How Do I Set Up Instant Book?
Instant book is an add-on service* that maximizes your events calendar with minimal effort by letting guests book events online, anytime - complete with a deposit or card on file. Instant Book syncs with your Gather calendar and lets you manage room availability and pricing with ultimate flexibility.
Instant Book requires some set up before it can be published, including: event duration, time in advance, furthest out, deposit, policies, and room availabilities. Navigate to https://app.gatherhere.com/locations, select a location, and then select the “Instant Book” tab.
(Numbers above correspond with ordered list below)
The dots next to each section will be red (needs to be completed), green (completed), or grey (not necessary) to indicate if set up is needed. When all required sections are green, the Publish button will become available.
1. Instant Book Setup
Address - pulled from the location, cannot be edited in Instant Book
Photo - pulled from the location but is currently required for Instant Book to publish - will be removed in a future iteration
Duration - choose 1, 2, 3, or 4 hours that a guest can book the room
Time in Advance - choose from 2 hours up to 14 days from today that booking is available to a guest
Furthest Out - choose 30, 60, or 90 days as the furthest date a guest can select to instantly book
Blackout Dates - select specific dates guests cannot book
Deposit - a card on file is always required, but a deposit is optional; choose no deposit or a percentage of the estimated total charges as a deposit
Policy - choose a policy from templates to apply to Instant Book
2. Default Owner
Set a default owner to whom all Instant Books for that location will be assigned
3. Room Availability, Minimums, & Charges
For each room at a location, determine the room charge, the availability by day of the week and a minimum per day of the week.
- Each day of the week can have a specified availability for whatever times the venue wants to offer. Each day can also have a minimum, great for offering rooms at a higher or lower price per day of the week.
When each section is set up, the Instant Book page can be published by clicking the green “Publish” button in the top right:
Watch the video tutorial of Instant Book below!
For more information on how to configure each Instant Book field, click HERE .
Interested in seeing how Instant Book works? Check out the guest experience with Instant Book HERE .
*Note: Instant Book is an add-on service that is offered for an additional fee.