reservation system for administration and government offices

Run your reservation system in compliance with current legislation without having to track every change in this area yourself – we continuously add features that make it easier to meet your obligations. Of course, in this respect the reservation system is just a tool; legislative requirements and processes must always be grounded in the reality of your business, including outside the online world.

For example, as part of GDPR, the reenio system lets you set up automatic deletion of personal data after a chosen period, or keeps track of customer requests to have their personal data deleted. You can also define your own consents that go beyond the defined legitimate interest, and use them as the basis for, for example, sending marketing communications only to customers who have given direct consent for that.

In response to ongoing changes in legislation and amendments to laws, new features have appeared in the reenio system to make it easier to meet the requirements of the so-called "button law", the requirement for easy withdrawal from a contract, or the ability to report illegal content on the reservation page.

Offer customers a reservation for a fixed time slot with a limited capacity – ideal wherever more than one person needs to be able to attend an event, but not more than you're able to serve.

With the Full single event type, a customer always books the whole event as set, i.e. a fixed time slot from – to, with no option to choose a custom time. This is typically an event with a higher capacity, taking place at a fixed time – suitable for sports events and lessons, seminars, lectures, concerts, exhibition openings, one-off courses, workshops, or tours.

For this type you can also enable a so-called waiting list, where a customer can still express interest in booking even after all available capacity has been used up. This event type also supports creating recurring reservations and supports online events.

Find out everything you need about customers right at the time of booking – extend the standard form with your own fields and tailor the form to a specific event and type of service.

Custom booking forms let you extend the standard reservation form (name, e-mail, phone) with any additional fields your business needs – from checkboxes, through selecting from options, entering text, all the way to uploading a file (e.g. a photo of the customer or a scanned confirmation). It's also possible to collect specialized data, where the system takes care of validating the correct format.

Individual custom fields can be required, or only shown based on the reserved capacity or a previously selected value. A special group is formed by form fields that affect the reservation price – which makes it easy to handle, for example, a surcharge for renting equipment, a discount for members, or a price adjustment for an above-standard scope of service.

A form can be assigned to a single event, or set globally so it automatically applies to all events on the reservation page. Working with custom forms is therefore very simple while also offering very broad possibilities for use.

Data entered in a custom booking form is saved as part of the specific reservation and can also be included in an export to Excel, and worked with further as needed.

The reservation system can automatically inform customers, as well as admins and employees, about what's happening around reservations – you can set up system notifications according to your needs and the way you operate.

System notifications are automatic e-mails and SMS messages that the system sends on behalf of your reservation page without any further action on your part. These include confirmation of a successful reservation, confirmation of cancellation, confirmation of payment, reservation approval, a PDF with reservation codes, a reminder of an upcoming event, and more.

For each event type in the settings, you determine which channel it should be sent through – e-mail, SMS, or both – and, if relevant, how far in advance. For example, a reminder about an upcoming event can be sent 24 hours and also 3 hours in advance. Sending, of course, assumes you have the corresponding customer contact details available.

• For customers

  All communication and information from the system to the customer, including a reminder so a reservation doesn't lapse unnecessarily.

• For administrators

  To provide a basic overview of what's happening in the system without needing to constantly check and log into the administration.

• For employees

  Ideal when a specific employee needs to be notified that a reservation for their services has been made and they need to plan for it.

Unlike custom messages, these are messages with a fixed, predefined content reflecting reservation information – their content or form cannot be freely edited, only when and to whom they are sent can be configured.

Split the work in the administration across your whole team while staying in control of who can see, edit, and configure what – from full administrator access down to simply viewing reservations.

Any number of users, each under their own account, can have access to the reenio reservation system's administration. The system offers several user roles which, combined with specific permissions, clearly define what activities a given user is allowed to carry out.

• Administrator

  Full access to all data and settings.

• Employee

  A flexible role typically for users who manage reservations, events, and communicate with customers, and so on.

• Receptionist

  A role designed for quickly and efficiently working with existing reservations, creating them, and checking them in.

• Read-only

  A supplementary role intended purely for access to information, typically as a safe way to view data.

Thanks to user roles and permissions, working with reservations can be entrusted to other people without them needing access to the reservation page settings or other system parameters – an employee, for example, can process reservations but can't change the system's configuration or access the record of online payments. In specific cases, you can also set a restriction to a specific group of reservations based on a resource (e.g. only a particular branch or service).

Logging in can be secured with two-factor authentication, or password entry can be replaced with modern passkeys – verification by fingerprint, face recognition, or the device's own screen lock.

Let the reservation system automatically make sure you never have two reservations overlapping at the same time if they use the same resource. Thanks to collision protection, there's no problem creating a complex range of events and services while still ensuring effective management of reservations for the same time slot.

Resources (service, employee, place) in the reenio system serve not only as the informational basis for the range of events, their filtering, and navigation, but also as an important element in automating the whole reservation process. Thanks to collision protection, the system automatically evaluates whether a reservation can be created at a given time, or whether it would cause a collision due to the resources involved already being booked – for example, if a sauna would be booked at the same time by another reservation, but for a different service.

If you want to make reservations really efficiently, and want to offer your customers different options, services, prices, etc., then collision protection is definitely a feature worth understanding and getting right. For example, if you run a tire shop and car wash with 3 bays, thanks to collision protection you can offer different services (events) across the bays, and if a customer books one service in bay 1, no other reservation for the same time can be created for bay 1. And the reservation system takes care of exactly this automatically.

Collision protection is available for almost all event types. It cannot be used to protect against collisions at the level of individual seats in a seat map.

Run an arbitrarily varied range of services on a single reservation page – one-off events, recurring courses, space rentals, and ticket sales all at the same time? The reenio reservation system can cover even these complex business models.

The reenio reservation system is not limited to just a single type of offering – within one page, you can create any number of resources (places, services, employees) and assign each of them the type of event that best suits that particular offering. This means an hourly court rental via interval events, a monthly yoga course as a full sequence, a one-off seminar as a full single event, and the sale of punch cards or gift coupons, can all run side by side – all on one reservation page and in one administration.

Clarity for such a varied offering is provided by a navigation hub, which can be set up as a multi-step guide, walking the customer through it step by step (e.g. first choosing a service, then an employee or branch).

Last but not least, thanks to collision protection over time, the system also automatically makes sure the same resource (e.g. a specific employee or room) never ends up in two reservations at once, even when it's used across different event and resource types.

If you offer services in regular time slots (60 minutes, 90 minutes, etc.), this is the ideal event type, offering a simple and clear booking process.

The Interval event type lets you define a time range within a single day and split it into smaller, regular chunks. On the reservation page, a customer chooses these specific time slots, which can also follow on from one another, extending their reservation according to the defined rules.

This event type is typically suitable for sports facilities and sports complexes, consulting and advisory services, wellness, or a sauna.

Reach and communicate with your customers in their own language, whether they're booking from your home country or from abroad – the reservation page and the entire administration can run in multiple language versions at the same time. 4 supported languages are available for the administration, and 7 languages are available for localizing the reservation page.

Custom content that you enter into the system yourself (terms and conditions, resource descriptions, event names, homepage information, etc.) needs to be translated and provided by you. The system offers a clear way to manage information across multiple languages.