Create a Booking Flow

Booking Flows are configurations that allow you to book resources in Jira or Jira Service Management. Each Booking Flow consists of a resource pool and a booking configuration.

You can create Booking Flows using the guided setup wizard for a faster, recommended configuration, or manually create a custom Booking Flow when you need full control over Jira elements, such as for team-managed spaces or advanced setups.

Requirements

• You must be a Jira Administrator to create Booking Flows. For more details, refer to the Permissions article.

Create a Booking Flow

In the Booking Hub, click + Booking Flow and follow the steps described below:

Important

The setup wizard is available only for company-managed Jira spaces. For team-managed spaces, create a Booking Flow manually using the custom flow creation process below.

Step 1: What to book

Select what type of resource you want users to book.

Examples include:

• Car

• Conference room

• Consultant

• Desk

• Medical device

• Mobile device

• Parking slot

• Software license

• Support call

• Other

Info

If you select Other, enter a custom resource name.

Step 2: Resource type

Choose where your resources are managed:

• Apwide Booking: Manage resources directly in the Booking app.

• Jira Assets (AQL): Pull resources from a Jira Assets schema using an AQL query. This option is available only if Jira Assets is enabled on your instance.

Step 3: Resource list

Define or select the resources that can be booked.

• Add new resources, or

• Select existing resources from Apwide Booking or Jira Assets.

Use + Add a resource to expand the list.

Step 4: Jira space

Choose where booking requests will be created.

• Create a new Jira software space

• Use an existing company-managed space

If you create a new space, it is created automatically during setup.

Step 5: Experience

Choose how users will book the selected resources.

Available booking experiences include:

• Time slots

• Start and end time

• Start time and duration

• Start time, end time, and duration

For details on each option, see the Booking Experience documentation.

Step 6: Summary

1. Review a complete overview of your selections, including:

• Resource type and list

• Jira space configuration

• Booking experience

• Jira elements that will be created or updated

2. Click Start to create the Booking Flow.

A progress bar shows the creation status. Keep the page open until the process finishes.

Step 7: Completed

After the process completes, a confirmation message is displayed.

You can then:

• Open the Booking Flow, or

• Configure it further using the editing screen.

Create a Custom Booking Flow

Use a Custom Booking Flow to manually configure all booking settings. This method is required for team-managed Jira spaces.

Step 1: Start the Custom Flow Creation

1. Go to the Booking Hub.

2. Click + Booking Flow.

3. In the first wizard step (What to Book), locate the information box.

4. Click Custom Flow Creation Process.

You are redirected to the Booking Flow configuration page.

Step 2: Configure General Settings

1. In the General section, configure the following:

   • Enabled: Enable or disable the Booking Flow.

   • Name: Enter a name for the Booking Flow.

   • Description: Enter a short description.

   • Space: Select the team-managed Jira space for booking requests.

   • Work Type: Select the work item (issue) type used for bookings.

Step 3: Select the Booking Experience

1. In the Booking Experience section, select how users will book resources:

   • Time Slots

   • Start Time and End Time

   • Start Time and Duration

   • Start Time, End Time, and Duration

2. Review the default settings.

Step 4: Configure Custom Fields

1. In the Custom Fields section, select:

   • Start Field: A Date-Time Picker field for the booking start time.

   • End Field: A Date-Time Picker field for the booking end time.

2. Ensure both fields are available on the Create screen for the selected work type.

Step 5: Configure Resources

1. In the Resources section, choose one option:

   • Define and Manage Your Resources in Apwide Booking

   • Define and Manage Your Resources Using Jira Assets (AQL)

2. If using Jira Assets:

   • Select the schema and object type.

   • Enter an AQL query.

   • Click Test to validate the query.

3. Configure the following:

   • Resource Field: Jira custom field used to store the selected resource.

   • Resource Type: Enter a descriptive name for the resource type (for example, Desk or Projector).

Step 6: Configure Conflict Handling and Automation

1. (Optional) Enable one or both options:

   • Link Conflicting Work Items: Automatically link overlapping bookings.

   • Auto Approve Request: Automatically approve or reject requests based on conflicts.

Step 7: Configure Statuses

1. In the Statuses section, select:

   • Confirmed Statuses: Statuses that represent valid bookings.

   • Trigger Status: Status that triggers conflict detection and automation.

2. Work items rescheduled from the Booking App also transition to the trigger status.

Step 8: Save the Booking Flow

1. Review your configuration.

2. Click Save.

The custom Booking Flow is created and ready to use.