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Facilities and Booking

Availability: Included in all plans from Starter and above.

The facilities module lets you make your arena, paddocks, wash bays, and other spaces bookable for stable members. All reservations are collected in a shared schedule that everyone can see in real time.

What Counts as a Facility?

A facility is a physical space with limited capacity that needs to be reserved in advance:

  • Indoor or outdoor riding arena
  • Paddocks
  • Wash bays
  • Jump course
  • Lounge or shared common room

Spaces that don’t need booking (like the main aisle) don’t need to be added.

Creating a Facility

  1. Go to Facilities → Manage Facilities
  2. Click New Facility
  3. Fill in:
    • Name (e.g., “Indoor Arena”)
    • Description (optional)
    • Capacity — number of horses or riders allowed at once
    • Available hours — opening times per day of the week
  4. Save

Screenshot

Managing Availability

Under Availability you can:

  • Set opening hours per day (e.g., Mon–Fri 6:00 AM – 9:00 PM, Sat–Sun 7:00 AM – 8:00 PM)
  • Add closed periods (e.g., cleaning every Tuesday evening 6:00–8:00 PM)
  • Block dates for events or maintenance

Changes to opening hours don’t affect existing bookings, but new bookings can’t be made outside the available times.

How Members Book

  1. Go to Facilities in the app or on the web
  2. Select a facility
  3. Browse the calendar and choose an available time slot
  4. Confirm the booking

Bookings appear immediately for everyone in the stable.

Facility Calendar

Under Facilities → Calendar you can view:

  • Day, week, and month views
  • Color-coding per facility
  • Who has booked each time slot
  • Available times highlighted in green

As an admin, you can filter by facility or by person.

Conflict Management

The system automatically blocks double-bookings. If a rider tries to book a time that’s already taken, they see an error message with alternative times.

As an admin, you can force-book a slot (for example, for an event), which sends an automatic notification to affected existing bookees.

Cancellations

The default setting allows cancellations up to 2 hours in advance. You can change this under Settings → Facilities → Cancellation Rules.

Late cancellations are logged, but no penalties are charged automatically — handle those manually if needed.

Frequently Asked Questions

Can a facility have a price per booking?

Not directly in the Free plan. With the Invoicing add-on, you can attach a price to facility bookings that are then automatically invoiced.

How can I see who has booked?

Click on a booked time slot in the calendar to see booking details: who booked it, time, number of horses, and any notes.

Can I restrict who can book a certain facility?

Yes. In the facility settings, you can limit booking access to specific roles (e.g., only “Riding Instructor” can book the jump course).