Understanding booking forms
Booking forms allow customers to schedule meetings, visits, or tasks directly from your website or communication flows.
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Booking forms allow customers to schedule meetings, visits, or tasks directly from your website or communication flows. They are connected to the calendar system and ensure that only valid, available times are shown based on your rules and resource availability. This article gives you a high-level overview suitable for Getting Started.
What are booking forms?
Table of Contents
A booking form is the customer-facing interface where a user enters their information and selects a time.
A booking form determines:
What information you collect (name, address, phone, etc.)
Which calendars and resources are used
Booking duration and service type
Travel/buffer requirements
How availability is calculated
Confirmation flow and customer messaging
A booking form always creates an event in the calendar.
Form fields and customization
Booking forms support a range of field types:
Text fields (name, address, notes)
Phone and email fields
Select fields (service type, category, region)
Hidden fields with preset values
System placeholders (resource, campaign, event data)
All fields map directly to campaign fields, which means the data is stored on the lead and can be used in:
Automations
Emails & SMS
Internal views
Pages
Filters
Form customization defines what the customer sees and what data is required before a booking can be completed.
Linking forms to calendars
A booking form is always connected to specific resources.
Availability shown to the customer is based on:
Resource calendars
Business hours
Buffer rules
Driving time rules
Special dates
External calendar sync (Google/Outlook/CalDAV)
Booking duration
Other events already in the schedule
If a resource is busy, unavailable, or restricted by travel time, that time will not appear in the form.
Hosted vs. embedded booking forms
Hosted booking forms
Hosted forms run on a standalone Hubhus page.
Use hosted forms when:
Sharing links via email or SMS
Allowing booking without a website embed
Running campaigns where booking is optional or external
Embedded booking forms
Embedded forms are inserted directly into your website.
Use embedded forms when:
You want a seamless booking experience on your own domain
Booking is part of your main customer flow
You prefer fully branded presentation
Both versions use the same availability logic and resource calendars.
Multi-step booking flows
Booking forms can guide the customer through steps such as:
Entering contact information
Selecting service type
Entering address or distance information
Choosing a time
Confirming the booking
Multi-step flows help ensure:
Cleaner data collection
Better availability calculation
More accurate travel rules
A structured customer experience
Multi-step forms are especially useful when address or service choice affects the available time slots.
About tags (Resource tags & User tags)
Tags in Hubhus are used to organize how resources and users behave across booking, availability, and internal workflow logic.
Resource tags
Resource tags are applied to resources (technicians, teams, vehicles, rooms, etc.) and determine:
which resources a booking form is allowed to use
which resources appear in availability
which resources can be matched to specific service types, regions, or skills
how multi-resource bookings are constrained
Booking forms often rely on resource tags to ensure that only relevant resources are considered when calculating times.
User tags
User tags are applied to users (internal staff) and are used for:
grouping users
access control
visibility rules
internal routing
User tags do not affect availability directly.
Linking user tags to resource tags
Hubhus allows you to link user tags to resource tags.
This controls which users are eligible to be assigned when a booking form requires a resource with a specific tag.
Important points:
A single resource tag can be linked to multiple user tags
Users inherit assignment eligibility through their user tag
This creates a clean permission model for who can be scheduled for which type of work
Example:
If a booking form requires the resource tag Inspection Technician, only users with user tags linked to this tag can be assigned.
Learning outcome
After reading this, you should understand:
What booking forms are
How they collect and store data
How they link to resources and calendar availability
The difference between hosted and embedded forms
How multi-step flows work in Hubhus
? Common searches
booking setup • calendar setup • appointment scheduling • booking configuration
? Also known as
appointment • scheduling • reservation • calendar event
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