Creating a booking for a staff member
Head to the New Booking tab under the Operations section.
- Select the asset group you want the driver to park in.
- Type in the driver's email address. Phone number is optional
- Select the date/s the driver should have a booking for, as well as the time frame if required.
If the driver is already in the system, their details will populate in the live view automatically.
The notes section is visible for admins only. These notes appear in the live view and can be used for helpful internal reminders about the created bookings.
Once all details are filled in your screen should look something like this.
Hit create to complete the booking. The driver will recieve a confirmation email and can use the BaseUp app to access the car park on the date you have booked for them
Creating a Visitor Booking
Create a visitor booking when:
The driver does not come to the building regularly, and
The driver is not required to download an app to access the car park.
Typical examples: couriers, contractors, occasional visitors, or short-term guests.
You can populate the visitors' details, and if you need them to park in a specific bay, select, specific asset and choose from the list bays.
When you select Visitor, a message will appear on the screen telling you whether a link will be sent to the visitor (by email and/or SMS).
If you see a message along the lines of:
“A booking link will be sent to this visitor via SMS/email”
→ that means the visitor link feature is enabled for this site.
If no such message appears, the site is not configured to send visitor links. Please reach out to our team to have this added to your configuration
Once you have created the visitor booking, your visitor will receive a confirmation email.
A booking confirmation email that includes:
Date and time of the booking
Building/car park location
Parking or access instructions (if configured)
A link to view their booking details
A booking confirmation SMS that typically includes:
A short confirmation of the booking
Key access details (e.g. date/time and car park)
A link to view their booking details (if enabled)
The content of the confirmation email and SMS is standard and cannot be changed or customised by the user creating the booking.
Creating a booking if your site has License Plate Recognition
Visitor bookings are not managed by BaseUp.
Visitor bookings for LPR sites are managed with the building management team.
For these sites, only staff members who already exist in the building access control system will be able to gain car park access.
Adding a staff booking in the Dashboard does not create or update their record in the building’s access control system. The staff member must already be set up there.