Link with another venue

Link with another venue

If you share a space with another business, rent a chair to someone self-employed, or run more than one venue, you can link your ResNeo accounts. Linking lets two venues see each other's calendars and, if you both agree, manage each other's bookings.

The one big idea: linking shares access, never ownership. Each venue keeps its own bookings, clients and payments. You choose what the other venue can see and do, and you can pull it back at any time.

There are two separate things here, and most businesses only need the first.

	A link	A collective
What it is	Two venues seeing each other's diaries	One public booking page covering several venues
Who sees it	Only you and your teams	Your clients
Good for	A chair renter, a shared room, covering each other	Two businesses trading under one name
What it needs	Whatever access you both agree	Full access, both ways, no calendar limits
Undoing it	Unlink	The host ends it with End the collective, typing the collective's name

Start with a link. You do not need a collective to share a diary.

Before you start

• Linked accounts live under Settings, then the Linked Accounts tab. You need admin access.
• Both venues need to be on a ResNeo appointments plan. Every appointments plan can link, Light included.
• Both need a working subscription. A free trial counts, and so does a plan you have cancelled but not used up. A failed or expired payment stops you creating new links, though existing ones keep working.
• Linking costs nothing extra, and the other venue's calendars do not count against your plan's calendar limit.

Step 1: Send a link request

1. Open Settings, then Linked Accounts.
2. In the Active links card, click Link with a venue. A short wizard opens and walks you through everything.
3. Under Which venue?, type the other venue's name or paste their booking page address, then pick them from the list. The whole address works, for example resneo.com/book/their-venue, and so does the address of a shared booking page. Each result shows the venue's town and booking page address, so two venues with the same name are easy to tell apart. Venues you can link with are marked Available. Ones marked Unavailable cannot link right now, and the reason shows underneath. If they have already asked you, the wizard says so and offers Review their request. Click Continue.
4. Under How closely will you work together?, pick one of the three levels. Nothing is picked until you choose. See step 2. This matters more than anything else in the wizard.
5. If you picked Work as one team, the wizard asks Share one booking page? Choose Just link for now, or Also start a collective to set up a shared booking page with the same request. Read Run several venues as one collective first if you are unsure. If they cannot join one, the wizard says why. If your venue already hosts a collective, it offers to invite them to it instead.
6. If you chose Also start a collective, two more steps appear. Type a Collective name, then pick the address after /book/c/; ResNeo tells you whether it is free. The collective name is what the collective is called in your dashboard and in messages between the venues. Customers see your venue's own name on the shared page, unless you choose a different one in its settings later. Read What changes when your collective starts and tick the box to confirm.
7. On Check and send, read the summary, add a note for the other venue if you like, and click Send request.

The other venue gets one email and one notice on their dashboard. Nothing changes until they accept, and the request stays under Pending requests, where you can cancel it.

While you wait, a notice at the top of your dashboard says Waiting for [their venue] to review your link request. If you also started a collective, it says that Continue setup will appear once they accept. You do not need to check back: the notice changes by itself when they answer.

Tip: pick the least access that does the job. You can give more later, straight away, from Edit permissions.

Do not know their exact name? Click Get invite link instead. Invite a venue to link gives you a link and a QR code to share. When an admin at the other venue opens it, it fills in a request back to you. It grants nothing on its own and expires in 30 days.

Step 2: Choose what each venue can see and do

The wizard offers three levels, and each applies the same access both ways:

• See each other's diaries: each venue sees the other's calendar in full, with no client names or contact details, and cannot change anything.
• Manage each other's bookings: adds client contact details and the right to move or edit bookings that already exist.
• Work as one team: adds making and cancelling bookings for each other, and each venue sees the other's booking reports (never their takings or sales, unless you both agree a commission split that includes products). This is the only level that can run a shared booking page (a collective). With no calendar limits, it is also the only level that shares treatment records: admins and team members with a calendar at either venue can see and add records and alerts for each other's clients. Deleted records, restoring them and batch search stay with each venue's own admins.

Most venues only need the first. If you want different access in each direction, or to share only some of your calendars, click Customise permissions. The permissions are then set separately for each direction, in two boxes:

• What [their venue] can do with your data is the access you are giving away. Read this one especially carefully.
• What you can do with [their venue]'s data is what you are asking them to grant.

Start with Calendar visibility, because it decides the other two:

• No access: they see nothing, and the other settings switch off.
• Busy/free time blocks only: they see that you are busy, not who with. Client details and booking actions are not available at this level, on purpose.
• Full booking detail: they see the client name, service and notes on every booking.

Warning: the three settings are a ladder, not three independent choices. The moment you pick Full booking detail, ResNeo also ticks Share client contact details (name, email, phone) and sets Booking actions to Edit existing bookings. One dropdown change hands over three things: your diary in full, your clients' names, emails and phone numbers, and the right to change your bookings.

If that is more than you meant, untick Share client contact details straight away. Doing so forces Booking actions back to Read-only. There is no way to let another venue edit your bookings without also sharing your clients' contact details.

Booking actions offers Read-only, Edit existing bookings, or Create, edit and cancel bookings. Only the last one lets them add a booking to your diary.

If you have more than one calendar, Which of your calendars? appears underneath. Leave it on All calendars, or pick Choose specific and tick the ones to share, so a chair renter sees only their own column. You can only limit the calendars you are sharing out, not which of theirs you see.

A link has to give something to somebody: if you set both directions to No access, ResNeo says so and will not let you send it.

Tip: start at Busy/free time blocks only. For coordinating a shared diary that is genuinely all you need, and it shares no client data at all.

Step 3: Respond to a request sent to you

1. A banner appears at the top of your dashboard, and the request is listed under Pending requests in Settings, then Linked Accounts. Click Review request on either.
2. Read what the other venue is asking: two lines say what each venue would be able to do. Click Adjust permissions to change what you share before accepting.
3. If the request also invites you to a collective, the next steps explain what joining means for your booking page and your services. Your services are listed with tick boxes, all ticked: ticked ones are suggested to the host, who can put them on the page as they are. Read the steps carefully: they are the same as joining a collective on its own.
4. On Check and accept, click Accept (or Accept and join for a collective), Accept the link only to leave the collective invitation for later, or Decline.

Declining a request that came with a collective invitation closes that invitation too.

If a request was sent the wrong way round, decline it. Either venue can send a new request straight away, and the collective can be set up again from the other side with the same name and booking-page address.

After you accept, the dialog stays open on a short receipt saying what happens next. For a plain link, the link is active straight away and their columns appear in your Appointment Calendar. If you also joined a collective, nothing is needed from you yet: the other venue is now setting up the services and the shared booking page, and a notice on your dashboard says so until the page is live. Your own booking page carries on as it is until then.

Good to know: a request nobody answers expires after 30 days. You can have 10 requests waiting at once. Link with a venue is greyed out while you have 10 waiting. If a venue declines, you can ask again whenever you like.

Step 4: See the shared calendars

Once a link is active, click Open linked calendars in the Active links card. It takes you to your Appointment Calendar, where the partner's columns sit alongside your own.

• Linked bookings carry a small chip with the other venue's name, and opening one says Booked at that venue. A partner that trades under the same name as you, or as another partner, shows its town too, for example Aura Hair Studio in Holywood.
• A padlock on that chip means view only: either they share time blocks only, or they have not granted edit rights.
• To hide or show them, click Filter above the grid and use the Linked venues section. All linked calendars shows the lot, or tick individual venues and columns.
• The Day Sheet has its own Linked calendars panel at the bottom, for the day you are printing.

To add a booking on a partner's column, they must have granted you Create, edit and cancel bookings. Where they have, a New booking button appears for that venue and the booking is created in their diary, not yours.

Changing or ending a link

Each link's card shows the other venue's town and booking page address under its name. Each active link has buttons for View audit log, Edit permissions, Reduce access now, and Unlink. Edit permissions is hidden while a link is suspended or a change is awaiting an answer.

Change	When it applies	Button
You give the other venue more access	Immediately	Expand access now
You cut back what they can do	Immediately, and they do not need to agree	Reduce access now
You ask for more access to their data	Only once they accept	Propose change
You change both directions at once	Only once they accept, even if one side is a reduction	Propose change
You end the link	Immediately, for both venues	Unlink

While a proposed change is waiting, both venues see it on the link. The venue that proposed it can Withdraw change. The other venue can Accept change or Decline change. Neither of you can propose a second change until the first is settled.

View audit log opens the Cross-venue audit log: every cross-venue action on that link. Both venues see the same list, and it is kept after the link ends. Ended links move to the Past links card, where the audit log is still available.

Warning: unlinking stops access both ways at once. To link again, one of you sends a fresh request.

Warning: if you and the other venue are both part of a collective, this link holds it together. Unlinking, reducing access below Work as one team, or accepting a change that does, takes one of you out of the collective. If one of you hosts it, the other venue leaves. If you are both members, the venue that makes the change leaves. When only one venue would be left, the collective ends. The dialog says which before you confirm, and asks you to type the collective's name if it would end. To take a venue off the shared page but stay linked, the host uses Remove under Manage Collective, Venues, and a member uses Leave on the collective's row.

If the other venue's subscription lapses, the link shows as Suspended and sharing pauses. It resumes on its own if they restore it within 30 days.

Emails and the notification bell

When your venue has an active link, admins get a bell beside Support at the bottom of the sidebar. A number on it counts unread items. Click it for a list of what the linked venues have done to your bookings, each with the booking's day and time (for example "Thu 24 Sept at 10:00"). Click any entry to open your calendar on that day, or click Mark all read. When there is nothing new it says you are all caught up.

The bell always fills in. Email is separate, and off until you ask for it. Scroll to the Notification emails card at the bottom of Settings, then Linked Accounts, and switch on the ones you want. There are four:

• Email me when a linked venue cancels a booking
• Email me when a linked venue reschedules a booking
• Email me when a linked venue creates a new booking
• Email me when a linked venue edits booking notes or service

Emails go to your venue's contact address and to active admins. The last one can be noisy, so leave it off unless you really want every note change.

Put linked venues on one booking page

A venue collective puts two or more linked venues on one public booking page, with one set of services that the host venue manages. It needs a link that is fully open in both directions: full booking detail, create, edit and cancel, and no limit to particular calendars. The quickest way to start one with a venue you are not linked with yet is Link with a venue, choosing Work as one team and then Also start a collective (step 1). Creating one with a venue you are already linked with, joining one, and running the page are covered in Run several venues as one collective.

Good to know: joining a collective links you with every venue in it, with full access both ways. Leaving or ending a collective leaves those links, and the access they give, exactly as they are, until you unlink. Changing one of those links while you are both in the collective takes a venue out of it (see Changing or ending a link).

Classes, events and rooms on the combined page

The combined page can also show classes, ticketed events and bookable rooms or equipment from any member venue. The host chooses what appears under Manage Collective, then Classes, events & resources: tick an item to list it, untick it to take it off. A member can take its own items off at any time.

1. Each listed item shows the venue that runs it, and the booking lands on that venue's calendar.
2. Prices, payment rules, hours and capacity stay with the venue that runs the item. The host does not change them.
3. Rooms and equipment are never shared between venues. Listing a room only says where it can be booked from.
4. Class passes, credits and memberships stay with each venue. On the combined page guests book one class date at a time.
5. Once every class, event or room a venue runs is listed, that venue's own page sends guests to the combined page for those too, just as it does for appointments.

Common problems & fixes

Problem	Likely cause	Fix
The Linked Accounts tab is missing	You are not an admin	Only an admin can set up a link. Ask an owner or admin
Link with a venue and Get invite link are greyed out	Your subscription lapsed or a payment failed	Sort your card out under Settings, then Plan
A venue shows as Unavailable	Their plan cannot link, their subscription is inactive, or you are linked already	Ask them to check their plan
I gave away more than I meant to	Picking full booking detail also grants contact details and edit rights	Use Reduce access now. It applies immediately without their agreement
No New booking button on a partner's column	They granted view or edit only, not create	Ask them to set Booking actions to Create, edit and cancel bookings
Linked columns have vanished from the calendar	They are switched off in the filter	Click Filter, then tick All linked calendars under Linked venues
Link with a venue is greyed out, and Get invite link is not	You have 10 requests waiting	Cancel one under Pending requests, or wait for an answer
Create venue collective is greyed out	You have no accepted link yet	Send a request with Link with a venue. Once a link is accepted, the button opens and says which links need changing
The Create venue collective button has vanished	You are already in a collective, and a venue can only be in one	Leave or dissolve the one you are in first

Next steps

• Using the calendar
• Add and manage your team
• Run several venues as one collective
• Your public booking page and embed