Setting up Escape Room bookings

[escapewapak]

Here is what we're trying to do:

We are currently trying to set up square appointments for our escape room business. We've got everything set up but when testing we're having trouble getting what we're looking for accomplished. I need an escape room that is:

Bookable online

Needs to be on a set schedule

• Example:

Wed: 4:00, 5:30

Thur: 4:00, 5:30

Fri: 4:00, 5:30, 7:00, 8:30, 10:00

Sat: 1:00, 2:30, 4:00, 5:30, 7:00, 8:30, 10:00

Sun: 1:00, 2:30, 4:00, 5:30

is priced per person

is private - one booking per timeslot only

is bookable for 1 to 8 people

Can Square support this type of item/service/class?

If not, is there a suitable work around?

If not, how close can you get to this?

[Summer2024]

Hi, @escapewapak ! Welcome to the Square Community! 

I think Square Appointments can handle most of what you need for your escape room, though you’ll need a couple of small workarounds to get it just right.

How to set your fixed schedule:

1. Go to your Square Dashboard → Appointments → Staff → Availability.

2. Choose Custom Hours for your escape room staff or resource.

3. Manually add each day and time slot you want (e.g., Wed 4:00, 5:30; Fri 4:00, 5:30, 7:00, etc.).

   • You can also use Custom Bookable Hours for that specific service rather than global hours.

Price Per Person

Square Appointments typically prices per service rather than per person.
To achieve per-person pricing:

• Create a Service called “Escape Room” and set your base price (e.g., $25 per person).

• Under Online Booking Settings, toggle on Ask for Number of Attendees.

  • This allows customers to select “1–8 participants.”

  • The total price will update based on the number entered.

Make It Private (One Booking per Slot)

To prevent multiple groups from booking the same time:

• Go to Appointments → Settings → Calendar & Bookings → Max Bookings per Time Slot.

• Set it to 1 (private booking).

• This ensures once a time is booked, it disappears from your public booking page.

Allow Group Sizes (1–8 People)

When creating your “Escape Room” service:

• Under Service Duration & Capacity, set the capacity to 8.

• When customers book, they’ll choose how many guests they’re bringing (up to 8).

Limitations / Workarounds

• Set Schedules: You’ll have to manually add each time slot since Square doesn’t currently support “interval bookings” for specific time windows (like every 90 minutes automatically).

• Group Pricing: Pricing per person works well as long as you’ve enabled “Attendee count.” If you need custom group pricing (e.g., discount for full 8-person booking), you could create separate “services” for group sizes.

• No Class-Style Overlap: Square Appointments supports “Classes,” but that’s meant for multiple attendees in one open session — not private bookings. So the “service” route is the right fit.

Let me know if you have any questions about this set up. 

@SVLFever - do you do anything with booking or escape rooms? Looking for some other insights! 

[SVLFever]

Wow @Summer2024 .  I think you NAILED IT! 

Honestly, I don't think I could have written up as well as you have.   I think you identified the solution and workarounds, and I can't think of any other tips or suggestions.

Hopefully this will work for you @escapewapak .   If so, you'll also be able to take advantage of some of the Square marketing functionality that Square offers to hopefully encourage some repeat business.

Let us know if questions and good luck with your venture.