Welcome to BookSpot! 🎉

As a “Coordinator” you have access to view, create, edit, and delete bookings. You can also take payments, issue refunds and access the Availability Calendar, where changes to product schedules can be made — for example, moving a start time, changing maximum capacity, or blocking a start time.

Here is a guide with everything you need to know to manage bookings smoothly in BookSpot.

Account Settings

BookSpot’s back office is available in Swedish, English, and Norwegian. If you want to change the language for your user account, it will only change the language for you/your account, not for the entire facility.

Click here to read how to change the language for your account.

Create a Booking or Check Availability

You create a booking by clicking “+ New Booking”, for example in the left-hand menu. There you can also check if the product is available by seeing whether the product, date, and time you want can be booked.

Add the product to the booking, or check available times by clicking the plus icon to the right.
Choose booking length, date, and start time.
Select price category and quantity.
Click “Complete Booking” to go to customer details, or “+ Add & book more” to add more products.
Enter contact details — either your own or the end customer’s information.
Payment: You can send a payment link or register a payment manually. Click “Pay later” if the booking hasn’t been paid yet.

The Manifest

In the Manifest, you get a detailed overview of the day’s bookings. From here you can manage bookings and keep track of the number of seats or spots available for each time slot.

Check redeemed QR codes during ticket check-in.
Scan QR codes – here you can scan the QR codes customers receive in their booking confirmation (if the facility you manage uses this feature -read more here).
Export bookings – here you can export bookings to an Excel file (read more here).
Print today’s manifest.

Inventory during the day

In this table, you can see the number of seats/products available each hour. For example, if the maximum capacity is 10, but 4 kayaks are booked at 11:00, then only 6 remain available until 13:00, when all 4 kayaks are returned.

You can also view a list of the day’s bookings. Click on the customer’s name to open their customer card in order to manage the booking, or mark it as started or completed.

Calendar View

In the calendar view, as a Coordinator, you get an overview of upcoming bookings further into the future.

Here you can read more about the calendar view.

Please note that as an Coordinator, you don’t have access to all settings and filters in the calendar view.

The Booking Card

Each booking has a “Booking Card” from which it is managed. On a customer’s booking card, you can see what they have booked and update their customer details.

The “Payment” section:

Receipt language: If you create a booking as an admin, or wish to change the language of a booking (for example, to send the booking confirmation in English), you can change the language here.
Message history: Here you can see all messages that have been sent or are scheduled to be sent, either to the customer or internally.
Gift cards: As an Operator+, you can issue refunds in the form of gift cards - read more here.

Payment history:

Here you can see the payments made by the customer related to the booking. As an Operator+, you can also process refunds by clicking the orange refund icon - read more here.
“+ New Payment”: Here you can register a new payment or send a payment link to the customer - read more here.
Receipt: From here, you send the booking confirmation to the customer - read more here.

Please note! The booking confirmation/receipt is always sent automatically when a customer makes a booking themselves.

When staff create a booking, in most cases you will need to manually send out a receipt/booking confirmation after the booking has been created.

Check with a manager to see what applies in your case.

The “Booked Products” section:

Click on the booked time to move a booking to a new time - read more here.
By clicking the three dots on the right-hand side, you can add new products to the booking - read more here.

Timeline:

Here you can see all changes made to the booking since it was created.

Delete booking:

At the bottom, there is a “delete” button where, as an Operator+, you can remove the booking - read more here.

⚠️ Important: For cancellations, you need to process a refund before deleting the booking if the customer has already paid.

If you are unsure, always check with the person responsible for the facility before making changes.

Search for bookings

By clicking the magnifying glass in the left-hand menu, you can search for bookings. You can search by booking ID, as well as by the customer’s first name or surname.

Availability

In the left-hand menu of BookSpot, you’ll find Availability. This section gives you a quick and easy overview of your products’ scheduled start times, availability, and capacity.

This is the hub for managing all scheduling of your products in one place.

Adjust Capacity

By clicking on a specific start time for a product and selecting Edit Capacity, you can adjust the number of bookable spots for that particular start time.

Block a Start Time

If you need to cancel a departure or close off a start time — for example due to bad weather or staff illness — you can block it. To do so, click on the start time > Block Start Time.

You’ll then be able to choose whether to block just that specific start time or all start times up to a selected date.

Note: Blocking a start time only prevents new bookings for that specific time — bookings can still be made that span across the blocked start time.

If you want to fully block a time period so that no bookings can span across it, we recommend creating a block booking instead.

Blocking a start time will not affect any existing bookings for that time. If you want to move or cancel existing bookings, you’ll need to do so manually.

You can also send a mass message to all bookings on that start time to inform them of the changes.

Bulk Actions

By clicking on Bulk Actions, you can select multiple days, start times, and products at once to adjust capacity, block start times or remove existing blocks.

Edit Schedule

From the Availability view, you can also update the schedules of your products.

Note: If you adjust the capacity of a start time that belongs to a product with automatically generated start times, the capacity for all start times for that product on that day will be affected.

Edit Start Time Details

Here’s what you can customise when editing a start time:

Title: Add an internal label for the start time (e.g., a specific vehicle or guide assigned). This is only visible to admins and also appears in the calendar view.
Booked: Shows how many bookings are currently assigned to that start time.
Status: Displays how many spots are available, how many are booked, and how many are occupying the time due to bookings starting earlier but extending into this time.
Book: A shortcut to quickly create a new booking for a customer at this specific start time.
Change capacity: Here you can adjust the number of bookable spots for the start time (this includes existing bookings at that time).
Block start time: Here you can cancel/block the start time.
Move start time: Here you can move the start time with or without existing bookings (read more here).
Staff: Assign staff/users to the start time – great for assigning instructors, guides, or drivers. This will also appear in the calendar view.
Description: Add an internal note, e.g. “Don’t forget to refuel the van”. This will appear in the calendar view as well.
Public Description: Add a customer-facing message for this start time. This will appear in a blue info box during the booking process.

When you click on a start time, you’ll see the Manifest for that time slot. You can also choose to view bookings whose durations extend across the selected start time.

Some users prefer managing bookings directly from the Availability view to mark bookings as started or completed.

QR-scanning

If you have QR scanning enabled, you can also check in your customers using your mobile device directly from the Availability view by clicking the QR icon () in the top right corner. Click here to learn more about QR-scanning.

Do you have any questions?

Don’t hesitate to get in touch with our support team – the easiest way to reach them is via the chat bubble in the bottom right corner when you’re logged in to BookSpot. 🎉

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Availability

Introduction for users with the role 'Operator' or 'Operator+'

Introduction for users with the role 'Agent/Reseller'

Introduction for users with the role 'Admin'