How to use the Asset Booking feature

The asset booking feature allows customers to book out any type of asset for a fee that is dependant on how long the asset is used for.

The asset booking feature can be used by an organiser to book:

  • Buildings
  • Meeting rooms
  • Hot desks
  • Conference rooms
  • Equipment
  • Or anything else that needs a booking system

As this feature is built on top of our event ticketing platform (although there are a few differences such as pricing structure), all other functionality you get from our ticketing platform will work with the asset booking functionality.

This means that the owner of the assets available to book can:

  • Refund and cancel orders
  • Embed their asset booking page into their own website using a widget
  • See the list of people who have rented the asset in a convenient CSV
  • Manage orders
  • Accept payments by invoice
  • Apply discount codes
  • Include memberships
  • And so much more!

The asset management button can be found in the “Utilities” menu in the left-hand sidebar from the dashboard. Then use the “Create New Asset” button to begin.

When creating an asset booking page, the experience will be very similar to creating an event but with some notable differences:

  • Some options are missing - you can’t set the event category, use tickets or use the reserve/waiting list.
  • You can set the “type” of asset that is available and this will change the wording when the asset is referenced

When setting the dates that the asset is available, you can add dates in bulk by clicking “add time slots in bulk” under the date entry fields. This is a new feature to make adding time slots and dates easier and more efficient.

When continuing the creation of the asset booking, the venue search can be used as it would when creating an event, along with adding a description.

There is a “payment options” section to allow customers to pay by invoice or not. Please get in touch with our support team if you wish to have Pay By Invoice added to your asset booking.

Unlike our event platform where the pricing is based on tickets, the pricing is set by the amount of time being booked in and how much it will cost is specified by the asset’s owner.

For example:

  • A 30-minute time slot will be charged £6
  • A 1 hour time slot will be charged for £10

This is how the prices can be set when an asset is booked for a time slot.

When a customer places a booking for a specified time slot, the price is calculated to give the customer the cheapest possible rate for longer amounts of time.

As an example using the rates above:

A 2.5 hour time slot will be calculated as (2 x 1 hour) + (1 x 30-minute) slot = £25 rather than 5 x 30-minute slots = £30.

Please note that the rates being paid are subject to a booking fee that will be worked out using the same pricing structure as our fees on tickets.

At the end of the asset creation page, images can be added along with any terms and conditions, privacy policies and refund policies.

You can now save the asset as a draft, live and private or live and public.

When a customer is booking a time slot, they will be able to see all available time slots throughout the date parameters that they have set and then continue to select the time slots they wish to book.

Once a customer is happy with their selection and clicks “checkout”, they will continue through the purchasing process as if buying a ticket, although they will not be asked to provide a “ticket holder name” for each time slot that is being booked if more than 1 is selected.

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