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Set up bookings with Kisi

Bookings allows admins to publish a booking page where users can reserve specific resources. Bookings are connected to a Kisi Group, ensuring that people who make a reservation automatically gain the appropriate access for the duration of their booking, determined by the assigned Group. Once the reservation ends, access is revoked again.

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Bookings is currently in beta. This feature may be limited to higher-tier plans once it is fully released.

Prerequisites​

  • Kisi organization administrator access rights.
  • An active Kisi organization with doors or groups you want to link to bookings.

Set up the bookings integration​

  1. Sign in to Kisi
  2. Click the integrations icon (3x3 grid of dots) > Add Integration
  3. In the Type dropdown, select Bookings and click Add
  4. In the list of integrations, click Bookings, then click Configure Integration
  5. The first time you open Bookings, the Make your spaces bookable dialog appears. Click Start 90-day free trial
  6. Click the Create Location (pencil) icon next to the Select Location dropdown to start the onboarding flow
  7. Enter a Location Name, which is shown to people when they book, and click Continue
  8. Select the type of resource you want to book and click Continue. The options are Parking, Workspace, Meeting Room, Sport Facility, Day Pass and Other. Choosing Day Pass also selects the Day Pass duration model.
  9. Choose a booking duration model:
    • Fixed Duration - predefined time blocks (e.g., 30 minutes)
    • Flexible Duration - users can book multiple consecutive time slots (e.g., 30, 60, 90, 120 minutes)
    • Day Pass - one booking covers the entire day, and multiple users can register for the same day
  10. (Optional) Click Edit under Default Availability Settings to configure the timezone, booking duration, active days, start and end times, and how far in advance users can book. Click Continue
  11. Select how access is shared with users, then under Select Group choose the Kisi group whose access rights bookers receive for the duration of each booking. For Mobile App Access, also choose a place under Select Place. Click Continue
  • Temporary Access Link - sends a secure link to the user
  • No access - for users who already have existing permissions
  • Mobile App Access - grants access directly to the user's Kisi account, so they can use their phone as a normal credential at the reader without interacting with a link. The booker must already be a Kisi user in the organization. If no matching user is found, the booking fails with This booking requires an existing Kisi account for this email.
  1. Your location is now live. Make a test booking, or click Finish to complete setup. Click Customize Settings to continue configuring the location
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The booking mode (Fixed, Flexible or Day Pass) and the place selected for Mobile App Access can't be changed after you create the location. To use a different booking mode, create a new location.

By default, a location has a 30-minute booking duration, is available from 9:00 AM to 6:00 PM (12:00 AM to 11:59 PM for day passes), and can be booked up to 90 days ahead.

Day Pass​

Day Passes are designed for multiple people to book access to the same location at the same time, rather than reserving a specific resource. Because a Day Pass isn't linked to a single bookable space, it doesn't have a limited occupancy, and the location can't have multiple spaces configured. As a result, the following aren't available for locations using the Day Pass duration model:

  • Multiple bookable spaces
  • Floor plan settings
  • Mobile App Access
  • Editing bookings
  • Event blocks

Day passes can only be booked:

  • For the current day. Otherwise, users see Day passes can only be booked for today.
  • On weekdays enabled in the availability schedule. Otherwise, users see Day passes are not available today.
  • While at least 30 minutes of access remain that day. Otherwise, users see Day passes are no longer available today.

Configure location settings​

To access the full location configuration, either click Customize Settings at the end of the onboarding flow, or:

  1. Sign in to Kisi
  2. Click the integrations icon (3x3 grid of dots), click Bookings, then click Configure Integration
  3. Select your location from the Select Location dropdown, then click the gear icon (View Location Settings)

Settings are organized across the following tabs. Location Settings opens by default.

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Changes made in location settings only apply to future bookings. They don't affect existing bookings.

Location Settings​

  • Enter the Location Name
  • Select the Space Type
  • Upload a Logo
  • Choose a Background color for the user's booking page
  • Enable Show in Kisi mobile app to make the booking location available in the Kisi mobile app
  • Enable Show in Kisi Kiosk to make the booking location available on the Kisi Kiosk Pro

The Show in Kisi mobile app and Show in Kisi Kiosk toggles need at least one bookable space. Until you add one, the page shows Add at least one bookable space to install these shortcuts.

Bookable Spaces​

Manage your bookable spaces within this tab:

  1. Click Add Spaces to create a new bookable resource
  2. Enter the Name and Description for the space. Both are required.
  3. Set X and Y Coordinates (from 0 to 100) to position the space correctly on your floor plan
  4. Click Save to add the space
  5. View all existing spaces and their positions on the floor plan

To add multiple spaces at once:

  1. After clicking on Add Spaces, download the CSV template
  2. Fill it out with your spaces including coordinates. Keep the header row Name,Description,X Coordinate,Y Coordinate and fill in a description for every space.
  3. Click Import CSV to upload them

Booking Rules​

  • (Optional) Select the Whitelist team allowed to book. Leave empty to allow everyone to book. Kisi checks the booker's email against the Kisi users in the team. Bookers whose email doesn't belong to a user in the team see You do not have permission to book.
  • Select Booking Mode shows the booking mode (Fixed, Flexible or Day Pass). It's chosen when you create the location and can't be changed later. To use a different mode, create a new location.
  • Set the Booking Duration in minutes, from 1 to 1440. With Flexible, users can book multiple consecutive slots of this length (e.g., with 30-minute slots, users can book for 30, 60, 90, 120 minutes etc.)
  • Choose the Timezone of the booking
  • Select the weekdays when booking is allowed, and set the Start Time and End Time
  • Set Allow bookings N days ahead, from 1 to 360 days

Access Settings​

Configure how access is granted to users for their bookings.

  • Choose the Group whose access rights booked users will receive during the booking
  • Under Select Access Method, choose one of the following:
    • Temporary Access Link - sends a secure link to the user; they tap the link to unlock. Under Select Access Type, choose Access Link, QR Code or QR Code & Access Link.
    • No access - for users who already have existing permissions
    • Mobile App Access - access rights are granted directly to the user's Kisi account for the duration of the booking, so they can use their phone as a normal credential at the reader without needing to interact with a link. Under Select Place, choose the place for the access. The place can't be changed once set. The booker must already be a Kisi user in the organization. If no matching user is found, the booking fails with This booking requires an existing Kisi account for this email.
  • Set Grant access prior to booking (minutes before the booking starts that users gain access). The default is 15 minutes.
  • Set Grant access after booking (minutes) (minutes after the booking ends before access is removed). The default is 0.

Each buffer can be 0–120 minutes. The buffers only apply to Temporary Access Link. With Mobile App Access, access matches the booking time exactly.

Notification Settings​

  • Under Select Email, select the user who should receive notifications about new bookings. You can select one user, and it must be a user in your organization.
  • Enter Instructions text that will appear in user's booking confirmation email
  • Toggle Send Calendar Event to automatically send calendar invites
  • Toggle Require Admin Approval to require an admin to approve each booking. See manage bookings for the approval process

To turn on Require Admin Approval, select a notification email first. Otherwise, saving fails with Select at least one host to approve bookings. The approval email has the subject Booking Approval Required, and its Confirm and Decline links stay valid for 7 days.

Payment Settings​

  • Under Payment Settings (Optional), set up a Stripe integration with the 3 Stripe configuration fields to get paid for your bookings

Agreement Settings​

Upload agreement documents (e.g. NDAs, waivers) that users must accept before completing a booking.

  1. Click Upload Agreement Version
  2. Select a PDF file to upload
  3. Click Save

Once uploaded, users will be prompted to review and accept the agreement when making a booking. Only one active agreement version can be in use at a time. If the agreement changes, upload a new version. The previous version will be retained in the version history, which you can review in the Agreement Settings tab.

Floor Plan Settings​

  • Upload a Floor Plan to visualize your spaces
  • View and manage the layout of your bookable spaces

Custom Fields​

Add your own custom questions to the booking form.

  1. Click Add question
  2. Under Question, enter the question text
  3. Under Type, select Text field or Dropdown
  4. For a dropdown, type each option under Add Dropdown Options and press Enter
  5. (Optional) Turn on Required so users must answer before they can book
  6. Click Save

Required questions are marked with an asterisk on the booking form. Answers can't be edited after booking and aren't included in confirmation or approval emails.

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A location can have up to 20 questions of up to 100 characters each. A dropdown can have up to 20 options of up to 50 characters each, and an answer can be up to 500 characters.

Manage access for bookings​

Access for bookings is managed through Groups. When you create a booking location, you choose the group whose access rights bookers receive for the duration of their reservation. Bookers aren't added to the group as members:

  • With Temporary Access Link, bookers get time-limited access credentials with the group's access rights

  • With Mobile App Access, bookers get a time-limited booking on their Kisi account

  • To give specific access, create a new group and assign the desired doors or permissions.

  • To reuse existing access, select an existing group that already has the rights you want to grant.

When a booking ends, Temporary Access Link credentials expire after any configured post-booking buffer, while Mobile App Access ends at the booking end time. Cancelling a booking revokes its associated credentials or Kisi booking immediately.

Delete a location or space​

  • To delete a location, open its settings and click Delete Location
  • To delete spaces, open the Bookable Spaces tab and click Delete Spaces

You can't delete a location or space while it has active bookings. Kisi shows Cannot delete template with active bookings. Please cancel all active bookings before deleting the template. or the same message for spaces. Cancel the active bookings first. Past booking history is kept.

Share your bookings​

The booking page has a Book New Space banner with actions to share access with users:

  • Book now — opens the booking page directly
  • Copy link icon — copies the booking link to share via email, chat, or any internal tool
  • QR code icon — generates a QR code to download and display in common areas or on digital screens

Both the link and QR code are safe to share publicly, as they only allow users to make a booking. These actions only appear once you select a location with at least one bookable space.

What bookers can do​

  • Book a space from the booking link, QR code, Kisi mobile app or Kisi Kiosk
  • Cancel their own booking from the cancellation link in the confirmation email by clicking Cancel Booking

Bookers can't edit their own booking. To change it, they cancel and book again. Only admins can edit bookings.

Book from the Kisi mobile app​

Admins can enable bookings in the Kisi mobile app by turning on the Show in Kisi mobile app toggle in the location settings. Once enabled, users can tap the four-squares icon in the top right corner while in the place or organization view, choose a booking location, and complete the booking from there.

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Users must have the latest version of the Kisi app installed to see the four-squares shortcut.

View booking analytics​

The bookings page includes a Booking Analytics tab that provides comprehensive performance metrics to help you understand usage patterns and optimize your space allocation.

To access analytics:

  1. Sign in to Kisi
  2. Click the integrations icon (3x3 grid of dots)
  3. Click Bookings in the list of integrations
  4. Click Configure Integration
  5. Select the Booking Analytics tab

The analytics dashboard displays the following metrics for your selected time range:

  • Total bookings - The total number of reservations made during the selected period
  • Peak usage days - The days of the week with the highest booking volume
  • Peak hours - The time periods with the most frequent bookings
  • Occupancy trends - A daily chart showing occupancy performance across the selected week
  • Weekly peak usage hours - A heatmap visualization showing booking density across days and hours

Use these insights to understand demand patterns, optimize resource availability, and make informed decisions about space management.

Next steps​

Once your bookings are set up and users start making reservations, you can manage bookings to view, edit, cancel, or export booking data.

Last updated on by valentinanikitina