Link a Localist Event to a Reservation During Booking
Overview
When creating a reservation, you can create a new Localist event or link an existing one directly from the booking flow. This publishes the reservation to your Localist events calendar without any extra steps after the reservation is submitted.
Prerequisites
- The Localist integration must be enabled on your platform. If it is not available, contact your Partner Success Manager or support@concept3d.com.
- You must have permission to create events in Localist.
Create a New Localist Event
During the reservation booking flow, a Localist section allows you to create a new event alongside the reservation.
- In the booking flow, locate the Localist section and select the Create tab.
- Enter the event details, including the name, description, and any classifications (filters, groups/departments) you want applied.
- For multi-date or recurring reservations, choose an event mode:
- Event with Instances: creates one Localist event with one instance per reservation date. Use this for recurring activities where all dates represent the same event.
- Separate Events: creates one independent Localist event per reservation date. Use this when each date is a distinct event that should be discoverable on its own.
If the reservation group spans multiple spaces, only Separate Events mode is available.
- Complete the rest of the booking flow and submit the reservation.
On submission, Room Reservations creates the Localist event (or events) and links them to the reservation group automatically.
Link an Existing Localist Event
If a Localist event already exists for this reservation, you can link it instead of creating a new one.
- In the Localist section of the booking flow, select the Link tab.
- Search for and select the existing Localist event. Results are filtered to events whose dates match the reservation date. If you do not see the event you expect, confirm that the event has been created in Localist on a matching date.
- Room Reservations will match the event's instances to the reservation dates.
- Complete the booking flow and submit.
Handling Instance Mismatches
If the existing Localist event has instances that do not align with the reservation dates, a warning banner appears before you submit.
- The warning identifies which Localist instances conflict with the reservation dates.
- Conflicting Localist instances will be replaced with the reservation dates on submission. There is no option to keep the original Localist dates.
- If the event dates in Localist are correct and the reservation dates are wrong, go back and correct the reservation dates before linking.
Review the warning carefully before proceeding. Once submitted, the conflicting Localist instances are overwritten.
What Happens After Submission
- The reservation details page displays a Go to Localist Event button (for a single linked event) or per-reservation Go to Localist Event links in the Dates & Times section (for Separate Events mode).
- Localist event status reflects the reservation's approval state. If the reservation requires approval, the event will remain in a pending state until the reservation is approved.
- Any subsequent edits, cancellations, or additions to the reservation automatically sync to the linked Localist event. See How Reservation Changes Affect Linked Localist Events.
Troubleshooting
The Localist section does not appear during booking. The Localist integration may not be enabled on your platform, or you may not have permission to create Localist events. Contact your administrator or reach out to support@concept3d.com.
I submitted the reservation but the Localist event was not created. If event creation fails, an error message will appear. The reservation itself is not affected. Return to the reservation and use the Add to Localist Calendar option to retry. See Add a Localist Event to an Existing Reservation.
Only Separate Events mode is available for my reservation. This occurs when the reservation group spans multiple spaces. Multi-space groups cannot be combined into a single Localist event; each space must have its own event.