⚠️ Important Note: To learn more about Online Booking Enhancements including Flexible Online Booking, visit our article below:
📝 Overview
Online Booking Enhancements (also known as Flexible Online Booking) allow customers to book and rent your Event Types through the Customer Portal. Once your database is updated, regardless of whether you are offering online booking or not, Event Types and Resources pages will have visual changes.
This article walks you through what's changing in the interface and covers setup steps to prepare if you plan to offer online rentals. If you're not using online rentals right now, you can review the interface changes to get familiar with the updates, or skip to the sections relevant to you.
👥 Who This Affects
This update reaches your account whether or not you offer online booking. Here's what that means for you:
Click the arrow to learn who this affects
Click the arrow to learn who this affects
You plan to offer online rentals. Follow the full setup below to prepare Event Types, Resources, and Booking Options so you can launch the moment access is enabled.
You don't plan to offer online rentals. You'll still see updated UI on the Event Types and Resources pages, which will have a new Online Rental Settings section. You don't need to do anything, but the section below explains what's new so nothing catches you off guard.
🆕 What's New for Everyone (UI Changes)
Once the update is enabled, a couple of the Admin pages get a refreshed look and a new section. Here's what you'll see:
Click the arrow to see what's changing in your admin
Click the arrow to see what's changing in your admin
What you'll notice:
Event Types, Resources, and Booking Options pages have updated layouts.
A new Online Rental Settings section appears on Event Types and Resources.
Do you need to act? If you're not utilizing the Online Booking add-on, no action is needed. Your existing workflows will be unaffected. The only impact to you is a visual update and optional new functionality you can adopt later if you decide to use online booking down the road.
💡 Tip: If you decide to offer online booking down the road, the setup steps below are all you'll need.
🎪 Event Types
Event Types are the categories customers will see when making a rental selection in the Customer Portal. Get these set up before the feature launches.
To access Event Types, type "Event Types" in the global search box or hover over Calendar and select Event Types.
Click the arrow to view the steps to prepare your Event Types
Click the arrow to view the steps to prepare your Event Types
You can complete these steps now:
Create or update any Event Types you plan to make rentable.
Once the feature is enabled, you'll mark them as Rentable in the admin side.
Add a Name.
Customers will see this immediately in the Customer Portal booking workflow.
Link a Custom Form if you want customers to answer questions during checkout.
Note: Custom forms are not available for Request Only online booking.
Upload an Image to help customers quickly identify what they're booking.
For broad categories (e.g., "Birthday Parties"), use a general image.
For specific spaces (e.g., "Pavilion Rentals"), use a photo of that space.
In the Booking Manager Settings section, enable the toggle for "Enable Booking Manager and Invoicing."
Other settings in this section are optional.
✍️ Note: The following steps become available once the Online Booking Enhancements feature is enabled for your account.
In the Online Rental Settings section, toggle on "Enable Online Bookings/Rentals."
Enter a Display Name if you want customers to see something different from the Event Type name.
Add a Description with any information customers should know when making their selection (optional).
✍️ Note: Not offering online rentals? Leave "Enable Online Bookings/Rentals" off. This section is optional.
💡 Tip: For a complete walkthrough of creating and managing Event Types, see our Event Types (Early Access) article below:
🏢 Resources
Resources are the physical spaces or items customers can rent (pavilions, athletic fields, equipment, etc.). Prepare your Resources now so they're ready when the feature launches.
To access Resources, type "Resources" in the global search box or click the Calendar drop-down and select Resources.
Click the arrow to view the steps to prepare your Resources
Click the arrow to view the steps to prepare your Resources
You can complete these steps now:
Create or update any Resources you plan to rent out.
Set the Booking Option to one that permits online booking.
Assign a Resource Contact.
This is required to make the Resource available for online bookings.
The Resource Contact is the staff member responsible for managing this Resource.
Note: This setting is located under the Member App Settings tab.
Upload an Image if you'd like customers to see the space in the Customer Portal.
Note: This setting is located under the Member App Settings tab.
Add Amenities if you want customers to view or filter by them in the Customer Portal.
These can be configured now and will automatically carry over once the feature is enabled.
✍️ Note: The following steps become available once the Online Booking Enhancements feature is enabled for your account.
In the Online Rental Settings section, toggle on "Enable Online Bookings/Rentals."
Assign the desired Event Types that you want the Resource to use when booked.
✍️ Note: Not offering online rentals? Leave "Enable Online Bookings/Rentals" off. The Resource still works as it always has for internal booking.
💡 Tip: For a complete walkthrough of creating and managing Resources, see our Resources (Early Access) article below:
📋 Booking Options
Booking Options determine how customers interact with your rentals, including days and times of availability. The Booking Options page layout remains the same. Configure these now to be ready at launch if you plan to offer online rentals.
To access Booking Options, type "Booking Options" in the global search box or click the Calendar drop-down and select Booking Options.
Click the arrow to view the steps to prepare your Booking Options
Click the arrow to view the steps to prepare your Booking Options
Create or update any Booking Options you plan to connect to rentable Resources.
Navigate to the Date Ranges tab & confirm at least one range covers the period you want customers to book.
Open each Availability and verify:
Start & end times are correct.
Block sizes are correct (minimum 15 minutes).
The linked Product under Fees has both Online & Active checked.
Navigate to the Settings tab.
Set the Online Booking setting to one of the following:
Visible Only
Request Only
Request Only (hide price)
Book & Request
Book Only
✍️ Note: Not offering online rentals? Leave this set to Disabled. Your Booking Options continue to work for internal booking as before.
Set the Booking Option to Active.
💡 Tip: For a complete guide to setting up and managing Booking Options, visit the see our Booking Manager Admin Setup article below:
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
I'm not offering online booking. Do I need to change anything?
Click the arrow to see the answer
Click the arrow to see the answer
No. You'll see updated page layouts and a new Online Rental Settings section, but you don't have to touch it. Leave the "Enable Online Bookings/Rentals" toggles off and the Booking Options' Online Booking setting Disabled. Your existing internal booking and invoicing workflows continue to work exactly as before. The new functionality is there if you ever want to adopt it.
What settings are absolutely required for online bookings to work?
Click the arrow to see the answer
Click the arrow to see the answer
For customers to book online, all of the following must be enabled:
Event Types: Enable Booking Manager and Online Bookings/Rentals toggle in Online Rental Settings
Resources: Assign a Resource Contact and toggle on Enable Online Bookings/Rentals in Online Rental Settings; assign the desired Event Types
Booking Options: Assign a Booking Option that has Online Booking set to anything other than Disabled to the Resource, & ensure the linked Product has both Online & Active checked
All three components working together enable the online booking workflow to function properly.
Why isn't my Event Type showing up in the Customer Portal for booking?
Click the arrow to see the answer
Click the arrow to see the answer
If your Event Type is not appearing as a booking option in the Customer Portal, verify the following:
Booking Manager toggle is enabled for the Event Type
Online Bookings/Rentals is toggled on in the Online Rental Settings section
At least one Resource is assigned the Event Type in its Online Rental Settings
The Resource has a Resource Contact assigned
The Resource is linked to a Booking Option that is Active & has Online Bookings enabled (set to Visible Only, Request Only, Request Only (hide price), Book & Request, or Book Only)
The Booking Option's linked Product is set to both Online & Active
Why can customers see the Event Type but can't complete a booking?
Click the arrow to see the answer
Click the arrow to see the answer
If the Event Type appears but customers encounter errors during checkout, check:
The Booking Option assigned to the Resource is set to Active
The Booking Option has at least one Date Range that covers the dates customers are trying to book
Within that Date Range, the Availability has correct Start & End times
The block sizes in Availability are set to at least 15 minutes (the minimum)
The Product linked under Fees in the Availability has both Online & Active toggled on
If any of these are missing or incorrect, customers won't be able to complete their bookings.
Can I prepare everything now, or do I need to wait for the feature to be enabled?
Click the arrow to see the answer
Click the arrow to see the answer
You can begin preparing your Event Types and Resources now by completing the steps listed under "You can complete these steps now." This includes:
Creating Event Types with Names, Images, & Custom Forms
Enabling Booking Manager Settings for Event Types
Creating & configuring Resources with Booking Options (set to anything other than Disabled), Images, Resource Contacts, & Amenities assigned
However, the Online Rental Settings sections will not appear in your interface until the feature flag is enabled for your account. Once enabled, you can immediately complete the remaining steps & launch online bookings for your customers.
💬 Contact Us
Still have questions about Online Booking Enhancements or need personalized guidance? Contact us through our live chat option at the bottom right of this article or schedule a call with our team.