Bookeo

How to integrate Bookeo with Drawbridge to get booking information

Written By Daniel Gleaves

Last updated 19 days ago

Prerequisites

  • Admin account login information

What This Does

Once Bookeo is connected to Drawbridge, your daily bookings will automatically appear on the hosting page — no manual entry needed. Game Masters can see upcoming games, claim bookings before starting, and have player counts pre-filled when the game ends.

Before You Start

You'll need:

  • [ ] Your Bookeo admin username and password

  • [ ] Access to Drawbridge Settings

Step 1 — Connect Bookeo to Drawbridge

  1. In Drawbridge, go to Settings > Point of Sale > Bookeo

  2. Click Obtain API Key

  3. You'll be taken to Bookeo — log in with your admin credentials

  4. Copy the API Key that appears

  5. Go back to Drawbridge and paste the API key into the Bookeo settings field

  6. Click the slider to enable the Bookeo integration (it should turn on/active)

  7. Click Save

Drawbridge will now begin pulling your bookings from Bookeo automatically.

Troubleshooting

The Claim Button Is Missing on a Booking

The Claim button only appears on bookings that are properly mapped to a Drawbridge game. If it's missing, the booking is showing as an Event card instead of a game booking.

How to Fix it:

  1. Go to Settings > Point of Sale > Game Mappings

  2. Find the booking product for that game

  3. Make sure it's matched to the correct game not left blank or set to "Not a Game" by mistake

  4. Save and refresh the hosting page

Why You're Only Seeing Some of Today's Bookings

This is expected behavior it's not a bug. Here's how the hosting page works:

  • Mapped game bookings (bookings properly linked to a Drawbridge game) appear in the Up Next column for the next 90 minutes only. This keeps the hosting page clean and focused on what's coming up soon.

  • Unmapped event bookings (like birthdays or venue buyouts) show for the entire day since these often require extra prep time.

Need to see all of today's bookings at once? Go to the Reclaim Games tab in the side menu this shows every game booked for the day, regardless of when it starts.

You can also get a quick picture of how busy the day is by clicking the Current Hours/Game metric on the Overview screen, which shows how many games are booked per hour.

If your game bookings are showing all day instead of just 90 minutes out, this is almost always a mapping issue. Bookings that aren't mapped to a Drawbridge game show as Event cards, which display all day. Check your Game Mappings (see the Claim Button section above) to confirm all your games are correctly mapped fixing the mappings will also restore the Claim button on those bookings.

If Bookings Still Seem Off or Missing

Drawbridge filters bookings based on the timezone of the device being used so if a GM's computer is set to the wrong timezone, bookings may appear at the wrong times or seem to be missing.

Devices normally pick up the local timezone automatically, so this is rarely an issue. But if something seems off, check that the GM computers are set to your venue's correct local timezone in the computer's Date & Time settings.

If bookings are still not appearing correctly after checking this, contact support@drawbridgesolutions.com.

How Do I Handle Large Group Bookings or Multi-Room Events?

If your venue takes large group bookings where a single party plays multiple rooms, here's how Drawbridge recommends handling them:

Option 1: Leave the large group booking unmapped (recommended for most venues)

If you have a "Large Group" or "Private Event" product in your point of sale that you use for groups booking multiple rooms, leave it unmapped in Drawbridge's Game Mappings. When left unmapped, it will show up on the hosting page as an Event card displaying the exact booking name from your point of sale (e.g., "Smith Birthday Party 3 Rooms") rather than being tied to a specific game. This is ideal for infrequent large events that need extra prep and don't follow the normal one-booking-per-room flow.

Option 2: Create individual $0 bookings for each room

For large groups playing multiple rooms, the cleanest approach is to:

  1. Put all the money under the main "Large Group" booking in your point of sale

  2. Create additional $0 bookings under the same transaction for each specific room they're playing

  3. These $0 bookings will block those time slots from other customers and appear individually in Drawbridge for each room so Game Masters can claim and run each room normally

This keeps everything in sync between your point of sale and Drawbridge and gives you accurate per-room reporting.

Option 3: Use a separate "group" version of each game

Some venues create a second version of each game in their point of sale (e.g., "Mansion Murder Birthday Party" alongside "Mansion Murder Standard"). Customers can't book the birthday version themselves, but staff can. When the birthday version is booked, it automatically blocks the standard slot. Both versions can be mapped to the same game in Drawbridge.

What about notes? If you put the rooms a large group is playing in the notes field of the point of sale booking, those notes will be visible on the Event card in Drawbridge which can help Game Masters know which rooms to prepare even if the booking is unmapped.

Bottom line: For most large group situations, leaving the booking unmapped and using the Event card view works well. If you need per-room tracking and reporting for large groups, Option 2 (individual $0 bookings) is the most reliable approach.

I Added a New Game How Do I Make Sure It Shows Up?

Any time you add a new game or a new booking product in your point of sale, you need to update your Game Mappings in Drawbridge. Go to Settings > Point of Sale > Game Mappings, find the new game, and match it to the correct point of sale product. Without this step, the new game won't have a Claim button and won't appear correctly on the hosting page.

Bookings Aren't Showing Up at All

This checklist applies to all supported point of sale systems.

Step 1: Check that your integration is still enabled

  1. Go to Settings > Point of Sale and click on your booking system

  2. Confirm the integration slider is turned on (active) it may have been accidentally turned off

  3. Verify that credentials are correct ( Email, Username, Password, ID, etc)

  4. Click Save if you make any changes

Tips for Getting the Most Out of your point of sale integration

Always claim bookings before starting a game. Claimed bookings automatically fill in the player count on the end-of-game hosting summary, making it a one-click submission instead of a form to fill out. Unclaimed games won't appear in your daily reports, Hall of Fame leaderboards, or staff performance data.

Use "Not a Game" for non-game bookings. Birthday packages, corporate events, and venue buyouts should always be mapped to "Not a Game." This keeps them as Event cards (shown all day for prep purposes) and prevents them from cluttering your game booking flow.

Keep mappings up to date. Any time you add, rename, or remove a product in your point of sales, update your mappings in Drawbridge. Outdated mappings are the most common cause of missing Claim buttons and booking display issues.

Still Need Help?

support@drawbridgesolutions.com