Events and bookings

Space Works has two separate modules for time-based activities:

Events (events module): workshops, talks and open days that people register for and check in to. Staff need manage_events.
Bookings (bookings module): rooms, benches and other spaces that people reserve for a time slot. Staff need manage_bookings.

Neither requires the Membership module. Both can charge money; charges are recorded whether or not you take online payments.

Events

Who can register

Each event has a registration audience:

Audience	Who can register	Needs
Members (default)	Active members who have accepted the current waiver	The Membership module
Authenticated accounts	Anyone signed in with an active account	The Account event registration feature
Invited accounts	Signed-in accounts holding a valid invitation code	The Event invitations feature

Set the audience for new events under Settings → Event defaults; existing events keep theirs. Staff can also register an existing account or a walk-in record themselves from the event’s roster. Registering without any account is not supported.

Create an event

Open Events → Events and choose to create an event.
Enter the title, description, location, date and time, duration and the event’s timezone.
Set the capacity (or leave it unlimited), a registration cutoff and how many hours before the start members can still cancel.
Choose the registration audience, whether to require staff approval for registrations, and a registration price if it is paid.
Optionally add categories, tags and an image.
Publish when it is ready. A draft is visible only to staff.

Published public events appear at /m/<slug>/events, each with its own detail page showing price, available tickets, a calendar download and share details. Attendee information is never public.

Recurring series

Choose Recurring series instead of a one-time event to repeat it daily, weekly or monthly from a first local date and start time, with a capacity and price per occurrence. You can then edit a single occurrence (Edit this occurrence) without changing the rest.

Approval and waitlists

With approval required, registrations arrive as pending approval; staff Approve or Reject them from the roster.
When an event is full, new registrations join the waitlist. Staff use Promote to move someone up when a place frees.

A paid event records the charge only when a place is actually confirmed: at sign-up, on approval with room, or on promotion from the waitlist. Never while pending or waitlisted. Cancelling an event cancels every still-pending charge; settled payments stay for staff to refund.

Three optional features extend registration:

Event ticket types: several ticket types per event, each with its own price, capacity and sales window, including member-only tickets. The price is fixed at registration.
Event invitations: create invitation codes with an expiry, maximum uses and an optional recipient email. A code is shown once; copy it then.
Event promo codes (needs ticket types): percentage or fixed-amount discounts with a maximum number of redemptions and an expiry.

Check people in

On the day, open the event’s Attendance check-in:

Scan each attendee’s check-in QR (from their registration) with the camera, or
Mark attended by hand from the roster. Correct attendance fixes mistakes.

Print check-in QR produces the codes if you want them on paper.

Check in without a connection

The Offline & station check-in feature adds two tools for a door with poor signal:

Offline-ready check-in: download the roster to the device before the event. Check-ins are queued and synchronised when the connection returns. The roster expires; download it again if asked. Keep the page open while offline, because closing or reloading it cannot reopen it without a connection.
PIN check-in station: create a PIN for the event, then open the station URL on a shared device. Attendees check themselves in there. The PIN only works for that event and its check-in window, Rotate PIN immediately ends old station sessions, and no attendee data is stored on the device.

Feedback and certificates

Under Post-event feedback, add questions and Open responses after the event. Attendees answer from their member area or the event’s feedback page. Close responses when you are done. Answered questions cannot be changed.

Tick Require an attended member and issue an attendance certificate to give attendees who responded a certificate PDF. Staff can Prepare certificate or Reissue one from the roster.

Badges

Attendee badges prints name badges as a PDF. The Badge template sets the card size in millimetres, paper (A4 or Letter), orientation and which fields to print. Each badge can carry the attendee’s check-in QR.

Calendars and reminders

Each event page offers a calendar download.
Members can create a private calendar subscription link under My event calendar in their member area. It works like a password: rotate or revoke it if shared by accident.
Registered attendees get a reminder email before the event, 24 hours ahead by default. Change the lead times in the event reminders section of Settings; an empty list turns reminders off.

Collaborative events

An event can be run with partner makerspaces. Invite a partner from the event; once they accept, the event appears in both spaces and their members can register through their own makerspace. Collaborating still requires membership of the collaborating space. Events hosted by an organization are covered in Organizations.

Bookings

Create a bookable space

Open Bookings and choose Create bookable space.
Enter a name, a space type (Development room, Bench, Meeting room or Other), capacity, location and description.
Optionally link a machine type for certification, so only members certified on that machine type can book (when Certification gating is on).
Set a booking price (0 for free) and whether the booker gets confirmation emails.
Choose whether to show this space on the public Bookings page, whether to publish confirmed booking intervals, and whether to show booker names with them.

Booking rules

A Space Manager sets the rules for each space under Settings → Booking rules per space:

Rule	Meaning
Approval mode	Instant confirmation or Staff approval required
Minimum / maximum booking duration (minutes)	Shortest and longest booking allowed
Booking lead time (minutes)	How soon before the start a booking can be made
Maximum booking advance (days)	How far ahead people can book
Buffer before / cleanup after (minutes)	Reserved time around each booking
Cancellation cutoff (hours before start)	0 lets members cancel any time before the start

How people book

Members book at /m/<slug>/bookings, which shows availability on a calendar. They need an active account; if they hold a membership in the makerspace it must be active with the current waiver accepted. Booking ahead never requires being checked in.

Members can see and reschedule their bookings from the member area. Rescheduling keeps the same booking and re-checks opening hours, buffers, certification and the cancellation cutoff.

Staff can Book for a member from the Bookings tab. With the Recurring bookings feature, staff can repeat a booking weekly for 2 to 52 occurrences; each one is booked and charged separately, and any clashes are reported.

Booking charges and reminders

A priced space records a charge only once a booking is confirmed (instantly, or on approval). Bookers get a reminder email 24 hours before by default; change the lead times in the booking reminders section of Settings. Members can also subscribe to a private calendar link for their bookings.

Reports

With the Reports module, event-attendance and booking-utilization reports cover both areas. See Reports and audit.