How to create your community in Apoing — Step-by-step guide

If you want to manage your facility bookings with intuitive calendars, this guide walks you through every step to create your community in Apoing and get everything set up.

Step 1: Sign up for Apoing

Go to www.apoing.com and click Sign Up. All you need is a name and an email address. Once you complete registration, you'll receive an email to verify your account. After verifying, a second email will arrive with your login password, which you can change at any time from your profile.

As a new user, when you log in you'll be presented with two options: Create a community or Find an existing community. This guide covers the first option.

Step 2: Create the community

The community creation process is divided into 4 sections:

Section 1: Basic information

Fill in your community details: name, address, city, etc. This information helps users find your community when requesting to join.

Here you also choose whether the community will be public or private:

• Public community: Has its own URL where administrators can post updates and new users can register and request to join directly from that page.
• Private community: Has a private feed visible only to registered members. Users must search for the community in Apoing's directory to request membership.

Section 2: Access settings

Configure how users can join the community. There are 3 options:

• Open: any Apoing user can join without prior approval and start making bookings.
• By request: anyone can send a join request; they'll only be added if an admin approves it from "Pending users".
• By invitation: only users who receive an email invitation can join.

Note: In all three modes, it is always possible to send email invitations to users. If the community is public, its page will show a join button only for communities configured as "Open" or "By request".

Section 3: Identification

You can configure whether users must provide an identification code when joining. The available formats are:

• Membership number
• Block – Floor – Door number
• Street/Number – Floor/Letter

This code serves two important purposes:

1. Identify bookings on the calendar: Instead of an email address, this code is displayed on the booking grid, making the system transparent for the whole community.
2. Share booking limits between users with the same code: If two accounts — for example, two people in the same household — share exactly the same code, they are bound by the same booking limits. This means that if the community allows 2 weekly bookings per household, having two accounts does not grant 4 bookings. Codes can only be modified by administrators or users with a user-management role.

Note: If identification is not enabled, the Apoing-assigned user code will appear on the booking calendar instead.

Section 4: Credits

Optionally, you can manage bookings through a credit system. Users will need credits to make bookings in the community's calendars. The cost per booking is configured in each calendar, and user credits are managed from the user management section.

Note: Don't worry if any details aren't correct when creating the community — you can edit everything at any time.

Step 3: Create the calendars

This is one of the most important steps. Go to Communities I manage → Options → Calendar management and click "+ New Calendar". You can create as many calendars as you have facilities.

The calendar creation form is divided into the following sections:

Section 1: Main calendar information

• Activity type: Determines the booking rules for this calendar (see Step 4). A default type is created when you set up the community.
• Name: The name users will see when booking. Use a clear, descriptive name: "Padel Court 1", "Multipurpose Room", "Swimming Pool", etc.
• Enabled: If not enabled, the calendar won't appear in the community and no bookings can be made.

Section 2: Calendar schedule

Define the time slots available for booking. You have two options:

• Simple schedule: Select the days of the week, the time range, and the duration of each slot. Perfect for facilities with a regular, uniform timetable.
• Advanced schedule: For irregular timetables or slots of different lengths. Also allows you to configure different booking penalties and credit costs by time slot or day of the week.

Section 3: Maintenance period

Set a date range during which the calendar will not be available for bookings. Useful for temporary closures, refurbishments or periods of inactivity.

Section 4: Credit configuration

If your community uses the credit system, configure the booking cost here. With the advanced schedule, you can assign a different cost per time slot or day of the week.

Step 4: Configure booking rules

The booking conditions for each calendar are determined by its activity type. From Options → Booking conditions you can create and edit activity types to control:

• Maximum number of weekly bookings per user or booking code
• Maximum number of simultaneous open bookings per user
• Minimum and maximum advance notice required to book
• Capacity control (for facilities with multi-user access such as pools)
• Booking penalties for high-frequency users
• Special booking interval for weekends and public holidays

If several calendars should share the same conditions — for example, all padel courts in the community — simply assign them the same activity type.

Note: A default activity type is created when you set up the community. Review and adjust its conditions before activating your calendars.

Step 5: Manage your users

The final step is to add your community members. From Options → User management you can:

• View and edit user details
• Assign or modify booking codes
• Change each user's role (admin, user manager, surveys…)
• Temporarily enable or disable users
• Send email invitations
• Make bookings on behalf of a user
• Manage each user's credits

To add a large number of users at once, see the bulk user import guide.

Tip: If you configure the community as public, you'll have a dedicated URL where users can request access directly — the quickest way to onboard new members.

With these steps complete, your community is fully set up and you'll have total control over your facility bookings.