Frequently asked questions

• General
• Users & Roles
• Resources
• Bookings
• Invoices
• List views
• Platform & Widgets
• Taxes & Finance
• Import & Export
• Calendar & Views
• Integrations
• Contracts & Documents
• Check-In & Hall book
• Cancellation
• Tariffs & prices
• Seasons
• Custom fields
• Miscellaneous

General

What are the benefits of a second Locaboo account for different use cases and departments within a municipality?

Based on our experience with other customers, a second account can make sense. Reasons include:

• Separate customer databases for different user groups, including communication logs.
• Dedicated booking platforms for different use cases.
• Separate billing and contract databases to meet different legal and organisational requirements.
• Different invoice and contract backgrounds or senders to keep responsibilities clear.
• Customisable default settings and logos for different companies or departments within your organisation.

Structuring work across multiple accounts can be especially helpful when you have different departments, data protection requirements, usability needs, and distinct use cases. It also allows clearer separation when you have different invoice senders, email delivery, and when applying different terms and privacy policies.

What is Ayunis, and what does it mean for me?

Ayunis is the company behind Locaboo. For you as a user, nothing changes—Locaboo remains your familiar booking platform with the same features and support.

Where is Locaboo hosted?

Locaboo is hosted exclusively in data centres in Germany. All data is stored and processed in Germany.

Is Locaboo GDPR-compliant?

Yes. Locaboo meets the requirements of the EU General Data Protection Regulation (GDPR). For more information, see Privacy.

Does Locaboo meet GoBD requirements?

Yes. Locaboo supports the German principles for the proper management and retention of books, records, and documents in electronic form (GoBD).

Is a certification required for cash register operation / cash register audits?

Locaboo is not a cash register system within the meaning of the German Cash Register Security Ordinance (KassenSichV). Invoices and documents created in Locaboo serve documentation purposes, not direct cash register operation. Whether certification is required depends on your individual tax requirements.

Does Locaboo support the German Accessibility Strengthening Act (BFSG)?

Locaboo continuously works to improve accessibility. For the current status, contact Locaboo support.

How accessible is Locaboo?

Locaboo follows WCAG guidelines and continuously improves the accessibility of the platform.

Users & Roles

What is the difference between Manager, User, and Customer?

Role	Description
Manager	The main administrator of the account with full permissions.
User	Staff who manage operations with configurable permissions. They can create bookings, manage customers, and—depending on the role—access different areas.
Customer	External people or organisations who book via the booking platform. They have limited access (platform and customer account only).

For more information, see Users & roles.

How can I change my login credentials?

Go to Profile > Login & security. There you can change your email address and password. Details are under Profile settings.

What is the password policy?

Locaboo enforces the following password requirements:

• At least 8 characters
• At least one uppercase letter, one lowercase letter, and one digit
• Special characters are recommended

How can I change the Manager?

The Manager account can be changed via Locaboo support. Contact support@locaboo.com and specify the new Manager.

Resources

What is the difference between resources and resource parts?

Type	Description
Resource	A standalone rentable object (e.g. a “triple sports hall”).
Resource part	Part of a resource that can be booked separately (e.g. “Hall third 1”, “Hall third 2”, “Hall third 3” of a triple sports hall).

Resource parts can be booked individually or together. Use Dependencies to define which parts can be booked together or separately.

How do I create a new resource?

Under Resources, click Add and fill in the required fields (title, and optionally description and image). Details are under Manage resources.

How can I change the order of resources?

In the resource overview you can change the order by drag and drop. The order affects how resources appear in the calendar and on the booking platform.

Bookings

Where do I find a booking’s ID (booking ID)?

You can find the booking ID in the booking sidebar in the details section. It is also shown in email notifications and in the booking list.

How can I notify caretakers, cleaning staff, or other employees about bookings?

Use notification settings to send staff automatic emails for new bookings, changes, or cancellations. Alternatively, export the calendar as ICS and subscribe to it in external calendars (Outlook, Google).

Can I open a booking directly using the booking ID?

Yes. Use the URL https://app.locaboo.com/dashboard/calendar?booking=BOOKING_ID and replace BOOKING_ID with the corresponding ID.

Why are bookings only possible in 15-minute steps?

The booking interval is set under Settings > Calendar via Time selection steps. Adjust the value (e.g. to 5 minutes) to allow finer time slots.

Why don’t colleagues see draft bookings in the calendar?

Visibility of draft and cancelled bookings is a personal calendar setting. Each user must enable Draft/option via the three-dot menu (⋮) at the top right in the Calendar.

Can I allow parallel bookings without conflicts?

Yes. The conflict manager can be disabled per resource. You’ll find the setting under Resources > [Resource] > Settings. Useful, for example, for co-working spaces or multi-purpose rooms with several simultaneous uses.

What does the status “Confirmed by customer” mean?

This status appears when you edit a booking request and send the changed details to the customer for confirmation. After the customer accepts the changes, the status switches to “Confirmed by customer”.

Why are bookings with status “Draft” not shown on the platform?

Bookings with status Draft/option or Conflict are not shown on the booking platform. If a season is still in “Planning” status, all related bookings are stored as drafts.

Can I still allow booking requests despite blocked times?

Yes. Under Settings > Booking, enable Allow booking request on conflict for customers in the widget. Alternatively, use the request form widget, which does not run a conflict check.

Invoices

How can I download my invoice?

Under Billing > Invoices you can download individual invoices as PDF. Customers can download their invoices in the customer account under Invoices.

How can I change my invoice details?

Go to Profile > Personal details and update your address data. For customers, invoice data is taken from the customer profile.

Can I edit an approved invoice?

No. Approved (released) invoices can no longer be edited. Instead, create a cancellation invoice and then a new invoice.

How can I rename the label “Invoice” flexibly?

Under Settings > Invoice > Advanced settings you can change the document label (e.g. to “Fee notice” or “Cost reimbursement”).

I have questions about my invoice. Who do I contact?

For invoice questions, please contact your responsible administration or the Locaboo Manager in your organisation.

Why does the invoice show €0.00?

Common causes:

• No tariff is set for the combination of customer group and resource.
• The Disable prices option is enabled under Settings > Booking.
• It is a time card booking (these automatically produce a €0 invoice).

Can I create invoices with an amount of €0?

Yes. Under Settings > Invoice > Advanced settings, enable Allow zero-amount billing.

Can deleted invoices be restored?

Deleted invoices cannot be restored by users. Locaboo support can help with recovery.

How does horizontal vs. vertical tax calculation work?

• Horizontal: Tax is calculated per line item and rounded to two decimal places. With many line items this can lead to minimal rounding differences.
• Vertical: Tax is calculated on the total (net) amount.

You change the calculation method under Settings > Tax management.

List views

How can I change or add columns in list views?

In all list views (bookings, customers, invoices) you can use the column icon (top right) to choose which columns are shown. Columns can be reordered by drag and drop.

How can I sort or search in list views?

Click a column header to sort by that column. Use the search field to find specific entries. Filters let you narrow down the data shown.

Platform & Widgets

Why does the iframe widget not work in Safari?

Safari blocks third-party cookies in iframes by default. That can prevent login in the embedded widget from working. Possible approaches:

• Ask customers to use the platform URL directly instead of the iframe
• Provide the widget URL as a direct link on the website
• Inform customers that they can disable “Prevent cross-site tracking” in Safari settings

What hardware is required for digital signage?

For display widgets (resource display, foyer display) we recommend:

• A current web browser (Chrome, Edge, or Firefox)
• A stable internet connection
• A screen with at least Full HD resolution (1920×1080)
• For touchscreens: a capacitive touch panel

Why do customers see an error on the booking platform?

Make sure a default customer group is configured. Visitors who are not logged in receive the permissions of the default customer group. Without a default customer group, errors can occur. If needed, create a “Guest” group with limited rights and set it as the default.

How do I update the terms URL in the booking widget?

Under Settings > Platform and widgets > Legal information you can change the links to terms, privacy policy, and cancellation policy at any time.

Why are bookings in cart status not shown?

If a booking was created on the platform but not completed (e.g. payment was cancelled), it stays in cart status. These bookings do not appear in the calendar. Check the booking status in the booking list.

Taxes & Finance

VAT law for municipalities (Section 2b German VAT Act)

Locaboo supports the requirements of Section 2b of the German VAT Act (UStG) for municipal facilities. Via tax rules you can configure differentiated tax rates per customer group and resource.

How can I set file references / finance numbers / cost centres / reference numbers?

Use custom fields for bookings to collect additional reference numbers. For assignment to cost centres, general ledger accounts, and budget items, use the Finance interfaces add-on.

Import & Export

CSV file: umlauts or special characters are corrupted (export to Excel)

If umlauts display incorrectly after CSV export, the issue is character encoding. To fix it:

1. Open Excel and choose Data > From text/CSV.
2. Select the CSV file.
3. Set File origin to UTF-8.
4. Click Load.

CSV file cannot be imported

Make sure:

• The file is saved in UTF-8 format
• The delimiter is correct (semicolon or comma, depending on settings)
• The column headers match the expected field names
• There are no special characters in file names or paths

Calendar & Views

Why don’t calendar colours match customer group colours?

Colours in the calendar can come from several sources:

• Customer group colour: The default colour assigned to the customer group.
• Manual colour: Bookings can be given an individual colour manually, which overrides the customer group colour.
• Resource colour: Depending on the calendar view, the resource can determine the colour.

If bookings show a different colour than expected, the colour was probably changed manually on the booking or on the customer. Check the colour setting in the booking sidebar under General.

How do I print an occupancy schedule?

Locaboo does not offer a direct print function for the calendar because the layout varies by screen size. Alternatives:

• List view: Switch to the booking list and filter by resource and period. This view can be printed from the browser or exported as CSV.
• iCal export: Export the calendar as an iCal feed and use an external app (Outlook, Google Calendar) for printing.
• CSV export: Under Settings > Import/Export > Billing you can export booking data as CSV and process it in Excel.

How can I save a calendar view?

Use filter templates (favourites) in the calendar. Set the desired view (resources, period, row height) and save it via the star icon. Next time, simply select the favourite.

Can I subscribe to the calendar as an iCal feed in Outlook or Google?

Yes. Via the export button in the calendar you can download an iCal file or copy the iCal link and subscribe in Outlook, Google Calendar, or other calendar apps. Synchronisation is not real-time and may take some time.

How can I customise booking information in the calendar tile?

Booking information shown in the calendar is configured under widget settings Display > Public booking data. For the internal view, booking title, customer name, and resource are shown by default.

Integrations

Does Locaboo support Outlook 365 calendar integration?

Locaboo supports integration with Office 365 Outlook Cloud. The on-premises version of MS Exchange is not currently supported. Required permissions: openid, profile, offline_access, user.read, mailboxsettings.read, and calendars.readwrite.

How does the ePayBL integration work?

Locaboo supports ePayBL for online payments. Booking references can be configured globally. Requests with subsequent online payment or invoice payment can be processed via ePayBL.

How do I set up the DATEV interface?

The DATEV interface is available as an add-on and can be tested free of charge for 14 days. After activation you will find the tab under Settings > Import/Export. More details are in our Help Center under the DATEV section.

How do I export invoice data to my finance system (H&H, AKDB, Infoma)?

Locaboo supports export to various municipal finance systems via the Finance interfaces add-on. The typical flow:

1. Enable the Finance interfaces add-on under Add-ons.
2. Under Settings > Invoice > Finance settings, configure the required fields (booking reference, general ledger account, cost centre).
3. Export invoice data under Settings > Import/Export in the appropriate format.
4. Import the export file into your finance system (e.g. H&H, AKDB, Infoma).

We recommend creating a test export first and importing it on a test system before going live.

Contracts & Documents

How do I create a contract directly from a booking?

1. Open the desired booking in the calendar.
2. In the booking sidebar, go to the Contract tab.
3. Click Create contract.
4. Select a contract template (if available).
5. Booking data (resource, period, customer) is filled in automatically.
6. Adjust the contract if needed and click Save.

The contract is linked to the booking and can be sent as PDF. Under the General tab on the contract you can also link further bookings.

Can I use a custom background for contracts?

Yes. A separate PDF background can be stored for contracts. Invoices and quotes share the same background.

How do I assign several bookings to one contract?

When editing the contract, on the General tab you can assign all desired bookings to the contract at the top right.

Check-In & Hall book

How do I set up digital check-in with QR codes?

Digital check-in replaces physical hall books. To set it up:

1. Go to Resources > [Resource] > Check-in and enable check-in.
2. Locaboo generates a QR code per resource that can be posted on site.
3. Users scan the QR code and confirm their attendance.

Optional settings:

• Set a lead time (e.g. check-in only possible from 1 hour before the booking starts)
• Enable GPS check (200 m radius) so check-in is only possible on site
• Ask for custom fields at check-in (e.g. number of people)

The QR code stays the same per resource long term and does not need to be renewed.

Can I collect additional information at check-in?

Yes. Via custom fields you can capture additional data at check-in, e.g. actual participant count or confirmation of hall rules. These fields appear in the check-in dialog and are stored on the booking.

How does GPS check at check-in work?

When GPS check is enabled, Locaboo verifies the user’s location at check-in. Check-in is only possible if the user is within a radius of about 200 metres of the stored resource location. Prerequisite: the resource location must be stored correctly under Resources > [Resource] > General > Location.

Cancellation

How do I configure cancellation fees per resource and customer group?

Cancellation fees are configured under Settings > Booking. You can differentiate rules by time of cancellation, e.g.:

• More than 48 hours before the event: free of charge
• Less than 48 hours: 50% cancellation fee
• On the day of the event: 100% cancellation fee

Cancellation fees can be configured differently per resource and customer group and are calculated and invoiced automatically when a booking is cancelled.

Can customers cancel bookings themselves?

Yes, if you have enabled customer cancellation in the booking settings. Customers can then cancel their own bookings via their customer account on the booking platform. Configured cancellation deadlines and fees apply automatically.

How do I cancel individual dates from a series booking?

In a series booking (e.g. within a season) you can cancel individual instances without ending the whole series. Open the booking in the calendar, select the relevant date, and change its status to Cancelled. The remaining dates in the series stay unchanged.

Tariffs & prices

How do I set different tariffs for youth and adult groups?

There are two ways to differentiate by age within a customer group:

Option 1: Separate customer groups
Create separate customer groups (e.g. “Clubs – youth” and “Clubs – adults”) and store separate tariffs per group.

Option 2: Custom fields with tariff restrictions
Create a custom field as a required selection (e.g. “Type of use” with options “Youth training” and “Adult training”). On the tariff you can set under Restrictions that the tariff only applies when the field has a certain value. The customer then selects the type of use when booking, and the matching tariff is applied automatically.

Can I set tiered prices or stepped tariffs?

Yes. In the tariff edit dialog you can switch Price mode to Tiered price. That lets you define different prices by booking duration—for example first hour €10, each additional hour €8.

How can I limit a tariff in time (only on certain weekdays or times)?

When creating or editing a tariff you can set Weekdays for which days the tariff applies (e.g. Mon–Fri only). Using Date (from/to) and Time (from/to) you can further limit the tariff to certain periods or times of day. Priority controls which tariff takes precedence if several tariffs overlap.

Seasons

How do I copy a season to the following year?

1. Go to Resources > [Resource] > Seasons.
2. For the desired season, click Copy.
3. The dialog suggests date ranges for the following year automatically (based on the stored holiday calendar).
4. Enable Copy season bookings so all bookings from the season are included.
5. Click Save.

The copied season is created in Planning status. All related bookings initially have Draft status and only become visible on the platform after release.

Should I keep or delete past season bookings?

Past seasons should not be deleted, as they serve as documentation and as the basis for copying to the following year. With the copy function you can carry the existing season structure into the next year easily. Deleted seasons cannot be restored.

What happens with public holidays and school breaks for season bookings?

Season bookings automatically exclude all periods marked as blocked time on the Public holidays tab (school holidays, public holidays, custom blocks). Before creating a season, check that the holiday calendar under Resources > [Resource] > Public holidays is correct and up to date. More details under Holidays & blocked times.

Custom fields

How do I configure custom fields for booking requests?

Under Settings > Custom fields you can create additional fields for bookings. For each field you define:

• Type: Text field, dropdown, checkbox, number, date
• Required: Whether the field must be filled in
• Visibility: Whether the field is internal only or also visible to customers in the widget
• Assignment: Which resources and customer groups the field applies to

What are practical examples of custom fields?

Common real-world uses:

• “Type of use” (dropdown: training, competition, event)—for tariff control
• “Participant group” (dropdown: children/youth, adults)—for different prices within one customer group
• “Expected headcount” (number)—for capacity planning
• “Hall rules accepted” (checkbox, required)—confirmation at booking
• “Event with admission fees” (checkbox)—for additional charges
• “File reference / reference number” (text)—for municipal reference

Custom fields can be combined with tariff restrictions to apply the correct tariff automatically.

Can custom fields be shown at check-in?

Yes. Custom fields configured for check-in appear in the check-in dialog. For example, you can record the actual participant count at check-in or obtain a confirmation of use.

Miscellaneous

Enable the Locaboo app in WebUntis (for schools)

To integrate Locaboo with WebUntis, contact Locaboo support. Activation is coordinated with your school IT. More information under Settings > Integrations.

Can I use my own mail server for sending?

Yes. Under Settings > Emails > Email configuration you can store your own SMTP server. Without this configuration, Locaboo sends emails via no-reply@mails.locaboo.com.

Where is the API documentation?

You can find the API documentation at app.locaboo.com/api-reference.html.

Can I get a backup of my data?

Locaboo creates automatic daily backups (rolling 7 days) and monthly backups retained for 10 years. Contact support if you need assistance.

Can one email address be used for several customer accounts?

No. An email address can only be used once as a login in Locaboo. If a person should book for several customers (e.g. privately and for a club), add the person as a contact on the club customer record.

What happens if a customer does not respond to the invitation?

The invitation stays active. The customer can set their password and log in at any time via the link in the invitation email. If needed, you can revoke the invitation and send it again.

How do I convert a guest account into a full customer account?

Guest customers can be converted to regular customer accounts in customer management via the edit function. Add the missing data and invite the customer to the platform.

Can customers choose their customer group during registration?

Yes, if the option Allow selection in booking widget is enabled on the customer group. Otherwise new customers are assigned to the default customer group automatically.