Reservations - Bookable Amenities

The Reservations module lets community staff set up shared spaces and resources as bookable amenities. Residents can then book time slots from the Concierge or Wellness cube, while staff get a single calendar view of all bookings across the community.

To have bookable amenities activated in your community, contact your Customer Experience Manager.

Table of Contents

1. Understanding the reservations calendar
2. Creating a bookable amenity item in Concierge or Wellness
3. Configuring reservation settings
4. Setting booking rules and availability
5. How residents make a reservation
6. Managing incoming reservation requests

1. Understanding the reservations calendar

Navigate to Reservations → Calendar in the left-hand menu.

The calendar gives a real-time overview of all bookable amenities and their current reservations.

Key controls:

Each row in the calendar represents one bookable space (for example, a meeting room or a tennis court). Confirmed bookings appear as labeled color blocks showing the resident's name.

Booking from the calendar

Click an empty slot to open a request form with the amenity and time already filled in, or start from a blank request form. Then complete the form:

1. For whom: search by name or residence. Check Only residents to limit the search to residents.
2. Details: choose the amenity. The list is grouped by category, and you can search it.
3. When: set the start date and time and the end date and time, or check All day to reserve one or more full days.
4. Extra: use the Note field for anything the team needs to prepare, such as room setup, catering, or access instructions. If the amenity has parameters, they show here too. A multi select parameter shows as checkboxes (for example, Equipment with Rackets and Balls). A single select parameter shows as a dropdown (for example, Breakfast with Include Breakfast or No breakfast).
5. Click Request.

Note: If you try to book a slot that is already taken, the system shows the error: "The amenity has already been reserved for the selected moment." Choose a different time or amenity. Residents cannot book a taken slot either.

Important: A booking made directly in Reservations is not linked to a Concierge or Wellness item, so it cannot be charged. If a booking needs a charge, create it through Concierge or Wellness instead (see section 6).

All staff can view the reservations calendar. Only admins and general staff can create or update reservations.

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2. Creating a bookable amenity item in Concierge or Wellness

Bookable amenities are set up in two places. First, the amenity itself is created in Reservations → Settings. Then a Concierge or Wellness item is linked to it. The item is what residents see and book.

Before you start: set up your amenities

Reservations → Settings has three tabs:

Steps:

1. Create subcategories on the Categories tab. Click Add category, enter a name, and choose the parent category it belongs to. To add a top-level category, contact your project manager or Cubigo support. Group together the amenities that should be checked for availability on one screen, and keep names clear and consistent.
2. Create amenities on the Amenities tab. Enter a name, choose a category, and set the Capacity: the maximum number of bookings allowed in the same time slot.
3. Create parameters (optional) on the Parameters tab. Use them for standard choices, such as room setup or equipment, instead of typing them into a note.
   • Name the parameter and choose how it is displayed: Multi select to allow several options, or Single select for one.
   • Link it to one or more amenities.
   • Add each option with a label and, if useful, a description.
   • Turn on Visible on grid to show the parameter in the Reservations → Requests list.
   • Selected options show on the reservation details and can be used to filter the Reservations → Requests list.

Note: Parameters are available only when staff book in Reservations. Residents cannot select them when booking through Concierge or Wellness. To collect details from residents, use the item's Questions field (see section 4).

Create the Concierge or Wellness item

Each item controls what residents see and how they can book. Link an item to an amenity only when residents should book a space through it, or when the booking needs a charge.

1. Go to Concierge → Items (or Wellness → Items) in the left-hand menu.
2. Click Add (top right of the items list), or open an existing item.
3. Fill in the item details:
   • Image: upload a photo of the space (optional but recommended).
   • Status: set to Published to make it visible to residents, or Draft to configure it first.
   • Category: select the Concierge or Wellness category this item belongs to.
   • Title: the name residents will see.
   • Description: optional context about the space.
4. Check Link item to amenity to connect the item to an amenity in Reservations.
5. In the Amenities section that appears, use the Select amenity field to choose one amenity, several amenities, or a whole category. If you link a category, residents can book any amenity in it.

If an amenity is later removed from Reservations, its link on the item stops working. Update the item when your amenities change.

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3. Configuring reservation settings

Once an amenity is linked, a Reservation settings section appears below. These settings control how time slots are structured.

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4. Setting booking rules and availability

Booking rules control the notice period and booking horizon.

These rules are shown to residents when they book. They apply only to resident bookings: staff booking on a resident's behalf can override the minimum and maximum book-ahead.

Booking rules are set on the item, not on the amenity. The same amenity can have different rules depending on which item it is booked through.

Booking availability lets you define which days and times the item is open for bookings.

• Toggle each day on or off using the toggle switch.
• Days that are toggled on default to Full day available. Click Set service hours to restrict bookings to specific times (for example, Monday 8:00 AM to 11:00 AM).
• Use + Add availability to add a second time window on the same day.
• Days toggled off show as Not available and cannot be booked.

You can also set:

• Optional start and end dates for when the item can be booked.
• Availability dates and hours to open the item on specific dates, including days outside normal service hours.
• Closure dates and hours to block the item on specific dates and times.

Additional settings at the bottom of the form:

Click Save when done. The item is now bookable if its status is Published, and its bookings appear on the reservations calendar.

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5. How residents make a reservation

Residents book through the Concierge or Wellness cube in the Community app or on the web. The app guides them through each step:

1. They open Concierge or Wellness and select the item. If the item has a price, it shows under the item name (for example, $10.00 / 30 minutes).
2. The item shows its booking rules at the top (for example, Must be booked at least 2 hours in advance and Cannot be booked more than 14 days in advance).
3. They choose the day.
4. They choose the amenity, if the item is linked to more than one. Otherwise it is filled in.
5. They choose a start time. Only available times are listed, and each shows how long can be booked from then (for example, 6:00 PM (up to 2 hours)).
6. They choose how long. The app shows when the reservation ends and, for a paid item, the Total to pay.
7. They answer any questions and add a special request, if the item allows it.
8. They click Add to go to the order summary, which shows the item, date, and total cost, then click Confirm order to submit.

Residents cannot skip steps or type in their own times. The amenity is reserved as soon as the resident confirms, so staff do not need to do anything to hold the time. The request then appears in the Concierge or Wellness Requests list for staff to action, and the booking appears on the reservations calendar.

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6. Managing incoming reservation requests

All reservation requests, whether submitted by residents or created by staff, are visible in two places:

• Concierge → Requests (or Wellness → Requests): full list view with columns for client, contact, request date, item (with the linked amenity shown under it), category, when, billable item, price, comments, and status. Use filters and the date range picker to narrow results, and the Action dropdown to change a request's status. Click Add request (top right) to create a request on behalf of a resident. The flow is the same as the resident's, but staff can override the minimum and maximum book-ahead. Staff can also book from the Staff app. Use this route whenever a booking needs a charge.
• Reservations → Requests: a reservations-focused list showing amenity, category, status, selected parameter options, start and end time, and requester. Filter by amenity, category, status, or parameter. You can confirm or cancel reservations in bulk, and export the list to PDF or Excel for shift handovers, checklists, or reports. The export follows the filters and sorting you have applied.

Editing a reservation

Click a reservation in the calendar or in Reservations → Requests to open its details. You can change almost everything, including time, parameter options, note, and status. Availability is checked as you edit, so changes cannot create a double booking. The request ID, creator, and creation time cannot be changed. A reservation made through Concierge or Wellness links to its request, and the request links back.

Request statuses

New requests come in as Requested. In the Concierge → Requests or Wellness → Requests grid, use the Action dropdown to move a request to In preparation, Confirmed, In progress, Ready, Done, or Canceled.

• Done: for a billable item, this is when the charge is added to the resident's charges. Mark the request Done in the Concierge → Requests or Wellness → Requests grid.
• Canceled: also cancels the linked reservation (see Cancellations below).

Staff can update the status, add comments, or remove a request from either view.

Charges

• Charging is optional and uses the item's price, either fixed or per block of time.
• Residents see the Total to pay before they click Add.
• The charge reaches the resident's charges only when the request is marked Done in the Concierge → Requests or Wellness → Requests grid.
• Bookings made directly in Reservations cannot be charged.
• If your community uses wallet credits for Concierge or Wellness, residents can pay from their wallet.

Cancellations

• Canceling the Concierge or Wellness request also cancels the reservation, and the amenity becomes available again.
• Canceling the reservation in Reservations also cancels the linked request.
• If a canceled request had a paid charge, staff are prompted to refund it, with an option to do so right away.

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Related articles

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