> ## Documentation Index
> Fetch the complete documentation index at: https://docs.getyardo.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Public Booking

> This guide explains **how to configure public booking access and booking form behavior for a facility**. Booking access settings determine **who can request appointments**, how those requests are validated, and what information is required before a request enters your scheduling workflow.

Booking access is configured **per location** and applies to all public booking activity for that facility.

<Info>
  Internal scheduling by planners is not affected by booking access settings.
</Info>

***

## What Booking Access Controls

Booking access settings allow you to control:

* Whether public booking is enabled
* Which carriers can submit booking requests
* Whether identity verification or invitations are required
* How unknown carriers are throttled or reviewed
* What information carriers must provide on the booking form

All changes to booking access policies are **audited and recorded**.

***

## Quick Setup Flow

<Steps>
  <Step title="Select an access policy">
    Choose how carriers are allowed to access the public booking flow.
  </Step>

  <Step title="Configure policy-specific rules">
    Set verification windows, allowlists, invitation limits, or hybrid safeguards.
  </Step>

  <Step title="Customize the booking form">
    Define required fields, timeouts, and facility policies shown to carriers.
  </Step>

  <Step title="Share the booking URL">
    Distribute the booking URL or invitation links based on the selected policy.
  </Step>
</Steps>

***

## Access Policy Modes

Access policies define **who can submit booking requests** and what safeguards apply.

<Tabs>
  <Tab title="Disabled">
    Public booking is completely turned off for this location.

    **Behavior**

    * Carriers cannot submit booking requests
    * No public booking page is accessible

    **Use when**

    * The location is onboarding
    * Booking is handled entirely by internal planners
    * The facility is temporarily closed to external scheduling
  </Tab>

  <Tab title="Open">
    Anyone with the booking URL can request an appointment.

    **Behavior**

    * No verification required
    * Lowest friction for carriers

    **Operational considerations**

    * Requests may require more manual review
    * Increased exposure to spam if the URL is shared broadly

    <Warning>
      Open access should be used carefully for high-volume or high-risk facilities.
    </Warning>
  </Tab>

  <Tab title="Verified (email / phone)">
    Carriers must confirm their identity using a one-time verification code before their booking request is accepted.

    **Configuration**

    * **OTP expiry (minutes)** — Minimum 5, maximum 60

    **Operational impact**

    * Reduces duplicate and automated submissions
    * Maintains relatively low friction for new carriers

    **Use when**

    * You want open access with basic identity validation
    * You need protection against automated or repeat submissions
  </Tab>

  <Tab title="Allowlisted carriers only">
    Only carriers that match allowlist rules can submit booking requests.

    **Behavior**

    * Non-allowlisted carriers are blocked
    * Allowlisted carriers bypass email verification

    **Configuration**

    * Manage rules from **Manage allowlist**

    **Use when**

    * You work with a defined carrier network
    * Strict control over who can book is required
  </Tab>

  <Tab title="Invite-only">
    Carriers must use a tokenized invitation link to request an appointment.

    **Configuration**

    * **Default expiry (hours)** — 1 hour minimum, 1 year maximum
    * **Default usage limit (optional)** — Number of uses per link

    **Operational impact**

    * Full control over who can book
    * Ideal for one-off or temporary access

    **Use when**

    * Facilities require tight access control
    * Appointments are coordinated individually
  </Tab>

  <Tab title="Hybrid">
    Hybrid access allows broad access while applying safeguards for unknown carriers.

    **Behavior**

    * Known carriers may be automatically approved
    * Unknown carriers are throttled and flagged for review

    **Configuration**

    * **Trust criteria** — Allowlist, booking history, or both
    * **Approval threshold** — Approved bookings required before auto-approval
    * **Unknown carrier max attempts** — Attempts allowed per window
    * **Window (minutes)** — Rate-limit window

    **Use when**

    * You want to accept new carriers
    * You need to balance growth with operational safety
  </Tab>
</Tabs>

***

## Booking URL

Each location has a unique public booking URL.

<Card>
  **Booking URL**

  Share this URL with carriers or embed it in communications. The behavior of the booking page always reflects the current access policy.
</Card>

***

## Booking Form Configuration

Booking form settings control **what information carriers must provide** when submitting a request.

### Required Fields

Select which fields are mandatory on the public booking form.

<Accordion title="Company and contact information">
  * Company name
  * Requester name
  * Requester email
  * Phone number
</Accordion>

<Accordion title="Carrier identifiers">
  * MC number
  * DOT number
  * SCAC
</Accordion>

<Accordion title="Shipment and scheduling details">
  * Load type
  * Reference number (PO, BOL, PRO)
  * Requested start time
</Accordion>

<Tip>
  Require only the information needed for approval. Additional details can be collected after acceptance.
</Tip>

***

### Display Settings

* **Capacity display enabled** — Shows available capacity to carriers during booking to reduce invalid requests.

***

### Timeouts and Expiration

* **Pending expiration (days)** — How long a pending request can remain unapproved
* **Email verification window (hours)** — Time allowed to complete verification

***

### Custom Form Configuration

Advanced teams can define additional structured questions using JSON configuration.

<Info>
  Custom fields are stored as JSON and do not affect standard scheduling logic.
</Info>

***

### Facility Policies

Facility policies are displayed during booking review to set expectations before arrival.

* Arrival window
* Late arrival policy
* Cancellation policy

<Tip>
  Clear policies reduce disputes and improve on-time arrivals.
</Tip>

***

## Access Policy History

All access policy changes are recorded and auditable.

Use **View history** to review:

* When a change occurred
* The previous and new access mode
* The user who made the change

<Info>
  Access history supports accountability and post-incident analysis.
</Info>

***

## Recommended Setups

<Accordion title="Most facilities (balanced control)">
  * **Access policy:** Hybrid
  * **Trust criteria:** Allowlist + booking history
  * **Unknown carrier attempts:** 3 per 60 minutes
  * **Form:** Minimal required fields + reference number
</Accordion>

<Accordion title="High-security or low-volume locations">
  * **Access policy:** Invite-only
  * **Default expiry:** 7–14 days
  * **Usage limit:** 1–3 uses per link
</Accordion>

<Accordion title="Open but protected">
  * **Access policy:** Verified
  * **OTP expiry:** 10–15 minutes
</Accordion>

***

## Summary

Facility booking access settings control how carriers interact with your scheduling system.

By selecting the appropriate access policy and configuring form requirements carefully, you can balance carrier experience, security, and operational efficiency.