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, straight away	Dissolve, then wait 30 days

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. Restaurant plans cannot link.
• 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. Click Send link request.
3. Type the other venue's name, or paste their booking page address, and pick them from the list. Venues you can link with are marked Available.
4. Add a short note if you like.
5. Set the permissions before you send. See step 2. This matters more than anything else on the page.
6. Click Send request.

Warning: the form arrives pre-filled with full access in both directions: full booking detail, client contact details, and create, edit and cancel. If you send it without changing anything, that is what you are offering and what you are asking for. Always review step 2 first.

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

Step 2: Choose what each venue can see and do

Permissions are set separately for each direction. Read the direction describing what the other venue can do with your data especially carefully. That is the access you are giving away.

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 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. Note that 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.

If you have more than one calendar, use the calendar picker to limit what you 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.

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. Open Settings, then Linked Accounts.
2. Under Pending requests, find the venue under Received and click Review request.
3. Read what each venue would be able to do.
4. Choose Reject, Accept with changes to adjust the permissions first, or Accept.

Once accepted, click Open linked calendars to see the shared calendars.

Good to know: a request nobody answers expires after 30 days. You can have 10 requests waiting at once, and there is a short wait before you can ask again after a rejection.

Changing or ending a link

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
You give the other venue more access	Immediately
You cut back what they can do	Immediately, and they do not need to agree
You ask for more access to their data	Only once they accept
You change both directions at once	Only once they accept, even if one side is a reduction
You unlink	Immediately, for both venues

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

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.

Put linked venues on one booking page

A venue collective is a single public booking page covering two or more linked venues under one brand.

Before you can create one, the link must be fully open in both directions: full booking detail, create, edit and cancel, and no limit to particular calendars.

1. Open Settings, then Linked Accounts, and scroll to Venue collectives.
2. Click Create venue collective.
3. Give it a name clients will recognise.
4. Choose the booking page address. The page lives at /book/c/your-address.
5. Tick the linked venues you want to invite.
6. Click Create collective.
7. Each venue you invited must open Settings, then Linked Accounts, and click Accept invitation. Until they do, their chairs do not appear.

Good to know: a venue can be in one collective at a time. Once you are in one, the Create venue collective button disappears rather than greying out. The combined page needs at least two accepted members before it goes live.

To end it, members use Leave and the venue that created it uses Dissolve. After dissolving, you wait 30 days before setting the same arrangement up again.

Common problems & fixes

Problem	Likely cause	Fix
The Linked Accounts tab is missing	You are on a restaurant plan, or you are not an admin	Linking is for appointments plans. Ask an owner or admin
Send link request will not go through	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
Create venue collective is greyed out	The link is not fully open both ways	Open Edit permissions and set both sides to full detail and create, edit and cancel
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
The combined page says it is unavailable	Fewer than two venues have accepted	Ask the invited venues to click Accept invitation

Next steps

• Using the calendar
• Add and manage your team
• Your public booking page and embed