On this page

Jump to any section using the links below

Problem this solves

Customers sometimes see “no available times” or can’t complete a booking – and you want the message to explain why in plain language. Each booking form in Hubhus has its own message set so you can control exactly what is shown in different scenarios.

This article explains where to edit those messages and which situations you can customize.

1. Where to edit booking form messages

Booking messages are configured per booking form.

1. Go to the relevant campaign.

2. In the left menu, click Booking forms.

3. Click the booking form you want to edit.

4. Open the Form messages section.

Here you’ll find text fields for different situations (postal code blocked, no times found, max transport exceeded, etc.).

Changes apply only to this specific form – which means you can show different wording for different services or markets.

2. Types of booking messages you can configure

Exact labels may vary slightly, but you’ll typically see fields like:

a) Not supported postal code

Shown when the entered postal code is outside your allowed area.

Example:

It’s unfortunately not possible to book in postal code %booking_postal_city%.

Use placeholders to include what the customer typed, so they can quickly see the issue.

b) Address exceeds maximum transport from base

Shown when the address is too far from your base, based on Max. driving from base in the Location & transport settings.

Example:

The address %booking_location% is too far away to be booked through this form.
Please contact us by phone or email to find another solution.

Useful when you only serve specific regions but still want to offer a friendly alternative.

c) No available times are found

Shown when the form can’t find any bookable time slots with current rules (duration, availability, transits, highlighted times, etc.).

Example:

No available times were found in the selected period.
Please try another date or contact us if you need help finding a time.

You can also hint at how far ahead to look, e.g. “earliest after 21 February 2026”.

d) Unknown address / postal code – transit cannot be calculated

This is used when the address is too incomplete to calculate driving time.

Important behaviour:

• If you leave this message empty, Hubhus will still allow booking and ignore transits for that case.

• If you enter a message, you can choose to block booking and explain why.

Example (blocking):

We couldn’t recognise this address well enough to calculate travel time.
Please check the street name and postal code and try again.

Example (allowing, but informing):

We couldn’t verify the address. You can still book, but the time may need to be changed later.
We will contact you if that happens.

Pick the approach that fits your operational tolerance.

3. How these messages interact with booking rules

Messages are shown after all the core rules have been evaluated:

• Resource available hours

• Special dates and holidays

• Duration and buffers

• Max. driving and postal code restrictions

• Highlighted times rules and thresholds

You don’t configure the rules here – only how the result is explained.

If customers are frequently seeing “no times available”, check:

• The booking form’s Times settings

• The resource’s available hours and special dates

• Transit limits under Location & transport

• Public holidays and closure dates

4. Placeholders you can use in messages

Common placeholders in booking messages include:

• %booking_location% – the address the customer entered

• %booking_postal_city% – the postal code / city used in routing

Using these makes the messages feel specific and helpful:

We do not currently offer bookings in %booking_postal_city%.

If you’re unsure which placeholders are available:

• Open any message field

• Press CTRL+K (Windows) or CMD+K (Mac)

• Use the placeholder search modal to find “booking” related placeholders

5. Testing your messages

Before going live:

1. Open the public URL of the booking form.

2. Test each scenario deliberately:

   • Enter a postal code you know is blocked.

   • Use an address outside your service area.

   • Use an incomplete or invalid address.

   • Choose dates where you know there are no available slots.

3. Confirm:

   • The booking is blocked (or allowed) exactly as you expect.

   • The message shown is clear and helpful.

   • Any placeholders (%booking_location%, %booking_postal_city%) render correctly.

If something looks wrong, adjust either:

• The message text (for wording/clarity), or

• The underlying booking rules (if bookings are being allowed/blocked incorrectly).

6. Best practices for good customer experience

• Keep messages short but specific – one line explaining what went wrong, one line suggesting what to do next.

• Avoid technical terms like “transit threshold” – use everyday language (“driving distance”, “service area”, etc.).

• Always offer a fallback action: phone number, email, or contact form.

• Remember that messages are per form – copy good wording between forms where it makes sense, but allow for differences in service/region.

Configured well, booking messages turn “I can’t book” into “Ah, I understand what to do now” – and that’s exactly what you want.

? Common searches

booking setup • calendar setup • appointment scheduling • booking configuration

? Also known as

appointment • scheduling • reservation • calendar event

Related articles

Creating and managing booking forms
How do I configure booking duration and time restrictions?
How do I customize booking form fields?
How do I customize the look and feel of booking forms?
How to add a button that pre-fills a meeting location in the booking form