The Drop-In Booking Form lets you share bookable resources on your website so external users can browse availability, answer intake questions, and complete a drop-in booking. You can share the Drop-In Booking Form as an embedded form, a pop-up, or a direct link.
Using the Drop-In Booking Form can help you:
Let website visitors book drop-in resources without contacting your team
Collect user details before a booking is made
Offer online payment during the booking flow through Stripe
Share bookable rooms directly on your website or through a booking link
Create a smoother self-serve booking experience for prospective users
How to enable the Drop-In Booking Form
How to enable the Drop-In Booking Form
Click Settings from the left-hand menu, followed by Forms, and then Drop-in booking.
This feature should be enabled by default. If it's not currently enabled, on the right-hand side of the screen under Using this feature, select Enable Feature.
How to Customize the Drop-In Booking Form
How to Customize the Drop-In Booking Form
Under Options you can add a title for your drop-in booking form, as well as your cancellation policy.
Scroll down to Resources to select which rooms you'd like to be available for drop-in booking.
Note: If you are unable to switch a room on/off, it will be because the resource is not set to be bookable by the hour and/or that it's bookable by administrators only. Click on the 3-dot icon next to the resource and select Resource Settings to go to the resource settings and update this under Booking.To customize the look of your drop-in booking form, you can go to Settings > Form > Forms overview> Customize Theme. Changes made here will affect both your onboarding and your drop-in booking forms. More on that here.
How to collect questions from drop-in users
How to collect questions from drop-in users
To create and enable the list of questions:
From Settings > Forms > Drop-in bookings, scroll down to the bottom under 'Included fields' to click Go To User Properties OR navigate to Settings > User settings > User properties.
Optional: You can create a separate property group for your Drop-in booking web form. Click here to learn more.
Create your questions via User properties
Scroll to the bottom of the user property under 'Drop-in form', and select either Optional or Required based on your preference.
How to share the Drop-In Booking Form
How to share the Drop-In Booking Form
Scroll to Embed and specify how you would like the form to display on your website (pop up, embed, or via a link)
Click Get the Embed Code/Link to generate an export of the code or link that can be added to your website.
When exporting the code, you first have to select how you want the drop-in booking form to display on your website.
Embed will allow you to have the booking form integrated onto one of your existing web pages.
Pop-up will allow you to have users click a button to open a modal that displays over the top of a webpage.
Link will give you the URL to which you can connect a \"Book\" button (or something similar) to open the drop-in booking form on a separate page.
How to add the Drop-In Booking Form to your website
How to add the Drop-In Booking Form to your website
Note: Your website must be SSL enabled (https) in order to accept payments through this feature. If you are not sure if your website meets these requirements, please contact your web developer or website hosting service.
In Step 3 - Sharing Your Form or Link, you will have generated an export of code or your link. This needs to be added to your website in order to complete the process of integrating drop-in booking with your website.
If you are unfamiliar with how to edit your website, it is recommended that you work directly with your web developer on how best to integrate this functionality on your site. If you don't currently have a web developer available to you, we recommend using the link option. The link to book directly from your website will be in the format: yoursubdomain.optixapp.com/book.
How to set up manual payments for drop-in bookings via Stripe Checkout
How to set up manual payments for drop-in bookings via Stripe Checkout
Your drop-in booking form uses Stripe to process online payments.
If you'd like to offer additional payment methods such as iDEAL, Apple Pay, and other local payment options, you can enable Stripe Checkout for your drop-in bookings. Drop-in bookings support Stripe manual payment methods when using Stripe Manual Payments.
FAQs
FAQs
Can I choose which resources appear in the Drop-In Booking Form?
Yes. In Settings > Forms > Drop-in booking, scroll to Resources and choose which rooms you want to make available for drop-in booking.
Why can't I turn a resource on or off in the Drop-In Booking Form?
If you cannot enable or disable a resource, it is usually because the resource:
is not set to be bookable by the hour
is bookable by administrators only
To update this, click the three-dot icon next to the resource, select Resource Settings, and review the settings under Booking Policy.
Can I customize the title and cancellation policy in the Drop-In Booking Form?
Yes. Under Options, you can add a title for the Drop-In Booking Form and update the cancellation policy shown to users.
Can I collect custom questions from drop-in users?
Yes. You can create questions using User properties and choose whether each question is Optional or Required for the Drop-In Booking Form.
How are non-specific resources shown in the Drop-in Booking Form?
Note: Using non-specific resources in the Drop-in Booking Form is especially helpful if you're selling a "Day Pass" / pay-as-you-go experience (for example, a single "Hot Desk / Day Pass" option). Instead of making users choose a specific resource or using the app, keeping the booking flow fast and simple for pay-as-you-go users.
If a resource type is set up for non-specific bookings, the Drop-in Booking Form will display it the same way users see it in the Optix app: resources are grouped together by that resource type (for example, "Hot Desk"), rather than showing every individual desk as a separate option. When a booking is created, Optix will assign an available resource from that group based on availability and your booking rules.
Troubleshooting
Troubleshooting
I can't enable the Drop-In Booking Form
Go to Settings > Forms > Drop-in booking and check whether the feature is enabled under Using this feature. If it is disabled, click Enable Feature.
A resource is not available in the Drop-In Booking Form
Check the resource settings. A resource may not be available if it:
is not bookable by the hour
is bookable by administrators only
To review the settings, click the three-dot icon next to the resource and select Resource Settings.
I can't change the design of only the Drop-In Booking Form
The current draft says that changes made in Settings > Forms > Widgets overview > Customize Theme affect both the onboarding form and the Drop-In Booking Form.
My custom questions are not appearing in the Drop-In Booking Form
Go to Settings > User settings > User properties and check that the user property is enabled for the Drop-in form section. Then confirm that it is set to Optional or Required.
I'm not sure whether to use Embed, Pop-up, or Link
Use:
Embed if you want the booking experience directly on an existing webpage
Pop-up if you want users to open the booking flow from a button
Link if you want the simplest setup and do not want to edit website code
Looking to share specific resources, resource types, locations, dates or time via your website? Check out the advanced embed options here!