Click Save to create the pricing rule. You will be redirected to the detailed view of the newly created rule.

Set base prices

Now we’ll set the base prices for the standard pricing rule we just created.

1. Click Edit at the top ri

After setting your base prices, you can apply yielding to automatically adjust prices based on occupancy, day, and group size. This lets you respond smartly to supply and demand and maximize the value of your spaces.

1. Location occupancy

Location occupancy allows you to automatically adjust pricing based on the occupancy rate of the entire location at that moment:

• Low occupancy: a discount can be applied automatically
• High occupancy: a surcharge can be applied

2. Room occupancy

This works based on the occupancy of a specific room.
For example:
A room is suitable for 10 people but is booked for 5 → the room occupancy is 50%.
You can set a rule that at 50% occupancy, the price is increased by 100%, so the booker pays for full usage of the space regardless of the number of people.

3. Day percentage

This feature allows you to apply a discount or surcharge for each day of the week.
For example:

• Monday through Thursday = standard rate
• Friday = 10% discount
• Saturday = 15% surcharge

4. Group size

Set different price levels based on the number of people:

• 1–10 people: standard rate
• 11–50 people: discount, as these are attractive groups for your location
• 51+ people: surcharge, for example because additional staff may be required

Using the Playground

The Playground lets you test all settings and instantly see how prices change.
This helps you easily discover which combination of occupancy rules and pricing strategies works best for your location.

Activating a pricing rule

To activate a pricing rule, you must change its status from Draft to Approved. Only then will the rule be applied to bookings.

Follow these steps to activate a pricing rule:

1. Go back to the overview of pricing rules via Settings → Pricing & Yield.
2. Click the status of the relevant pricing rule. A pop-up window will appear.
3. Select Approved as the new status.
4. Click Save to confirm the change.

The pricing rule is now active and will be applied in the booking process.

Options are additional services like lunch, parking, or technical support that you can offer with rooms. In this step, we show you how to create and configure an option, and how to highlight certain options so they appear first in the booking widget.

Create an option

1. Click ‘+ Add’ to create a new option. The pop-up shown above will appear.
2. In the pop-up, fill in:
   • Option name
   • Category
   • Export group
   • Publication channels where the option should appear
   • Who can book it (e.g., internal only, external only, or both)
3. Click Save to continue.
4. A new screen opens where you can customize the option, such as pricing, availability, and terms.

Configuring options – further steps

1. Click Edit next to Settings.
   • Here you’ll see the fields you filled in when creating the option, plus additional settings you can add or adjust.
2. Choose if the option is required under “required item”. Options:
   • Required (booker cannot uncheck)
   • Optional – pre-selected (default checked but can be unchecked)
   • No (free to choose, not checked)
3. Set the time range when the option is bookable.
   • E.g., make lunch available only between 12:00 and 14:00.

Highlighted options

This section guides you through adding rooms to your location.
There is a distinction between meeting rooms and workspaces. You’ll learn how to create new rooms, configure relevant details, and—if applicable—combine rooms for flexible use.

Create a room

Follow the steps below to add a new room:

Configure a meeting room

After creating a room, you can further configure it to be ready for publication and booking. Setting up a meeting room includes steps for adding practical and commercial details. Below is an overview of all available settings and best practices.

Meeting room configuration – Step by step

• Enter basic details
  • Room number, width, length, height, area, floor
• Add images
  • At least 2 photos per room, ideally showcasing different layouts
• Select layouts
  • Choose from 23 standard layouts
  • Set minimum/maximum seating limits
  • Indicate whether the layout is visible to bookers
• Specify meeting types
  • Check which purposes the room suits: meeting, presentation, training, brainstorm, event
• Configure basic settings
  • Activate the room
  • Show in daily schedule
  • Set export group and minimum booking duration
  • Specify whether the room is divisible
• Configure availability checks
  • Recommended for unique rooms
  • Optional for multiple identical items (e.g., party tents)
• Manage channel publication
  • Choose which booking channels the room is visible on (internal/external)
• Describe unique features
  • What makes the room special? (e.g., view, décor)
• Write publication texts
  • Use customer-focused descriptions
• Included options & pricing
  • Add included options
  • Link price & yield settings
• Room combinations & block rules
  • Link rooms if needed
  • Set block rules (e.g., no lunch on Sunday afternoon)

Vouchers are digital gift certificates that you can use to offer discounts, credit, or package deals to guests. They can serve as a marketing tool, for loyalty purposes, or simply as part of your offering.

This section offers several options. Let’s review them one by one:

Header and description

At the top, you’ll see the title “Vouchers” with a brief explanation of the system. This text helps users understand that the voucher system offers multiple capabilities.
There is also a “More info” button for additional details. Clicking “More info” opens the following pop-up.

What can you do with vouchers?

1. Give a discount on a booking
   • For example: €10 off a meeting room or 20% off a lunch option.
   • The booker enters the voucher code during the booking process to receive the discount.
2. Offer packages
   • Create complete packages (e.g., “Full day meeting + lunch + projector use” at a fixed rate).
   • You can make these packages available as vouchers that bookers can select directly.
3. Assign credit to customers
   • For example, grant a €50 credit for their next booking (e.g., after a cancellation or as a loyalty reward).
   • This credit is automatically applied when the voucher is used.
4. Run promotional campaigns
   • Think of limited-time offers like: “Book by May 31 and get a free lunch” via a promo voucher.

Specifically: how to create a voucher or package?

When creating or editing a voucher, you can configure various settings that determine how, when, and for whom the voucher is valid.

Basic details

In the Basic details section, you can set:

• Name: the voucher title visible to the user.
• Code: the unique code the booker must enter to use the voucher.
• Description: a short explanation of what the voucher entails.

Settings

In the Settings section, define conditions for voucher usage:

• Reusability: determine whether the voucher is valid for a single use per person or multiple uses.
• Room type: select which type of room the voucher applies to (e.g., only meeting rooms).
• Minimum and maximum occupancy: specify for how many people (seats) the voucher is valid.
• Validity period: set the date range during which the voucher can be used.
• Minimum and maximum duration: specify if the voucher applies only to bookings of a certain length (e.g., bookings of at least 2 hours).
• Valid days: select the days of the week when the voucher can be used (e.g., only Fridays for extra discount).

Pricing settings

In the Pricing settings section, define how the discount or pricing mechanism works:

• Pricing method: choose between a fixed amount or a percentage (discount or surcharge).
• Yield settings: determine whether to use fixed hourly amounts or a percentage applied to the base rate.

Options

In the Options section, you can attach specific services (like lunch, projector, or parking) to the voucher:

• Set whether the option is required or optional.
• You can assign a discount or surcharge per option, or specify an alternate fixed price.

Access

In the Access section, you can limit who can use the voucher:

• Companies: select specific companies authorized to use the voucher.
• User profiles: specify which user profiles can see and use the voucher.
• Locations: determine at which locations the voucher is valid.

Channels are marketplaces or platforms where you can offer your meeting rooms, workspaces, or office spaces. Examples of such channels include Seats2meet.com and Meetingselect.com.

In this overview, you can see:

• The profile conditions and booking terms that apply per channel.
• In some cases, it also shows whether subscription management is applicable and whether the terms have been approved – however, these functions are not yet active on all channels.

Channel Display

The overview consists of two parts:

• List of active channels – these are the channels on which your location is currently visible and where your offering is already active.
• Channel marketplace – here you can see which other channels are available for your location but are not yet active. From here, you may be able to connect new channels to expand your reach.

Ledger codes are unique identifiers used to classify and organize financial transactions and accounts within an accounting system. They ensure that financial data is easy to trace, accurately recorded, and properly managed. Ledger codes are primarily used within the invoicing system.

The purpose of using ledger codes is to categorize financial data by assigning a unique code to each export group (e.g., VAT, room rental, food & beverage, etc.) in combination with the applicable VAT rate.

By completing the fields for Ledger Code, these categories and VAT rates are linked to the correct accounts in the general ledger. This supports proper accounting and ensures compliance with financial regulations.

Ledger Management Interface

The user interface for managing ledger codes consists of three columns:

• Export Group – the category of the transaction or service (e.g., room rental, catering, VAT)
• VAT Rate – the applicable tax percentage
• Ledger Code – the unique code that links this combination to the financial system

This interface allows you to easily assign the correct ledger code per export group and VAT rate. This ensures correct processing of income and expenses in accounting and supports structured financial reporting.

Ledger Codes per Export Group

The overview below shows how ledger codes are assigned to different export groups and their corresponding VAT rates. This is essential for proper financial processing of transactions. Each section contains multiple lines where a ledger code can be entered based on the applied VAT rate.

1. Tax Total

• Contains three lines for VAT calculations under the export group “Tax Total”.
• Each line corresponds to a different VAT rate (e.g., 0%, 9%, 21%).
• The ledger code fields are currently set to “0” and need to be filled in.

2. Room Rental

• Contains lines for transactions under the room rental category.
• Like the previous group, VAT rates such as 0%, 9%, and 21% are shown.
• The corresponding ledger codes are still empty and must be filled in for proper allocation in the accounting system.

3. F&B (Food and Beverage)

• Relates to financial data for food and beverages.
• The lines are split based on VAT rates (e.g., 0%, 9%, 21%).
• The ledger codes have not yet been filled in and must be added manually.

4. AV (Audiovisual)

• Represents the category of audiovisual services.
• Consists of three lines, each with a different VAT rate.
• The ledger code fields are still empty.

5. Other

• This section is intended for other or unspecified transactions, under the export group “Other”.
• Again, lines are available for VAT rates (e.g., 0%, 9%, 21%) with empty fields for ledger codes.

By entering the correct ledger codes per export group and VAT rate, you ensure an accurate link to the financial system and prevent errors in accounting or reporting.

In this step, we explain how to manage settings for meeting types. Two default types are currently available:

• Meeting Room
• Workspace

For each meeting type, you can configure various settings, such as:

• Whether pricing is allowed
• Whether capacity control should be applied
• Whether reservations must be confirmed before becoming final
• How far in advance bookings are allowed
• The minimum number of days in advance a reservation must be made, per day of the week

Email settings for reservations

With the Reservation Email Settings feature, you can configure which emails you receive for certain reservation actions, such as a new booking, change, or cancellation. These notifications can be:

• Set globally (for all channels), or
• Adjusted per specific channel (like Seats2meet.com or Meetingselect.com)

What can you configure?

For each meeting type (e.g., Meeting Room or Workspace) and for each action (New, Change, Cancellation), you can decide:

• Whether an email should be received (Yes/No)
• To which email address these messages should be sent

Export Groups help you structure and analyze your venue’s revenue. Here, you can assign options, meeting rooms, and workspaces to a specific group, making it easier to see in reports where your income is coming from.

For example:

• An export group for “F&B” (Food & Beverage)
• A group for “Room Rental”
• Or a custom category like “Special Packages”

Go to Settings → Export Groups to view the overview.
You will see four default export groups, each showing:

• The number of linked options
• The number of meeting rooms
• The number of workspaces

In the report under Reports → Revenue per Month, income is broken down by export group. This gives you a clear overview of your financial performance by category.

Edit an export group

1. Click the pencil icon next to the export group you want to edit
2. You will now see a detailed view where you can:
   1. Add or remove options
   2. Link or unlink meeting rooms and workspaces

Create a new export group

1. Click + Create Export Group in the top right corner
2. Give the group a clear name
3. Then manually add the rooms and options that belong to this group
4. Click Save to activate the export group

In this section, we explain how to adjust your invoice settings, such as payment terms, email delivery, and sender preferences. You can fully personalize both the basic settings and the text in invoice emails.

Follow the steps below to manage your general invoicing settings:

Email Text Settings

Want to align your emails with your brand style or tone of voice? Follow these steps:

1. Go to Settings → Invoices → Text Settings
2. At the top, select the type of email you want to edit, such as:
   • First reminder
   • Credit invoice
3. Click Edit next to Email Text. A pop-up window will appear.
4. Edit the subject line and email body per language.
5. You can use dynamic variables to automatically insert invoice or booking data (see list below).
6. Click Save to apply your changes.

Customize the Footer of the Invoice Email

1. Click Edit next to Invoice Footer
2. A pop-up will appear where you can fill in the email footer per language
   • Note: Dynamic variables are not allowed here
3. Click Save

Available Dynamic Variables

Use these variables in your email texts to automatically insert specific data.

Note: always use double hashtags (##) for the correct format.

Variable	Description
##fullName##	First and last name of the contact person
##locationName##	Name of the location
##invoiceNumber##	Invoice number
##invoiceDate##	Invoice date
##invoiceExpirationDate##	Invoice due date
##invoiceTotalInclTax##	Total amount including VAT
##reservationsOverview##	Overview of linked bookings (only in body, not in subject)

Market segments are groups of potential customers who share similar characteristics or needs, such as companies in the same industry, with comparable booking behavior or budgets.

By setting up market segments, you can:

• Communicate more effectively with specific customer groups
• Assign targeted offers or packages to certain audiences
• Gain better insight into the sources of your revenue
• Segment your reporting for strategic decision-making (e.g., which industry books the most?)

Within this feature, you can configure the following per segment:

• The name of the segment
• The color (for visual recognition in overviews)
• The number of linked companies
• The number of reservations that fall within the segment

Create a new market segment

1. Click + Add
2. Enter the required information
3. Click Save to store the segment

In this section, we walk through entering your location’s key details step-by-step, such as the address and Chamber of Commerce information. Then we’ll add a description, opening hours, and directions. Finally, we’ll guide you through uploading photos and videos to present your location visually.

Basic Information

1. Navigate to Settings → Location
2. Click the Edit button next to the field you want to change. A pop-up will appear.
3. Enter the details and click Save to apply the changes.

Tip: When uploading a logo, use a high-quality image. If you can see the pixels, the resolution is too low.

Tip: For social media profiles, enter only the username—not the full link. For example: just “profile”, not www.facebook.com/profile.

Location Description

The location description appears in the booking widget.

1. Go to Settings → Location → Location Description
2. Click Edit in the top right corner
3. Add a clear and engaging description of your location
4. Click Save

Tip: You can also add unique features. These will be shown directly under your location’s name in the widget (e.g., “Free parking”, “Near station”, “Park view”).

Opening Hours

Opening hours are organized by room type (e.g., meeting rooms, workspaces, office spaces).

• Standard hours: repeat every week
• Exceptions: for holidays or special dates, configurable per specific day

Set standard opening hours:

1. Go to Settings → Location → Opening Hours
2. Click Edit next to Standard Opening Hours
3. Enter the times and click Save

Set exceptions:

If your location differs from the standard hours, you can add exceptions per day. These do not repeat automatically.

Directions

1. Go to Settings → Location → Directions
2. Click Edit in the top right corner
3. Add clear and easy-to-read instructions
4. Click Save

Tip: Make sure the directions are easy to follow for all visitors, including those arriving by public transport or car.

Upload Photos

1. Go to Settings → Location → Photos
2. Click Select Image to upload a photo
3. You’ll have the option to crop the image
4. Click Upload

After uploading, the image appears in the photo gallery, where you can:

• Delete photos
• Set a default image that will appear first

Add Videos

Videos are not uploaded directly but embedded from YouTube or Vimeo.

1. Go to Settings → Location → Videos
2. Paste the video link into the Embed URL field
3. Select the correct video provider (YouTube or Vimeo)
4. Click Add Video

The video will now appear in the video gallery, where you can edit or delete it.

Within the “Mail Texts” settings, you can customize the default emails automatically sent during reservation actions such as confirmation, proposal, cancellation, or payment request. You can configure an email template for each meeting type (e.g., meeting room or workspace) and for each action in multiple languages (e.g., Dutch and English).

Page Overview

From the menu on the left, you can choose between three categories:

• Reservations
• Invoices
• Quotes

Each category offers several types of emails you can edit.

Reservations

Under the Meeting Room or Workspace tab, you can configure the following emails:

• Confirmation – Reservation confirmation
• Proposal – Reservation proposal
• Cancel – Reservation cancellation
• Accepted – Proposal accepted
• Denied – Proposal rejected
• PayRequest – Payment request

Invoices

Under the Invoices tab, you can configure the following email templates:

• Standard – Standard invoice email
• Deposit – Deposit invoice
• Cancel – Invoice cancellation
• FirstReminder – First payment reminder
• SecondReminder – Second payment reminder
• Credit – Credit invoice

Quotes

Under the Quotes tab, you can set up the following email types:

• New – New quote sent
• Updated – Quote has been updated
• LocationRejected – Quote rejected by location

For each type, you can:

• View information via the info icon
• Edit content using the pencil icon
• Add additional mail types

Edit Emails

1. Click the pencil icon next to the email type you want to change.
2. An editing window will open where you can set the subject and content of the email in multiple languages.
3. You can apply formatting and add mail tokens (see below).
4. Click Save to store your changes.

Using Mail Tokens

At the bottom of the page, you’ll find a Mail Token Legend. These are dynamic fields that automatically populate when the email is sent.

Examples:

• ##firstName## → automatically replaced with the recipient’s first name
• ##invoiceNumber## → replaced by the corresponding invoice number (in invoice emails only)

Tip: Make sure you copy the tokens exactly (including double hashtags ##), or they won’t work.

Account Overview

To view a list of all accounts that have access to the location: Go to Settings → Accounts

Add Account

Follow these steps to add an account to the location:

1. Click Add Account in the top right corner
2. Enter the name of the account owner you want to add
3. Click the search icon
   • You will see a list of accounts matching your query
4. Select the desired account
5. Choose the permissions you want to assign to this account
6. Click Add Account to confirm

To edit an existing account, click the pencil icon.
To delete an account, click the trash can icon next to the account.

Account Groups

You can group accounts into account groups, for example by team or role. Follow these steps to create a group and add accounts:

1. Go to Settings → Accounts → Account Groups
2. Click Create Account Group
3. A pop-up window will appear
4. Enter the name of the account group
5. Select the accounts you want to add to the group
6. Click Save to create the account group

Accounts and Activation

• When a user creates a new account, it is initially set to inactive.
• The account becomes active only after the user confirms it via a PIN code sent by email.
• While the account is inactive, the user cannot log in.
• However, an inactive account may still receive emails such as reservation confirmations. This means the email address works, but the account has not yet been verified.

Activation via Password Reset

• If the PIN code is not received or has expired, the user can request a password reset.
• The password reset email contains a new PIN code that can still activate the account.

Roles and Permissions

• Only administrators can manually set accounts to active.
• Locations cannot do this themselves.

Why No Notification for Non-Existent Accounts?

When a user requests a password for a non-existent account, no email is sent and no notification is displayed that the account does not exist.

This is intentional for security reasons: if we did display such messages, malicious users could use the reset function to check whether an email address is registered. This is known as account enumeration and is a security risk.

VAT (Value Added Tax) is a tax added to services like hotel bookings. Below you’ll find how it works:

• Standard rate: Most bookings include the regular VAT rate applied to room rental.
• Reduced rate: A lower VAT rate may apply to certain services such as food and beverages.
• Zero rate: In exceptional cases, no VAT is applied to the booking.

Setting VAT rates in the system

To define which VAT rates may be used in the application, follow the steps below:

1. Go to settings:
   Navigate to Settings → VAT Rates
2. Edit a VAT rate:
   1. Select an existing VAT rate to edit
   2. Set the correct percentage, for example:
      1. 21% for standard rate
      2. 9% for reduced rate
   1. Click Save to apply the changes

By following these steps, you ensure that the correct VAT rates are properly applied to all your rooms and additional services.

This section provides an overview of the current hosts assigned to the location. You can add, edit, or delete a host, and also adjust their activity status. Please note: only one host can be active per location at a time.

To gain better insight into where your leads are coming from, you can use this section to add, manage, and visually distinguish lead sources. This helps you organize and analyze your sales and booking channels.

Add a new lead source

Follow the steps below to create a new lead source:

1. Click + Add at the top right of the screen
2. Enter the name of the lead source (e.g., Phone)
3. (Optional) Add an external code if you want to link this source to other systems
4. Choose a color to visually distinguish the source in overviews
5. Click Save to store the lead source

The Services section includes various support features designed to help you manage, maintain, and optimize your digital systems and tools. These services ensure that your technology remains reliable, secure, and efficient. Whether you’re an individual user or working within an organization, the services are aimed at keeping your systems up-to-date and stable—so you can focus on what truly matters.

The search widget is a functional element you can integrate into your digital platform (such as a website or reservation page). It allows users to enter search queries without needing to navigate to a separate search page.

Benefits of a search widget:

• Ease of use: Users can quickly and intuitively find information
• Improved user experience: Navigation becomes easier as specific content is directly accessible
• Customizable: The search widget can be tailored to specific content types and aligned with your branding
• Efficiency: Relevant results are displayed instantly, saving the user time

The search widget offers visitors a fast and accessible way to find information, contributing to a professional and user-friendly online environment.

Creating a new booking widget

Follow the steps below:

1. Click the + Add tab at the top right of the screen
2. Enter the required information
3. Click Save to create the widget

Edit widget:
When you click the edit icon, the widget’s detail page opens. Here, you can adjust the settings as needed.

After making changes, click Save again to save the widget’s settings.

Webhook Configuration

With webhooks, you can automatically notify external systems about events occurring on the platform. This enables integrations with other tools and systems, without needing to manually request data.

What is a webhook?

A webhook is an automated message sent to a predefined URL when a specific event occurs (such as a new reservation or updated profile). The system sends the data automatically as soon as the event happens – in real time, with no delay.

How to use webhooks?

Follow the steps below to create a webhook:

1. Go to Webhook Configuration
2. Click the Create Webhook button

In the screen above, you configure when and where the webhook should send data.

Basic Configuration

• Type: Choose the event type (e.g., reservation, invoice).
• URL: Enter the URL of the receiving endpoint.
• Method: Select the method of sending (usually POST).

Headers (optional)

• Add headers if required, such as:
  • Name: Content-Type
  • Value: application/json
• Click Add to save the header.

Click Create to save the webhook.