Foxlendar guide

Overview

Foxlendar adds date-based bookings to Shopify. Guests pick dates on your product page and pay through normal Shopify Checkout. You manage everything from the app dashboard.

Prices and dates are locked server-side on a Shopify draft order. Guests cannot change them at checkout. Bookings stay in sync when an order is paid, cancelled or refunded.

Core concepts

Quick start

1. Install from the Shopify App Store.
2. Create an accommodation. Accommodations → Add. Set capacity, add at least one unit.
3. Connect a Shopify product. In the accommodation editor, click Select product.
4. Set a price. Rates → create a rate plan, add a base nightly rate. No rate? The product price is used as a fallback.
5. Add storefront blocks. Theme editor → Add block → Reservation form and Accommodation details.
6. Test. Book a stay end to end. The paid order appears as a confirmed booking.

Plans & limits

Hitting a limit is explained inline and points you to upgrade. Going over your monthly booking allowance does not block checkout. Moving to a smaller plan holds back extra accommodations (nothing is deleted); upgrading restores them at once.

Accommodations & units

Create an accommodation

1. Accommodations → Add accommodation.
2. Connect a Shopify product (see next section).
3. Set capacity: max adults, children, and (if enabled) babies.
4. Add at least one Active unit.
5. Save.

Connecting Shopify products

1. In the accommodation editor, under Product mapping, click Select product.
2. Pick the product (its first variant is used).
3. Save.

Name, description and images come from the product. Foxlendar never copies them, so nothing goes out of sync. Use Edit in Shopify on the mapping card to change them at the source.

Checkout thumbnail

Flip this from the accommodation editor. Foxlendar turns it off automatically the first time you connect a product.

Locations

A saved address you create once and reuse across accommodations. Powers the map block and the storefront location filter.

1. Locations → Add location. Fill in city (required), address, country, and optionally latitude/longitude for the map pin.
2. Open an accommodation → Location section → pick the location.

The location filter appears once you have two or more accommodations with different locations. Skip this entirely if you don't need a map or location search.

Amenities & attributes

Both render through the Accommodation details block and optionally in search filters.

Rate plans

A rate plan is a pricing package. Most properties have one or two (e.g. "Flexible" and "Saver").

1. Rates → New rate plan.
2. Name it. Toggle Refundable if applicable.
3. Add rates inside the plan (covered next).

If a room has rates under more than one active plan, the storefront shows a plan selector. One plan means no selector.

Rates & how price is calculated

Price precedence (per night)

1. Exact date rate → used as-is, no multiplier.
2. Season rate → higher-priority season wins if overlapping.
3. Base rate → the fallback when no date or season match.
4. Shopify product price → final fallback.

Season, base and fallback nights get the weekend or holiday multiplier. Per-guest extras are added on top.

Example

Base $200/night, 2 adults included, extra adult $30/night. Weekend 1.2×. 3 adults book Fri–Sun (2 nights):

Seasons

A named date range Standard you attach pricing to. Create under Seasons.

Weekend & holiday pricing

Under Settings → Pricing defaults. Apply to season, base and fallback nights. Never to an exact date rate.

Enter holiday dates as YYYY-MM-DD, one per line. Only one multiplier per night, in this order: major holiday > minor holiday > weekend.

Services (add-ons)

Optional extras Standard guests add while booking. Create under Services, then assign to accommodations.

Common fees

Mark a service as Required on an accommodation to charge it automatically on every booking. A service can optionally link to a Shopify product for a checkout thumbnail.

Booking rules

Defaults for all rooms: Settings → Booking rules. Per-room or per-season overrides: Booking rules in the menu Standard.

The storefront date picker enforces these live. Disallowed dates are greyed out with a message.

Guest types & capacity

Settings → Guest policy. Name your guest types and set their ages. These labels appear in the guest picker on the storefront.

Capacity is set per accommodation (max adults, children, babies). A guest count that exceeds it is rejected with a clear message.

Storefront blocks

Theme editor → Add block → pick a Foxlendar block. No code. Inherits your theme fonts and colors.

Appearance

Theme editor → App embeds (puzzle-piece icon) → enable Foxlendar appearance. Set accent color, button text color, corner radius and spacing for all Foxlendar blocks.

How a booking is created

1. Guest picks dates and services. Price updates live.
2. Foxlendar validates server-side: product is bookable, room is active, capacity fits, a unit is free, rules pass.
3. "Book now" creates a Shopify draft order with the exact price locked. Guest goes to Shopify Checkout.
4. Order paid → confirmed booking, unit assigned, services attached.
5. Order cancelled or refunded → booking cancelled, unit released.

Request to book

Turn on in Settings → Booking rules, or per accommodation under Booking mode. Available on all plans. Built for long stays, group bookings and student housing.

The flow

1. Guest submits. Same validation as instant booking. Email required.
2. Room is held. Real unit reserved, calendar shows amber, channel dates blocked.
3. You review under Requests: guest details, message, stay, total.
4. Approve: invoice emailed to the guest. Set a custom room price or change the discount first.
5. Guest pays → booking confirmed on the held unit.
6. Or decline: room released, any existing invoice deleted.

Per accommodation

Each accommodation can override the shop setting: Always request, Always instant, or Follow shop setting (default). Vet long stays and let day rooms sell themselves.

Hold window

Hold requests for sets how long before auto-decline. Default 48 hours. Set to 0 to hold indefinitely.

Request a Quote

You price a stay and send the guest a payment link Premium. Under Quotes.

1. New quote. Pick accommodation, dates, guests. Override the room total if needed.
2. Create quote. Draft order created. Invoice emailed if you added an email, otherwise copy the link.
3. Guest pays → booking created with a unit assigned.

Managing bookings

Dashboard

Tabs: All, Confirmed, Cancelled. Search by guest name, email, phone or order number. A Needs unit badge flags oversold bookings.

Calendar

Month / Week / Day view, grouped by accommodation or by unit. Color-coded bars. Click for guest details, total, and links to the booking and Shopify order.

Manual booking

Add booking for phone or walk-in. Creates a paid Shopify order (offline payment) and a confirmed booking.

Cancelling & refunds

• Cancelling releases the unit. Foxlendar never auto-refunds.
• Issue refunds from the Shopify order.
• Audit history records every change and who made it.

Channel sync (iCal)

Keep availability in sync with Airbnb, Booking.com, Vrbo and others Premium. Under Channel sync.

1. Pick the accommodation or unit to sync.
2. Choose the channel and auto-sync interval (15 min to daily).
3. Import URL: paste the channel's iCal link to pull their bookings in as availability blocks.
4. Export URL: Foxlendar gives you a feed to paste into the other channel.

You can also block dates manually for maintenance or owner stays. Blocked dates are never bookable.

Discounts

Open Discounts in the menu. Each discount is one offer with its own rules.

Create a discount

1. Click New discount.
2. Pick the type: Percentage off, Fixed amount off, or Free nights (cheapest nights waived).
3. Choose who gets it:

4. Set conditions (all optional): stay length, offer/travel window, lead time, check-in day, which rooms and rate plans.
5. Set limits: total uses and uses per guest. Blank = unlimited.
6. Save.

Example

You run two eligibility-based discounts on stays of 1 to 30 nights: ASOR members get 10%, students get 15%. Create two discounts, set each to Membership audience, point each at its tier, and set max nights to 30. Done. No need to duplicate your standard rate plan.

Good to know

• A cancelled or declined booking always returns its use.
• A discount that has been used on bookings cannot be deleted. Deactivate it instead.
• Exclusive (default): when several qualify, the guest gets whichever saves the most.
• Combinable: stacks with other combinable discounts, each applied to what the last left.

Membership tiers

A tier defines a group of people and what rate they get. Discounts are attached to tiers, not to individual members.

Create a tier

1. Open Memberships → Tiers → New tier.
2. Name it (e.g. "Student", "ASOR member", "Corporate").
3. Set validity in months. Blank = never expires.
4. Save, then go to Discounts and create a discount with audience Membership pointed at this tier.

Verification

One tier can have multiple discounts with different conditions. For example: a 10% short-stay rate and a 15% long-stay rate, both under "ASOR member". The booking form only shows the tier when at least one of its discounts qualifies for the selected stay.

Membership inbox

Memberships in the menu is where you manage applications and active members.

Review an application

1. Guest applies from the storefront (or you add them with Add member).
2. Application shows as Awaiting review.
3. Click Approve: a code is issued, the member can start booking.
4. Or Reject: they can apply again later.

Membership statuses

Staff discount selector

When approving a booking request, you can verify, change or remove the guest's discount before the invoice goes out.

Step by step

1. Open a request and click Approve.
2. You see what discount the guest currently has. If they picked a membership rate from the form, a warning says it hasn't been verified.
3. Check Change the discount before invoicing.
4. Pick the correct discounts from the list (all your active discounts are shown, including staff-only ones).
5. The new total is calculated for you. Click Approve and send invoice.

What each choice does

Combination & settings

Two settings under Settings → Discounts. Both are off by default.

How the claim list works

1. Guest picks dates. Only tiers whose discount qualifies for that stay appear. A 31+ night tier is hidden on a 5-night stay.
2. Guest selects a tier (e.g. "Student — 15%"). This is a claim, not proof.
3. The request arrives with a warning: "Nothing has verified this."
4. You check the guest's eligibility and approve, swap, or remove the discount.

Instant-checkout rooms never show the list, regardless of this setting.

Editable message help text

You can customise the text below the guest message field on the booking form.

1. Open the Shopify theme editor.
2. Click the Accommodation page or Reservation form block.
3. Fill in Message field help text.

Leave it blank to keep the default. Example: "Please include your institutional affiliation, purpose of stay, and any discount eligibility."

Settings reference

Settings in the menu. Changes save from the bar at the top.

FAQ

Troubleshooting