VulCode

An online booking system on your own website, with no commission

Rooms, equipment, venues and appointments in one calendar: customers pick a free slot, pay upfront or leave a deposit and get a reminder, and your staff see the whole day in the panel.

Hospitality and travel
Example resource calendar with one day of bookings.
Picking a free rental start time

Booking from the customer's side

Three screens from picking a time to the reminder. Cancellation rules are visible before the customer pays.

  1. Picking a free rental start time

    Free times

    Customers only see slots with free units left, with the price and deposit information.

  2. Payment summary with a deposit and terms acceptance

    Payment and deposit

    Upfront payment through an operator, and a deposit as a card hold, released after return.

  3. SMS reminder and calendar entry

    Reminders

    An SMS the day before and an entry in the customer's calendar. A link in the email lets them change or cancel within your rules.

What happens after "book now"

Five steps the system does on its own. Staff only step in when handing over equipment or keys.

  1. Booking

    Customer

    The resource, time and number of units.

  2. Paid

    Payment

    Payment through online payments, the deposit as a hold through Stripe.

  3. Slot taken

    Panel

    Slot taken, buffer added, staff see the booking.

  4. Reminded

    Messages

    SMS and email on schedule, plus a Google Calendar entry.

  5. Deposit released

    After return

    The panel shows which deposits are waiting and releases them in one click once the equipment is back.

  • Reminded: returned with damage

    Deposit taken

    After return

    Funds are held on the card and released after return. If something happens, staff take the deposit from the panel.

  • Paid: the link in the email

    Cancelled or moved

    Customer

    A link in the email lets them change or cancel within your rules.

Resource rules in code, not in someone's head

Each resource has a rule description used by the calendar, the price list and the reminders. Changing a rule is a change in one place.

The "Two-person kayaks" resource rule in the panel: six units, a 30-minute buffer after return, two-hour slots with start times, the price and the deposit as a card hold, free cancellation up to 24 hours before the start and SMS reminders, with a preview of the day
  • Resources with unit countsThere is one room but six kayaks. The calendar counts free units, not just free hours.
  • BufferAfter each booking the calendar leaves time to check the equipment, so the next customer does not get a wet kayak.
  • Deposit as a holdFunds are held on the card and released after return. If something happens, staff take the deposit from the panel.
  • Cancellation and remindersThe free cancellation window and the SMS schedule are part of the rule, not separate settings in three places.

One logic, different kinds of bookings

Rooms, equipment, appointments and venues follow different rules. The system has all of them and you switch on only what you need.

Room

Booking unit: hours
  • Number of units: one
  • Deposit: sometimes
  • Buffer after a booking: cleaning
  • Reminder: the day before

Time to clean a room or check equipment is set once per resource and the calendar keeps to it.

Equipment

Booking unit: slots or days
  • Number of units: several
  • Deposit: usually
  • Buffer after a booking: inspection
  • Reminder: a day and 2 hours before

There is one room but six kayaks. The calendar counts free units, not just free hours.

One booking logic
The system has all of them and you switch on only what you need.

Appointment

Booking unit: fixed service length
  • Number of units: one specialist
  • Deposit: rarely
  • Buffer after a booking: break
  • Reminder: the day before

Bookings can go into a staff member's calendar, and busy times in that calendar can block online booking.

Local services

Venue for days

Booking unit: nights or days
  • Number of units: one venue
  • Deposit: often
  • Buffer after a booking: changeover
  • Reminder: a week before

Room booking with a deposit and the Atrium panel.

Hotels

Cancellations, deposits and booking rules

A few points of Polish law that decide how we write the terms and the form.

If it is car rental or a leisure or event service with a set day

art. 38(1)(12) of the Polish Consumer Rights Act

then the customer has no statutory 14 days to withdraw, and your terms set the cancellation rules.

If you call a payment a deposit (zadatek)

art. 394 of the Polish Civil Code

then you may keep it if the customer does not perform, and the customer may claim double if you do not.

If you take a security deposit or a prepayment

then the form does not call it a zadatek, because a security deposit and a prepayment are different things.

If online booking is offered to consumers

the Polish act on accessibility requirements

then it must meet accessibility requirements since 28 June 2025, unless a microenterprise provides it.

Consumer Rights Act (Poland), art. 38(1)(12), consolidated text Dz.U. 2026 item 1244. Civil Code (Poland), art. 394, consolidated text Dz.U. 2026 item 795. Act on accessibility requirements for products and services, Dz.U. 2024 item 731. We write this as the website builder, not a law firm, so it is not legal advice.

Questions about booking systems

What rental shops, conference centres and venues ask.

Tell us what you rent out

Describe your resources and how you take bookings today. We will reply with proposed rules and a free quote.