Overview
The Bookings feature allows organisations to manage shared resources such as rooms, equipment, and services, enabling staff or athletes to book them efficiently.
Each resource type serves a different purpose:
Rooms → Physical spaces
Equipment → Limited quantity items
Services → Time-based bookings that can include staff, rooms, and equipment
Key Benefit:
Reduce manual coordination by allowing users to self-book resources while ensuring availability, permissions, and dependencies are automatically managed.
Key Features
Create and manage Rooms, Equipment, and Services
Configure availability schedules and time slots
Enable auto-approval or require approval workflows
Control who can book and manage resources
Apply buffer times between bookings
Link multiple resources together (Services only)
Track and manage requests via the Requests tab
How to Use the Bookings Feature
Creating a Room
Use Rooms to manage bookable physical spaces such as meeting rooms, recovery rooms, or gyms.
Steps
Navigate to Bookings
Select the Rooms tab
Click Create Room
Enter:
Room Name
Category (optional)
Configure booking settings:
Enable or disable Auto Approve Bookings
Set buffer times if required
Ensure Status is active
Set Access Permissions:
Define Admins (who can manage the room)
Define Who can book this resource
Configure Availability:
Set available days and times
Add multiple time blocks per day if needed
Click Save
Creating Equipment
Use Equipment to manage shared items with limited quantities such as GPS units, tablets, or gym equipment.
Steps
Navigate to Bookings
Select the Equipment tab
Click Create Equipment
Enter:
Equipment Name
Category (optional)
Configure booking settings:
Set Maximum Quantity per booking
Enable or disable Auto Approve Bookings
Add buffer times if required
Ensure Status is active
Set Access Permissions:
Define Admins
Define Who can book this resource
Configure Availability:
Set available days and times
Click Save
Creating a Service
Use Services when you want users to book structured appointments that may require a combination of staff, rooms, and equipment.
This is ideal for physio sessions, consultations, testing, or recovery services.
Steps
Navigate to Bookings
Select the Services tab
Click Create Service
Enter:
Service Name
Ensure Resource Type = Service
Configure booking settings:
Enable or disable Auto Approve Bookings
Set Status to active
Set Access Permissions:
Define Admins (who manage and approve bookings)
Define Who can book this resource
Configure Service Resources:
Host(s): assign the staff member delivering the service
Room(s): optionally assign one or more rooms
If multiple are selected, the first available room will be used
Equipment: optionally assign required equipment
Set quantity required per booking
Configure Time Slot Settings:
Select Timezone
Set Booking Duration
Define Start Time Increments
Add:
Buffer Time Before Booking
Buffer Time After Booking
Configure Availability:
Select available days
Set start and end times per day
Add multiple time blocks per day if required
Use copy functionality to replicate schedules across days
Click Save
How Services Work
When a service is booked, Lumin can automatically:
Reserve the staff member (host)
Allocate an available room
Assign required equipment
Example Use Case
A performance team wants to streamline bookings across their facility:
Room: Recovery Room (available weekdays)
Equipment: GPS Units (limited quantity)
Service: Physio Consultation (links physio, room, and equipment)
Staff can now book everything they need in one place, without manual coordination.
Detailed Use Cases
1. Managing High-Demand Equipment
Limit bookings using maximum quantity
Add buffer time for preparation
Restrict access to specific groups
Outcome: Prevents overbooking and ensures readiness.
2. Coordinating Shared Spaces
Create multiple rooms
Define different availability per room
Allow auto-approved bookings
Outcome: Eliminates scheduling conflicts.
3. Delivering Structured Services
Combine staff, rooms, and equipment into a single booking
Control availability and booking duration
Use approval workflows if required
Outcome: Ensures all required resources are available and aligned for each session.
How to make a booking (Mobile)
Open the Lumin Mobile App
Navigate to the Bookings section
Select type of resource:
Rooms
Equipment
Services
Choose specific resource or service you want to book
Select a date
Choose from the available time slots
Tap Book
My Bookings (Mobile)
To find your existing bookings, head to My Bookings.
Open the Lumin Mobile App
Navigate to the Bookings section
Choose My Bookings
