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Product guide

How room booking works with Beaver Book

A short guide with real screens, for the two people who use it: the person booking a room, and the admin running the rooms.

Booking

For people booking a room

  1. Find the room

    The booking site lists every room under its floor, with its photo, how many people it holds, and today's availability at a glance. Tap a room to book it.

    The room directory on a phone

  2. Choose a day, a length and a start time

    The calendar shows the days with availability. Choose how long you need, then one of the start times that fit. Every time is in the building's time zone. Need it every week? Repeat the booking and conflicting dates are shown first.

    Start times for a room on a phone

  3. Tell them who you are

    Your name, email and whatever else the building asks. No account and no password.

    The booking form on a phone

  4. Get your confirmation

    You see your booking straight away, and get an email with a calendar file. If the room needs approval, you hear back as soon as it's decided.

    The booking confirmation on a phone

Change or cancel yourself

The email has a private link: move the booking to another time or cancel it, without calling anyone.

Admins

For admins

    • Rooms and floors

      Add floors and rooms with photos, capacity, features and directions. Choose the lengths people can book and the one that's preselected.

    • Opening hours and closures

      Set each room's weekly hours. Add closures for holidays or maintenance, for one room or the whole building.

  2. Approvals

    Each room either confirms at once or waits for you. Requests arrive by email with Approve and Decline, and on the Requests screen. A weekly series is decided in one go.

    demo.beaverbook.ca
    The requests list in the admin

  3. The schedule

    See every room side by side, day by day or a week at a time. Open any booking, and download bookings as a spreadsheet.

    demo.beaverbook.ca
    The week schedule of every room

    • Room codes

      Give a room a code, and only people who have it can see its calendar and book it. Change the code whenever you like.

    • Your website

      Link to your booking site, add a button, or show the booking pages inside your own website.

    • Your team

      Invite people as owners, admins or viewers. Viewers see the schedule without people's contact details. Owners always sign in with two steps, and everyone else can turn it on.

  5. Form questions

    Decide which questions people answer: phone, number of people, what the booking is for, and your own questions, including choice lists. A preview shows the form as people see it.

    demo.beaverbook.ca
    The booking form editor with its preview

  6. Emails

    Confirmations, reminders and calendar invites go out in your name and your colours, from your own address if you have one. Add your own lines to each email.

    demo.beaverbook.ca
    A request email as the person receives it

  7. Branding

    Your logo, colour, building photo and introduction, with a live preview before you save.

    demo.beaverbook.ca
    The Name and look settings with a live preview

Start free trial

Start your 30-day free trial, or book a room in the live demo first.

Start free trialTry the demo