Skip to content

Product guide

How to use Beaver Book

A short guide with real screens, for the two people who use it: the member booking a room, and the volunteer running the rooms.

Members

For people booking a room

  1. Find the room

    The booking site lists every room under its floor, with its photo, how many people it holds, and today's free time at a glance. Tap a room to book it.

    The room directory on a phone

  2. Choose a day, a length and a start time

    The calendar shows the days with free time. Choose how long you need, then one of the start times that fit. Every time is in the building's time zone.

    Start times for a room on a phone

  3. Tell them who you are

    Your name, email and whatever else the building asks. No account and no password.

    The booking form on a phone

  4. Get your confirmation

    You see your booking straight away, and get an email with a calendar file. If the room needs approval, you hear back as soon as it's decided.

    The booking confirmation on a phone

  5. Change or cancel yourself

    The email has a private link: move the booking to another time or cancel it, without calling anyone.

Admins

For admins

  1. Rooms and floors

    Add floors and rooms with photos, capacity, features and directions. Choose the lengths people can book and the one that's preselected.

  2. Opening hours and closures

    Set each room's weekly hours; add closures for holidays or maintenance, for one room or the whole building.

  3. Approvals

    Each room either confirms at once or waits for you. Requests arrive by email with Approve and Decline, and on the Requests screen.

    demo.beaverbook.ca
    The requests list in the admin

  4. Room codes

    Give a room a code, and only people who have it can see its calendar and book it. Change the code whenever you like.

  5. Form questions

    Decide which questions people answer: phone, number of people, what the booking is for, and your own questions, including choice lists. A preview shows the form as members see it.

    demo.beaverbook.ca
    The booking form editor with its preview

  6. Emails

    Confirmations, reminders and calendar invites go out in your name and your colours, from your mailbox if you have one. Add your own lines to each email.

    demo.beaverbook.ca
    A request email as the member receives it

  7. Branding

    Your logo, colour, building photo and introduction, with a live preview before you save.

    demo.beaverbook.ca
    The Name and look settings with a live preview

  8. Your website

    Link to your booking site, add a button, or show the booking pages inside your own website.

  9. The schedule

    See every room side by side, day by day or a week at a time; open any booking; download bookings as a spreadsheet.

    demo.beaverbook.ca
    The week schedule of every room

  10. Your team

    Invite people as owners, admins or viewers. Viewers see the schedule without members' contact details. Owners and super admins always use two-step sign-in.