Tours

How visitors request and book tours of your coworking space through the Members Portal.

The tours feature lets prospective customers schedule a visit to your coworking space directly from the Members Portal. Visitors fill in a short form, pick an available date and time, and receive a confirmation email once the request is processed.

How tours appear in the portal

Tours are available in two places:

Entry point	Where it appears
Navigation bar	A “Book a tour” link in the portal header — visible to unauthenticated visitors when tours are enabled
Enquiry checkout flow	When the enquiry tour option is active, the tour form is embedded as a step in the plan enquiry checkout

Both entry points open the same tour booking form.

The “Book a tour” link only appears when tours are enabled and the location has billing configured. It is hidden from signed-in members.

Linking directly to the tour form

You can open the tour form on any portal page by appending ?action=tour to the URL. For example:

https://your-portal.nexudus.com/plans?action=tour

This is useful when you want to link to the tour form from an external website, email campaign, or social media post. The tour form will open automatically when the page loads.

Tour booking form

The tour form collects the information needed to schedule a visit.

Fields

Field	Required	Description
Full name	Yes	Visitor’s name
Email	Yes	Used for the confirmation email
Mobile phone	Yes	Contact number
Location	Yes	Dropdown listing locations that have tours enabled — defaults to the current location
Tour date	Yes	Date picker — only future dates are selectable, and days without available time slots are disabled
Time slot	Yes	After picking a date, available half-hour slots are shown as buttons based on the configured hours
Notes	No	Free-text area for any additional information

Customising form fields

You can add extra fields to the tour form from the Nexudus dashboard under Settings > Sign-up and checkout > Forms. The Forms page lists all checkout flows that can be extended — click the Tour row to open its field editor.

Unlike other checkout forms, the tour form only supports custom fields. Standard sign-up fields (billing details, profile, contact information, etc.) cannot be added because the visitor is not creating an account.

Each custom field can be set to:

Status	Behaviour
Optional	Shown on the form but not required
Required	Must be filled in before the tour can be submitted
Hidden	Not shown on the tour form

Date and time selection

When a visitor picks a date, the form displays the available time slots for that day as selectable buttons in 30-minute intervals. Only days that have at least one configured time slot are selectable in the calendar.

If no time slots are available for the selected date, an informational message is shown instead of the time buttons.

Validation

• The tour date must be at least one day in the future.
• The selected time must fall within a configured time slot for that day of the week.
• All required fields must be completed before submission.

reCAPTCHA and terms

The form includes Google reCAPTCHA to prevent spam submissions. Visitors must also accept your terms and conditions before booking.

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Calendly integration

If you prefer to use Calendly for tour scheduling, you can enable the Calendly integration instead of the built-in time-slot picker. When active, the tour form displays an embedded Calendly widget where visitors select their preferred time directly within Calendly’s interface.

With Calendly enabled:

• The location dropdown and Calendly embed are shown instead of the date/time picker and contact fields.
• Visitor details and scheduling are handled entirely through Calendly.

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Confirmation

After a successful booking, the visitor sees a confirmation message and receives an email with the tour details. If you have configured a tour host, that person is also notified.

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Admin configuration

Tour settings are managed from the Nexudus dashboard under Settings > Modules > Tours.

Enabling tours

Setting	Description
Enable tour form	Turns the tour request form on or off for the Members Portal
Tours require confirmation	When enabled, tour requests must be manually confirmed by an admin before they are finalised

Tour time slots

Setting	Description
Enable custom time slots	Restricts tours to specific hours and days. When disabled, the location’s regular opening hours are used
Time slot schedule	A weekly planner where you define available days and time ranges for tours

Tour host

You can assign a user as the tour host. This person receives notifications when a tour is requested or when the visitor checks in. The assigned user should have a customer account linked to their profile.

Enquiry tour

Setting	Description
Include tour in enquiry flow	Adds a tour scheduling step to the plan enquiry checkout in the portal

Calendly settings

These settings are found under Settings > Integrations > Calendly.

Setting	Description
Enable Calendly	Activates the Calendly integration for tour scheduling
API token	Your Calendly personal API token
Tour event URL	The Calendly event link used for the tour booking embed

iCal feed

When tours are enabled, an iCal feed URL is available in the dashboard. You can subscribe to this feed from any calendar application to keep track of upcoming tour requests.

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Visitor notifications

When a tour is booked, the system can send a notification email to the assigned tour host using the Visitor Notification template. This template is editable from the Email Template Editor in the dashboard.

The default template informs the host that a visitor is expected and includes the location name.

Assign a dedicated tour host so that someone on your team is always notified when a new tour is requested. This ensures prospective customers get a timely response.