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Booking Resources

Once a resource is set up and has a public booking link, anyone with the link can make a reservation. PrimeCal also lets staff and editors create reservations directly from the internal reservation board. This page covers both paths.

Path 1: Self-Service via the Public Booking Page​

This is the route customers and team members use — no PrimeCal login required.

What the Customer Sees​

  1. The customer opens the public booking link (e.g. https://your-primecal-url/public-booking/{token}).
  2. The booking page loads and shows:
    • The organisation name and language selector (choose English, Hungarian, German, or French before proceeding)
    • The available service/resource type
    • A date picker to choose the booking date
    • Time slots based on the resource's operating hours and availability
  3. The customer selects a date and an available time slot.
  4. The booking details form collects customer information. By default this is: name, phone, and email. Depending on how the resource type is configured, there may be additional fields.
  5. The customer reviews the booking summary (service, resource, slot, duration, and price if applicable).
  6. The customer confirms the booking:
    • Free booking: confirms immediately.
    • Optional payment: confirms immediately, with a "Pay now" option available afterward.
    • Payment required: proceeds to Stripe checkout before the booking is confirmed.

Booking States​

After submitting, the customer sees one of these states:

StateWhat it means
ConfirmedBooking is complete, slot is reserved
Payment pendingCustomer needs to complete Stripe checkout
Canceled / FailedSomething went wrong — the customer can retry without starting over

See Managing Bookings for the full customer journey, including what happens after payment.

Language Support​

The public booking page is available in English, Hungarian, German, and French. The language selector is in the page header. Customers can switch language before they start filling in details.

Path 2: Internal Reservation Board (Staff and Editors)​

Logged-in staff with the Member, Editor, or Admin role can create reservations directly inside PrimeCal.

  1. Go to Reservations in the sidebar.
  2. The Reservations tab shows the reservation board — existing reservations listed by time and resource.
  3. Click + New Reservation (or drag on an empty slot in the board view if that's available in your workspace layout).
  4. The reservation dialog opens. Fill in:
    • Customer information (name, phone, email)
    • Resource type (the service category)
    • Resource (the specific item — or leave as "Any available" and PrimeCal picks the best match)
    • Date and time
    • Duration (if the resource type allows flexible duration)
  5. Save the reservation.

Auto-Allocation​

If you leave the Resource field set to "Any available resource", PrimeCal automatically selects the best available resource of that type for the requested time. This is useful when you have multiple interchangeable resources (e.g. three identical meeting rooms) and do not care which one gets assigned.

Grouped Reservations​

If a booking involves multiple time slots — for example, a training camp with sessions on Tuesday and Thursday — you can build a grouped reservation from a single dialog:

  1. Open the reservation dialog.
  2. Add the first slot card (service, time, resource or "any available").
  3. Add another slot card for the second session.
  4. Save once to create the entire group together.

To cancel a grouped reservation, find any slot in the group and choose Cancel group. All slots in the group are canceled together. To edit or view just one slot, use the standard single-reservation actions.

Capacity and Child Lanes​

If a resource has a capacity greater than 1, PrimeCal maintains child lanes — one per capacity slot. On the reservation board and week calendar, each child lane appears as its own row. When a customer books, they are assigned to a specific child lane (the first available one). Staff can see exactly which lanes are occupied at a glance.

The Private "Reservation" Calendar​

Every registered PrimeCal user has a private calendar named Reservation created automatically. When a user makes or receives a reservation, PrimeCal mirrors that event to this private calendar. This means:

  • You can see your upcoming reservations in your regular calendar week view alongside your own events.
  • The Reservation calendar events are read-only reflections — edit or cancel the reservation through the Reservations panel, not by deleting the calendar event directly.

Account Seeding for New Customers​

If a customer uses the public booking page with an email address that is not yet a PrimeCal account, PrimeCal can create a minimal customer profile for them automatically. After the booking, they may see a prompt to complete account setup using that same email address to claim their profile and see their booking history in PrimeCal.

Example: Noah Books the Late Gym Court​

Noah (noah_time) gets the public booking link for the "Late Gym — Main Court" from Justin. He opens it on his phone, sees that Friday at 5 PM is available, and selects it. He enters his name, phone number, and email. The booking is free, so it confirms immediately. He gets a summary page showing his booking. The next week he opens the same link again and sees that the Friday 5 PM slot is taken — someone else got there first — so he picks 6 PM instead.

Meanwhile, Justin can see both reservations in the internal reservation board and knows exactly who has the court and when.