Integrations
Bookeo Integration Setup
Send every Bookeo customer a pre-filled waiver automatically, and build a room's weekly schedule from your Bookeo availability in a few clicks
Connect Bookeo and your booking customers receive a waiver email as soon as they book, with the room, date, and time already filled in. No manual link sharing, no chasing signatures, no extra work for your team.
What you get
- Automatic waiver delivery: New Bookeo bookings trigger a branded waiver email to the customer, as long as the product is mapped to a room and the booking has a customer email address.
- Pre-filled waiver links: The room, date, and time from the booking are embedded in the link so customers don't have to select them.
- Automatic group creation: When customers sign the waiver, they're automatically added to the matching group in Escape Kit.
- Weekly schedule import: Build a room's schedule from the availability Bookeo already has on the calendar — reviewed by you before anything is saved.
Connect your account
Go to SettingsIntegrationsBookeo and click Connect. You'll be redirected to Bookeo to authorize Escape Kit.
Approve the connection in Bookeo. You'll be redirected back to Escape Kit when it's complete.
Escape Kit fetches your Bookeo product list. For each product, select the matching Escape Kit room from the dropdown. Any product left unmapped won't trigger waiver emails.
Common Mistake: When you add a new product in Bookeo, it won't be mapped automatically. Check your product mapping whenever you add or rename products in Bookeo.
Import a repeating weekly schedule
Your Bookeo calendar already knows when you run games. Instead of retyping every start time by hand, let Escape Kit read what Bookeo actually has on the calendar, work out the repeating weekly pattern behind it, and show you every change before anything is saved — one review, one click, and the room's schedule matches reality.
Import is a one-time snapshot, not a live sync.
Example: Bookeo shows games Tuesday through Sunday at 5:00, 7:00, and 9:00 pm, plus a midnight game on Halloween and a Saturday closed for a private event. Escape Kit proposes the Tuesday–Sunday times as the weekly schedule and lists the two unusual dates separately, so you decide whether each one comes over.
Before you start:
- Connect Bookeo and map at least one fixed-time product to the room.
- Set a valid timezone for the location. Escape Kit will not guess a timezone or fall back to a server timezone.
- Sign in with an account that can manage rooms.
Go to the room and open its Schedule tab. Find the Bookeo Schedule Import section and click Import from Bookeo.
If the button is greyed out with a note about the timezone, set the location's timezone first and come back.
When one Bookeo product is mapped to the room, Escape Kit uses it automatically. When several are mapped, pick which product's schedule to read from the Bookeo product dropdown.
Under Weekly schedule Escape Kit will use, check the seven-day grid against your real hours. Escape Kit selects the repeating pattern it found in Bookeo. Expand How It Works to see which product it read, the date range it reviewed, and the last date it can change.
Dates That Differ From Weekly Schedule lists the upcoming dates where Bookeo doesn't match that weekly pattern: late starts, extra games, closures. Dates already covered by a custom schedule that matches Bookeo aren't listed, because nothing needs to change. Every date is ticked by default. Click Show changes on a date to see the exact times, untick any date you'd rather leave alone, or use Select all / Select none on a week. The switch at the top turns all date-specific changes off at once.
The bar at the bottom summarizes what will happen, such as "Updates the weekly schedule · adds 4 one-day custom schedules". Click Import Schedule. Escape Kit returns you to the room's Schedule tab when it's done.
Common Mistake: Dates where you already built a custom schedule are ticked by default, which means Bookeo's version replaces yours. If you hand-built a date that Bookeo doesn't know about, untick it before importing.
Behind the Scenes: Dates that already match your new weekly schedule are left alone entirely, and every change is applied in a single operation, so a failure part-way through leaves your schedules exactly as they were.
If a ticked date falls inside a custom schedule that spans several days, Escape Kit rebuilds that schedule around the date it's changing. The days either side keep their times, but they're saved as new custom schedule entries.
Nothing is saved until you click Import Schedule. Cancel, or leaving the page, changes nothing. If someone else edits the room's schedule while you're reviewing, Escape Kit refuses the import and asks you to refresh rather than overwriting their work.
Important: Importing applies the schedule once. Later changes to your Bookeo hours, closures, or added times do not flow through automatically. Run the import again when your normal weekly pattern changes.
How Escape Kit decides what to trust
A schedule import is only useful if you can trust what it writes, so Escape Kit holds every proposal to strict evidence rules:
- A month of real availability. Escape Kit reads 31 rolling days of Bookeo availability for the mapped product. When that isn't enough to tell one pattern from another — a change lands near the edge of the window, or the newest pattern hasn't repeated yet — it reads the following 28 days as well. It never reads a third date range.
- Patterns must prove themselves. A weekly pattern only qualifies once the same complete pattern shows up in two consecutive seven-day periods. One unusual week can't rewrite your schedule.
- Whole days, faithfully rebuilt. Escape Kit rebuilds each observed date as a full day of times, so added games, missing times, closures, and midweek changes are all represented. Games with no seats left still count as scheduled times — a sold-out Saturday doesn't read as a closure.
- A hard 28-day write limit. Only the next 28 days can receive date-specific changes. Evidence past that window helps Escape Kit classify the pattern but is never written. If a confirmed pattern starts after day 28, run the import again closer to that date.
Bookeo returns availability as a flat list of times rather than named schedules with start dates, so Escape Kit reports what it detects as a pattern. It can't tell you which Bookeo schedule produced it.
When the import is unavailable
If anything goes wrong on Bookeo's side, your schedule stays exactly as it was. Escape Kit never treats a failed or partial Bookeo response as an empty schedule — authorization problems, timeouts, rate limits, malformed data, unsupported products, and invalid timezones all leave your weekly and custom schedules untouched, with an error explaining what happened.
- The Bookeo Schedule Import section isn't on the Schedule tab. No Bookeo product is mapped to this room, or the feature isn't switched on for your location yet.
- You can review but not import. Your location can preview proposals while the import is still being rolled out. The page tells you directly.
- "This preview is out of date." The room's schedule changed while you were reviewing, or the preview sat open for more than 15 minutes. Click Refresh Preview to read Bookeo again.
- No safe pattern was found. Bookeo's availability doesn't repeat clearly enough to trust, or a confirmed pattern starts after the 28-day window and can't be represented safely. Escape Kit blocks the import rather than guessing.
Current limitations
- Only Bookeo
fixedandfixedCourseproducts are supported. - Only start times are imported. Capacity, prices, duration, and booking limits are not. If Bookeo shows a different game length, Escape Kit keeps the room's own game length and flags the date.
- Escape Kit always uses the pattern it detected. You can't pick a different one, or edit individual time slots, inside the importer.
- Alternating or biweekly patterns can be detected as evidence but can't become the weekly schedule.
- The evidence window is fixed. You can't choose a custom date range.
Update an older connection for schedule imports
New Bookeo connections include the availability permission needed for schedule import. If you connected Bookeo before schedule import was introduced, your existing waiver integration keeps working, but you may need to approve that additional permission once.
Go to SettingsIntegrationsBookeo. If an update is needed, you'll see Enable weekly schedule imports. Click Update Bookeo connection and approve the updated permissions in Bookeo. You can continue using the normal integration settings and product mappings before you update.
Updating permissions or reconnecting can rotate the Bookeo API key. Escape Kit preserves your product mappings, email settings, post-submit settings, and shared-location links, and replaces its booking webhooks rather than creating duplicates. Declining in Bookeo changes nothing. If Bookeo issues a new key but Escape Kit can't finish saving it, retry from Escape Kit rather than trying to restore the old key, which Bookeo may already have invalidated.
Reconnect when Bookeo access stops working
If Bookeo revokes or replaces the saved API key, the integration page shows a recovery message with Reconnect Bookeo as the primary action. Reconnecting restores provider access without clearing your mappings or settings.
This is different from a missing schedule-import permission. A permission update is optional and only affects schedule imports; a recovery message means Escape Kit can no longer use the saved Bookeo connection.
Customize the waiver email
Set up the email customers receive after booking:
Pro Tip: Include your venue's address and arrival time in the email body. Since this email goes out automatically when customers book, it doubles as your pre-visit communication.
Customize the post-submit page
After a customer completes their waiver, they see a confirmation page:
Disconnecting
Disconnecting has two parts: Escape Kit removes its saved connection and booking webhooks first, then the Bookeo account owner uninstalls the application in Bookeo.
Go to SettingsIntegrationsBookeo and click Disconnect Bookeo.
Escape Kit lists every location that shares this Bookeo connection and the data that will be removed. Only the location that owns the shared credential can disconnect it.
Escape Kit removes its Bookeo booking webhooks, saved API connection, product mappings, and shared-location links. If Bookeo is temporarily unavailable, nothing is cleared and you can try again safely.
Sign in to Bookeo, go to Account > Applications, select Escape Kit, and click Uninstall. This revokes the application from the Bookeo account completely.
Your customized waiver email and post-submit page content remain saved in Escape Kit. If you connect Bookeo again, remap each Bookeo product to its Escape Kit room.
Important: Uninstalling in Bookeo before disconnecting in Escape Kit can prevent Escape Kit from confirming that its webhooks were removed. You can still choose Remove saved connection in Escape Kit; any callbacks that continue arriving are safely ignored.
Shared Bookeo accounts
When several Escape Kit locations share one Bookeo credential, manage the connection from the owner location named in Escape Kit. Reconnecting preserves the shared relationship. Disconnecting shows every affected location before confirmation and removes the connection, product mappings, and shared links from all of them together.
A shared child location cannot reconnect or disconnect the owner's credential. Switch to the owner location and repeat the action there.
Related pages
- Integrations Overview: All available integrations
- Waiver Delivery Methods: All the ways waivers reach customers
- Building Your Waiver Form: Configuring your waiver form