An online booking system for rooms and studios

What a booking system for rooms does

A room is booked by the hour, not by the appointment. A booking system for rooms shows only the times that can really be booked, lets the client pick their own start and end inside your opening hours, takes the payment and refuses a second booking for the same time, also when two people try at once.

In Ruumio every booking lands in one admin calendar, sends a confirmation e-mail with a calendar invite and a reminder before it starts, and shows up on your phone as a notification. The parts below each have a page of their own.

• A booking calendar with rules per room
• Your own website with booking built in, or a widget for the site you have
• Card payments to your studio's Stripe account
• Invoices and credit notes with VAT
• Guest bookings and booking links
• Calendar sync, languages and door codes

A calendar that keeps your rules

Each room has its own opening hours, time step, shortest and longest booking, how far ahead it can be booked, a cancellation deadline and a buffer before and after every booking. Closures block one room or all of them for a day or a few hours.

Regulars book a weekly series in one go, and dates already taken are skipped. Booking questions ask what you need to know, such as how many people are coming, capped at the room's capacity. Extras like a sound engineer are priced per hour or per booking and can wait for your approval on the weekdays you choose. You book for anyone from the admin, also outside the rules.

Booking on your own website

Every studio gets a website with a page builder and design templates: home page, content pages, About and Contact, with free times and booking right on the page, on a Ruumio address or your own domain.

If you already have a website, the booking widget puts your calendar on it. Search engines get each page's title, description and sitemap from the start.

Guests, members and booking links

If you allow it, guests book with their name and e-mail and no account: a paid time is paid at once, a free one is confirmed through a link in an e-mail. Members have an account with their bookings, invoices and messages to the studio, and you decide who can join: anyone, people you approve or only those you invite.

A booking link is a page with only your booking calendar, to share in a message or on social media. A one-off link holds a time you picked for one person until a deadline, and they finish the booking with their own details.

Card payments and invoices

Clients pay by card when they book, straight into your studio's own Stripe account. The time is held while they pay and freed if they don't. Rooms can have peak and off-peak rates and block prices for a half or a whole day, and the system works out each booking's price from them.

Cancellations are refunded by your policy: in full before a deadline, a share after it. Every payment gets an invoice and every refund a credit note, with VAT, and companies that book often can get one invoice a month.

Prepaid hours for regulars

Member plans give hours per room every month and renew on your Stripe account. Hour packs are spent minute by minute at booking, gift cards and discount codes come off the price on their own, and a cancellation gives the matching share of hours back.

Calendars, languages and the door

Members, rooms and the studio each get an iCal link for Google, Apple or Outlook Calendar, and an outside calendar can be read for a room every 15 minutes, so time booked elsewhere stays blocked.

The website, booking pages and e-mails can be offered in 26 languages, each with its own address; you translate your own texts in the admin. With the UniFi Access add-on every booking gets its own door PIN that works only during the booking, so clients let themselves in.

Questions