Resource Booking

Book a room, desk or piece of equipment for a time, with a team admin's approval where the resource needs it.

Resource Booking lists the rooms, desks, spaces and equipment that Personal or a team shares. Everyone in the team can book a time, and Magpie checks the resource's hours, its rules and every other booking before saving. Each resource either confirms bookings straight away or holds them as requests for a team admin.

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What is booked

The Resource Booking page lists the resources you can book, with their type, location and whether bookings need approval. Under Coming up it lists every upcoming booking in Personal or the team, with times in your own time zone.

Other people's bookings
Each shows its time, its resource and Busy. A booking's title and notes are seen only by the person who made it and by team admins, who also see who booked.
A resource's page
Its booking rules, open hours and taken times, in the resource's time zone. Choose other dates to see the bookings and closures in another period.
My Bookings
Your upcoming bookings first, then your past, cancelled and declined ones, each with its status.

Book a time

Choose Book beside a resource. The booking page shows the resource's open hours, the times already taken and its booking instructions, such as where to collect the key.

  1. Enter the time

    A start and an end in the resource's time zone, with an optional What it is for and notes.

  2. Magpie checks the rules

    The open hours, the shortest and longest booking, the start and end steps, the notice needed, how far ahead it can be booked, setup and cleanup time, unavailable times and the state of a linked asset. A time that breaks a rule is refused with the reason.

  3. No overlapping bookings

    Confirmed bookings and requests awaiting approval both make their time busy, including the setup and cleanup time around them, so no two bookings can hold the same time.

  4. Confirmed or requested

    On a resource set to Confirmed automatically, the booking is confirmed when it is saved. On one that needs approval, the button reads Request booking and the booking waits as Awaiting approval.

Approval by a team admin

Members who can edit resources set each one's Bookings detail to Confirmed automatically or Need an admin's approval. A desk can confirm bookings at once while a van or a studio waits for a decision.

When other people's requests are waiting, the Resource Booking page tells team admins how many and links to Requests. Requests lists each one with its time, resource, title and who asked, with Approve and Decline; the same buttons are on the booking's own page.

Approving checks the time against the resource's rules, unavailable times and other bookings again, so a request that no longer fits cannot be approved. A request a team admin made has to be approved by another team admin.

The person who asked sees the decision as the booking's status on My Bookings: Confirmed or Declined. Magpie does not send an email about it.

Change or cancel a booking

A booking's page shows its status, time, resource and history. Its title and notes are changed by clicking them.

Change time
Moves the booking to another time, or to another resource. The new time is checked like a new booking.
Approval again
On a resource that needs approval, a moved booking waits for approval again, unless a different team admin moved a booking that was already confirmed.
Cancel
Releases the time for other people. It is in the booking's More menu and beside each upcoming booking on My Bookings.
Whose bookings
Everyone can change and cancel their own bookings, and team admins can change and cancel anyone's. Cancelled, declined and finished bookings are kept as they are and cannot be changed.

Resources reserved by Appointments

A service in Appointments can require a resource, such as a treatment room. Each customer appointment for it will reserve the resource, and the reservation makes that time busy in Resource Booking. It is changed or cancelled from its appointment, so the customer's time, the Calendar event and the resource stay together.

The assistant on the Dashboard can find the bookings you made in a team, with their times and status.

Who can book, and plans

Resources belong to Personal or a team, and everyone in the team can see them and book them. Members with edit access add resources and set their hours and rules; team admins approve requests and see Reports.

Resource Booking is on every plan.

Book your first room.

Create a Magpie account, open Resource Booking and add a room, desk or piece of equipment to book.

Create account