Getting started

Quick start in 5 steps

1. Create resources

Resources are the rentable items you offer for online booking—e.g. workstations, rooms, sports facilities, or vehicles.

Create a resource – Create your first resource under Resources with title, description, and image.
Define opening hours – Under Opening hours, specify when your resources are available.

2. Set up customers and staff

Define which customers or staff may book online and which staff (users) should handle administrative tasks.

Create a customer group – Under Customers, create at least one customer group (e.g. “Clubs”, “Schools”, “External”).
Create or invite customers – Add customers manually or invite them by email.
Create users – Administrative staff (users) get access to the backend and can be set up under Users & roles.

3. Configure widgets

Offer your customers booking widgets. The booking platform is the central hub for all booking widgets.

Create a widget – Under Platform / Widgets, create a booking widget (e.g. calendar booking).
Configure the platform – Under Settings > Platform / Widgets, set up logo, description, and access permissions.

4. Create a season

Before you create bookings, we recommend creating a season. Seasons define booking periods (e.g. “Winter season 2026/27” or “Full year 2026”) and offer important benefits:

Holidays & school breaks are excluded automatically—you do not need to adjust every booking individually.
Copy to the following year – All season bookings can be carried over to the next year with one click.
Clear management – All recurring bookings are grouped and can be edited or cancelled together.

Under Resources > [Resource] > Seasons, create a season with start/end date, then add bookings within the season. For more details, see Seasons.

5. Create your first booking

You are ready to go—both your backend users and your customers on the platform can create bookings.

As a user: Create a booking directly in the Calendar.
As a customer: Customers book via the booking platform or an embedded widget on your website.

Next steps: customizing

Once the basic setup is in place, you can tailor Locaboo to your needs:

Area	Description	Documentation
Logo & branding	Your own logo and colours for the platform	Settings > General
Email texts	Customise automated emails	Settings > Emails
Tariffs & prices	Prices per resource and customer group	Tariffs
Invoices	Number ranges, backgrounds, sending	Settings > Invoice
Availability	Booking rights per customer group	Availability
Booking rules	Lead/lag times, booking lengths	Booking rules
Tax	VAT rates and tax rules	Settings > Tax management

Advanced requirements

For more complex scenarios, additional features are available:

Feature	Description	Documentation
Approval processes	Multi-step approval workflows	Settings > Approval processes
Blocked times & holidays	Closures and special rules	Holidays & blocked times
Season planning	Different settings per season	Seasons
Resource dependencies	Resources bookable only together	Resource dependencies
Custom fields	Additional fields for bookings	Settings > Custom fields
Inventory & services	Extra equipment and services	Inventory & services
Integrations	Connection to external systems	Settings > Integrations
Add-ons	Extended features (events, contracts, …)	Add-ons

Overview of main areas

Area	Description
Dashboard	Home page with an overview of upcoming bookings and tasks.
Calendar	Create, edit, and manage bookings in the calendar.
Bookings	All bookings and booking requests in list form.
Customers	Manage customers and customer groups.
Billing	Invoices, quotes, and payments.
Communication	Emails, reminders, and damage reports.
Statistics	Reports on utilisation, revenue, and bookings.
Resources	Resources, opening hours, availability, and tariffs.
Platform & widgets	Booking platform and widgets for customers.
Settings	All system-wide settings.