A booking calendar that follows your rules

Clients pick the time, you set the frame

Each room has its own opening hours per weekday. A period can also have start and end dates, so summer hours or a temporary evening schedule don't need to be remembered and switched by hand. Inside those hours clients choose a start and an end time themselves instead of picking from fixed slots.

The rules are set per room: the time step (15, 30 or 60 minutes), the shortest and longest booking, how many days ahead the calendar is open and how many hours before the start a client can still cancel. Clients only see times they can actually book, and a booking that breaks a rule is refused with a clear message.

• Opening hours per room and weekday
• Time step, minimum and maximum length
• Booking horizon in days
• Cancellation limit in hours before the start

Buffers and closures

A buffer keeps minutes free before and after every booking, for setting up, cleaning or airing the room. Members and guests can't book into it; you can still book back to back yourself when you want to. The buffer isn't charged.

Closures block a room, or all rooms at once, for a whole day or for certain hours: holidays, maintenance, a private event. You can add a reason, which bookers see in the calendar.

Regulars, guests and bookings you make yourself

A weekly band rehearsal or a show recorded every other week is booked as a recurring series in one go. Ruumio skips the dates that are already taken and sends one summary e-mail with a single calendar file. Members can repeat bookings in rooms that are free for them; you can set up a series for anyone in any room.

If you allow it, guests book with their name and e-mail and no account. A paid time is paid at once; a free time is confirmed through a link in an e-mail. You also choose who can become a member: anyone, people you approve, or only those you invite.

From the admin calendar you book for any member, also outside opening hours, over closures or back to back. Your own bookings aren't charged. Nobody, admins included, can book a time that has already started.

Questions, capacity and equipment

Ask what you need to know before people arrive: what they are recording, how many are coming, whether they need help with the equipment. A question can be free text, a number, a choice from your options, yes or no, or the number of people, and it can be required and limited to certain rooms.

Each room can show its capacity and equipment. The number of people a booker gives can't exceed the room's capacity. You see the answers with the booking, in the bookings list and in every booking e-mail.

Bookings that wait for your approval

When a booking includes an extra that needs approval (always, or only on the weekdays you choose), it waits for you instead of being confirmed at once. The time stays reserved meanwhile. You approve or decline it, with a note if you like; a request nobody answers is declined when its start time arrives.

Confirmations, reminders and phone notifications

Every booking and cancellation sends an e-mail with a calendar invite. Before the booking starts, the client gets a reminder as many hours ahead as you choose (up to a week), or none if you turn it off.

Ruumio also works on the phone like an app: add it to the home screen, no app store needed. The studio is notified of new bookings, cancellations and approval requests; members get their confirmations and reminders. Every member and the studio also get a calendar link, so bookings show up in Google, Apple or Outlook calendars.

Questions