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Creating Bookings
How do I create a booking on behalf of a user?
How do I create a booking on behalf of a user?

As an admin, learn how to make bookings on behalf of your users or guests/visitors through the admin dashboard

Sarah L. avatar
Written by Sarah L.
Updated over a week ago

As an administrator, you can make room bookings on behalf of users from within the web dashboard. This includes being able to create bookings for one-off users / non-users and charge them immediately.

Creating a booking

  1. Select Schedule from the left-hand menu

  2. To the left of the calendar, click Create. Alternatively, you can click and drag on the calendar to create a booking and specify the desired duration

  3. Select a booking time and resource

  4. Enter the user's name or email, or Add a new user on the spot

  5. Enter a booking title and any notes

  6. Under 'Payment options' you can choose to 'Use allowance' to charge to an available plan allowance or collect a 'Single payment' and add to the user's invoice on the billing date after the booking end time, or Invoice due today

  7. Once you're done, click Save

  8. The user will receive an email notifying them of the booking and any applicable charges

Note: If creating a booking for a brand new user you are registering them as a user in your Optix account. They'll receive an email welcoming them to download your app, where they can register their account, review their invoices, etc. If you prefer for them not to be able to access the app, you can change their user status to inactive once you have charged them.

Note: Even if the payment option is set to ‘Invoice due today’, there will be a 3-hour waiting period after invoices are created, and a 1-hour waiting period after each consecutive change to the invoice.

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