Studio and room management software

One system instead of five tools

A studio that rents rooms usually keeps a booking calendar, a payment link, a list of regulars, an invoicing program and a website, and moves the same booking through all of them by hand. In Ruumio they are one system: a booking made on your site lands in the calendar at once, is paid by card, gets its invoice and, for a member, uses their plan hours.

The admin opens on an overview: the bookings of the coming week, people waiting to join, open messages and requests. New bookings, cancellations and approval requests also appear as notices while the admin is open, and on your phone.

• Booking calendar with your rules
• Card payments, invoices and credit notes
• Members, monthly plans, hour packs and gift cards
• Your own website with booking built in
• Roles for the team and jobs for staff
• Door codes for unstaffed hours (add-on)

Rooms and bookings

Each room has its own opening hours, time step, shortest and longest booking, how far ahead it can be booked and until when it can be cancelled. Buffers keep time free between bookings, closures block a room or the whole studio, and rooms in different places are grouped by location with their own address.

Clients choose their own start and end time inside those rules. Regulars book a weekly series in one go, guests can book without an account if you allow it, and a booking with an extra that needs your approval waits for you. You book for anyone from the admin calendar, also outside the rules.

Prices, payments and invoices

Card payments go to your own Stripe account at the moment of booking: a time is held only while the client pays, and freed if they don't. Rooms can have peak and off-peak rates and block prices such as a half or a whole day, and extras are priced per hour or per booking.

Every paid booking gets an invoice, and every refund a credit note against it. Cancellations follow your policy: a full refund until the limit you set, a share after it, plan hours and pack minutes given back the same way. Companies can book on account and receive one invoice a month.

Members and regulars

Members have their own account with their bookings, invoices and messages to the studio. You can sell monthly plans with hours per room, hour packs and gift cards, and give discount codes; the price of each booking takes them into account on its own.

After a booking, clients can be asked for a review, which you can show on your website. You decide who can become a member: anyone, people you approve, or only those you invite.

Your website, in your clients' languages

Every studio gets its own website with a page builder and templates: rooms, prices, free times and booking on the same pages, on a Ruumio address or your own domain. The site, the booking pages and the e-mails can be offered in many languages, and a booking widget puts your calendar on a site you already have.

The team, reports and your data

Roles decide what each person in the team can open: an owner, administrators, a receptionist who handles bookings but not money, staff who see the jobs assigned to them. Reports show a period's bookings, booked hours, how full each room was and the income, with CSV exports for your accountant.

Admins can turn on two-factor login, and the studio can require it. Your data stays yours: the studio's data can be exported in one file, and a member's data exported or erased when they ask. Ruumio runs on servers in Germany and is operated by an Estonian company.

Questions