Thank you for choosing AllBooked by Skedda! We’re incredibly excited to support your organization. Thousands of venues use AllBooked to save admin time, grow revenue, and create a seamless booking experience for their customers — and we know you’ll have a great experience too.
This guide walks you through everything you need to do to set up your account. While it might look like a lot of steps, you’ll find that most of them are quick and intuitive. Venues that invest the time to set things up properly at the start get the most value out of AllBooked in the long run.
Note: Because AllBooked is part of Skedda, you’ll sometimes see the name AllBooked used, and sometimes see the name Skedda. Both refer to the same product and functionality.
Step 1: Set up your spaces
SPACES
Your “spaces” are the actual bookable areas at your venue — fields, courts, rooms, studios, you name it. Setting them up early means your people can start booking with no delays. To do this: head to Settings then Spaces and Attributes, click + Add spaces, give each one a name (keep it clear for your customers, e.g., “Court 1 – North” or “Main Studio”), and optionally add a photo or description so users see exactly what they’re booking. Learn more
Pro Tip: Use familiar names your community already uses — this avoids confusion and makes the system feel intuitive right away.
SPACE SHARING
If you have spaces that overlap in use or can’t be booked at the same time (e.g., a big room partitioned into two smaller rooms, or a basketball court that can be booked as two half courts), this feature prevents accidental double-booking. In AllBooked go to Settings then Space sharing, click + Add a connection, and choose the pair of spaces that should block each other. Learn more
Pro Tip: In the case of a full court that can be booked as a half court, three spaces should be set up: full court, half court 1, half court 2.
Step 2: Cover the basics
Both your customers and your staff will be using this system, so you want to make sure it accurately reflects your organization, using the settings below:
BASICS
Before you dive into bookings, make AllBooked feel like your system. Add your logo, select a brand color, and set your venue’s details such as name, subdomain, time zone, and currency. This step makes your booking environment instantly recognizable to customers and staff alike. Go to Settings → Basics and walk through each section.
Pro Tip: Keep your venue name and subdomain short and memorable — this will make your public link easy to share.
Learn more - Venue Details and Subdomain
Learn more - Culture, Language, Time, Currency
HOURS OF AVAILABILITY
Your venue’s availability defines when bookings can occur. Navigate to Settings → Hours of Availability, and select hours that reflect when spaces should appear bookable.
Pro Tip: If your hours differ by space type (e.g., courts open longer than meeting rooms), define separate schedules — this keeps your bookings accurate without manual adjustments.
USER TAGS
User tags are used to divide your users into different groups or roles (e.g., “Staff,” “Members,” or “VIP”). You’ll be able to set different booking and pricing rules for different user tags (more to come on this below), so we recommend creating a separate user tag for each group that should have differentiated permissions in our system (for example, if Coaches are allowed to log longer bookings and pay a lower price than regular users, we definitely recommend a user tag for “Coaches”). To set up a user tag, go to Users and click “Manage tags.”
Pro Tip: You’ll be able to tag all your users with the correct tag by editing the user, but don’t worry about this for now – to start, just make sure you have the right list of tags set up.
Step 3: Get set up to monetize
Most AllBooked customers use our system to drive revenue from their spaces. To monetize your facility fully, you’ll want to set up both settings below.
ONLINE PAYMENTS
Connect your AllBooked account to Stripe to accept payments. This lets you take secure card payments automatically. Go to Settings → Online payments, click “Start onboarding,” and follow the prompts to set up your Stripe account. Once online payments are set up, you’ll be able to choose whether you want to charge customers upfront for bookings, or only after their booking is locked in.
Pro Tip: Connect Stripe early, even if you’re not charging yet – it sometimes takes time for Stripe to approve your account. There is no fee for setting up a Stripe account.
Pro Tip: When setting up Stripe, you’ll be asked for some legal information about your business, as well as the details of the bank account you’d like your payouts sent to. Make sure you have this information ready.
PRICING
Pricing conditions are where you set the price for your spaces. Our pricing conditions are incredibly flexible – they let you set different rates by space, user tag, time of day or week, and booking length. For example, you could charge more during peak hours or offer discounted rates for members. Set these up under Settings → Pricing.
Pro Tip: Keep your initial pricing structure simple — start with your most common rates and add complexity later as your needs grow.
Step 4: Control which bookings are allowed
AllBooked has an incredibly deep ability to let you control which bookings are allowed, automatically. We do this across multiple features – we recommend reading about each below, and setting up the ones that are relevant for your business.
ACCESS AND VISIBILITY
Access and visibility settings control who can see and book your spaces. You can make your venue publicly bookable or keep it private to specific users, and you can decide what details regular users can see about others’ bookings. Go to Settings → Access & visibility to customize this.
Pro Tip: If you want anyone to be able to book your spaces directly from your website, you’ll want to make your visibility Public, and set it so that “Everyone who can view can also book.”
BOOKING CONDITIONS
Booking conditions determine which user tags are allowed to book which spaces at which times and for how long. Use them to keep your booking process orderly. For instance, you might set it so that non-admins aren’t allowed to book spaces for more than 3 hours, or only Members can book spaces on Saturdays. Go to Settings → Conditions, choose a space or user tag, and define the criteria that make sense for your venue.
Pro Tip: Start with a few broad rules first — it’s easier to add restrictions later than to manage a web of overlapping conditions.
BOOKING WINDOWS
A booking window sets how far in advance (or how close to the start time) users can book. For example, you might let members book 30 days out but limit guests to 7 days. Go to Settings → Booking Window to define these limits per user tag or space.
Pro Tip: For high-demand spaces, shorter windows help prevent “set-and-forget” bookings that block availability.
BUFFER TIME
Buffer time adds an automatic gap between bookings — great for cleaning, setup, or simply preventing back-to-back rushes. Enable it under Settings → Buffer time, then choose how long the break should be between reservations.
Pro Tip: Since buffer time is time that doesn’t generate revenue, we recommend limiting buffer time rules to high-complexity spaces with lots of setup needs.
QUOTAS
Quotas limit how many bookings or total booking hours a user can have within a period (day, week, or month). For example, you could set it so that Members get a maximum of 10 hours of booking per week. Set them up in Settings → Quotas.
Pro Tip: If you have quiet times when your spaces usually aren’t booked, you could consider exempting these times from your quota rules.
CANCELLATION POLICY
Your cancellation policy determines how and when users can cancel or edit their bookings. Go to Settings → Lock-in & repetition to define your rules.
Pro Tip: When you’re charging money for spaces, we recommend a Strict lock-in policy that prevents cancellations less than a certain number of hours before the booking is supposed to start.
REPEAT BOOKINGS
Repeat bookings let users reserve recurring sessions — like a weekly meeting every Wednesday at 10 AM — with a single booking. Turn this on under Settings → Lock-in & repetition (scroll down to “Ability to Repeat Bookings”) and decide which user tags can use the feature.
Pro Tip: Allow repeat bookings only for trusted users or staff, as these block out long-term availability.
Step 5: Optimize your booking experience
In AllBooked, you’re able to deliver a seamless, easy booking experience for your customers. Use the settings below to customize that booking experience to your organization.
CUSTOM FIELDS
Custom Fields let you capture extra information when someone makes a booking — like “Number of attendees” or “A/V Equipment Needed.” Set them up in Settings → Custom fields, choose which spaces they apply to, and decide whether they’re required or optional.
Pro Tip: Many venues use a custom field to require customers to accept your terms and conditions before booking.
CUSTOM INFORMATION
Custom Information allows you to display important notes or reminders to users when they’re booking — for example, “Please bring your membership card” or “Leave the space tidy for the next guest.” Add this under Settings → Custom Information, and decide whether you want this information to appear as the customer books, in the booking confirmation email, or both.
Pro Tip: Use friendly information that customers need to know, but keep it concise to avoid cluttering the booking page.
INTERACTIVE FLOOR PLANS
Bring your venue to life by uploading a floor plan and letting users book visually. Go to Settings → Floor plans & maps, upload a simple layout (even a rough sketch is fine), and our team will turn it into an interactive map within 24–48 hours. Once ready, users can click directly on spaces to reserve them.
Pro Tip: Maps are only included on certain AllBooked plans, and they significantly enhance the booking experience for your customers. Reach out to our team if you’d like to learn more.
Step 6: Integrate with the rest of your tech stack
AllBooked has multiple options for integrating with the rest of your tech stack. While these options require a little bit of tech savviness, they don’t require any software development or coding, and our instructions will help you through every step of the way. Look through each of the integration options below, and decide which ones are relevant for your organization.
EMBEDDED SCHEDULE
You can embed your AllBooked scheduler directly into your website, letting users view availability and make bookings without leaving your site. Copy your Embedded Scheduler code from Settings → Integrations and paste it into an iFrame on your website.
Pro Tip: Add a short intro above the embed (“Book your space below!”) to make it feel part of your site’s flow.
ZAPIER INTEGRATIONS
Zapier is an incredibly powerful integration and automation platform that lets you connect AllBooked to thousands of other apps. With Zapier, you can automate workflows such as:
- Granting door access with Kisi when a booking is made Learn more
- Syncing booking data to QuickBooks or Xero Learn more
- Sending a Docusign agreement when an event is booked Learn more
You’ll need to subscribe to Zapier separately to use this functionality. To get started, go to Settings → Integrations and copy the API key.
Tip: Start small — even a single automation (like sending confirmation emails via Gmail) can save hours each week.
CALENDAR SYNC
AllBooked can automatically sync bookings to your venue’s calendars (Google, Outlook, or Apple). Head to Settings → Integrations and copy the iCal link in the “Feed to external calendars” section. Learn more
Pro Tip: There are some pretty clever ways you can use our calendar sync to automatically trigger actions in your facility – see some common examples below:
- Automatically turn your lights on and off with bookings Learn more
- Automatically adjust room temperature at the start and end of a booking Learn more
- Automatically turn your golf simulator on and off with bookings Learn more
TABLETS
Tablet displays make it easy for people to view real-time availability outside indoor spaces, like meeting rooms or studios. Set these up via Settings → Tablet Displays, link each one to a space, and mount your device near the entrance.
Pro Tip: Tablets are only available on certain AllBooked plans – reach out to our team if you’re interested in adding these.Learn more
SINGLE SIGN ON (SSO)
Simplify access by integrating AllBooked with your organization’s existing SSO provider (Okta, Microsoft Entra ID, Google Workspace, OneLogin, or JumpCloud). This lets users log in effortlessly with their usual credentials.
Tip: SSO is only available on certain AllBooked plans – reach out to our team if you’re interested in learning more.
Step 7: Launch!
Once all the key settings are set up, it’s time to invite your users to use the system!
ADDING AND INVITING USERS
There are three ways users can get into the system:
Public self registration
If you’ve set it so members of the public can view and book spaces, anyone will be able to create an account with you on their own. Just send them the URL to your booking page, and as soon as they try to create a booking, they’ll be prompted to enter their email and other information.
Invite link
These are links that your users can click to sign up for AllBooked. Head to Users and click “Send invite link” to create an invite link. Then, email this link to all your users (if helpful, you can copy the email template in our support center!).
Manually add a user
If needed, you can also create a user yourself by going to Users and clicking “Add a user.” This tends not to be the quickest option, but may be the right option for you in some cases.
Tip: Once a user is created (via any of these three methods), they’ll appear in Users. From there, you’ll have the ability to edit each user (including adding or removing tags) by clicking on the arrow on the far right. Learn more
DIRECTING USERS TO BOOK
Once users are registered, it’s time to get them booking! There are two options, in addition to the Embedded Schedule option described above:
Booking page
Users can book by heading directly to your booking URL.
Tip: It’s a good idea to display this link anywhere and everywhere your customers are likely to see it, including on your website, on your bulletin board, in your email newsletter, etc.
Mobile app
Users can book via our mobile app, which is available on the Apple App Store and Google Play Store. AllBooked uses the Skedda mobile app. Learn more
Need help?
Our team is here to help with any questions you have about AllBooked – reach out to us at info@allbooked.com
