FCFL Event Booking System

Custom booking system for Fat Cat Fab Lab's two spaces (Main Space + Event Space).

Live preview: https://harrison-f.github.io/fcfl-booking-preview/

Files

• index.html — Booking form (light/dark mode, responsive, dynamic pricing)
• apps-script.js — Google Apps Script backend (sheet management, Stripe, emails)

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How It Works

Member Flow

1. Fill out booking form → confirmation email sent
2. Board gets notification email
3. Board approves in Google Sheet (Status → "Approved")
4. Member gets approval email with Stripe payment link
5. Member pays (deposit + hosting fee if applicable)
6. 72 hours after event → $50 deposit auto-refunded
7. Member gets "deposit refunded" email

Board Flow

1. New row appears in "Event Bookings" sheet
2. Review the request
3. Change Status to "Approved" (or "Denied")
4. Everything else is automatic
5. If rules broken → run captureDeposit(rowNumber) in Apps Script to skip the refund

Pricing

• Free events: $50 refundable deposit only
• Paid events: $50 deposit + $20/hr hosting fee
• Deposit auto-refunds 72 hours after event date

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Setup

1. Google Sheet + Apps Script

1. Open your Google Sheet → Extensions → Apps Script
2. Delete any existing code in Code.gs
3. Paste the contents of apps-script.js → Save

2. Set Stripe Key

1. In Apps Script editor → Project Settings (gear icon) → Script Properties
2. Add property: STRIPE_SECRET_KEY = your Stripe secret key
3. Run testStripeConnection() to verify (should log ✅)

3. Create Triggers

1. Run setupTriggers() from the function dropdown
2. This creates three triggers:
   • onStatusChange — installable onEdit (fires approval flow with full permissions)
   • checkPaymentStatus — every 2 hours (polls Stripe for payment confirmation)
   • autoRefundDeposits — every 6 hours (refunds deposits 72hrs after events)

4. Deploy Web App

1. Deploy → New deployment → Web app
2. Execute as: Me | Who has access: Anyone
3. Copy the Web App URL
4. Update APPS_SCRIPT_URL in index.html with that URL

5. Go Live

• Replace the test Stripe key in Script Properties with your live key (sk_live_...)
• Host index.html on fatcatfablab.org

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Sheet Columns

Col	Header	Notes
A	Timestamp	Auto-filled
B	Name
C	Email
D	Event Name
E	Status	Dropdown: Pending / Approved / Completed / Denied / Cancelled
F	Description
G	Space	Main Space or Event Space
H	Date
I	Start Time
J	End Time
K	Duration (hrs)	Auto-calculated
L	Free Event?	Yes / No
M	Hosting Fee	$0 for free events, $20×hrs for paid
N	Deposit	Always $50
O	Payment Status	Auto-updated by script
P	Deposit PI ID	Stripe Checkout Session ID
Q	Fee PI ID	Stripe Payment Intent ID
R	Notes	Optional

Deposit Model

Charge + refund: the full amount (deposit + any fees) is charged upfront via Stripe Checkout. The $50 deposit is automatically refunded 72 hours after the event. If rules are broken, run captureDeposit(rowNumber) to mark the deposit as retained (skips auto-refund).

Troubleshooting

• Form submits but no row: Check the Apps Script web app URL in index.html
• Approval email not sending: Ensure setupTriggers() was run (creates installable trigger with full permissions)
• Stripe errors: Check Payment Status column — errors are logged there
• Key errors: Verify key in Project Settings → Script Properties; run testStripeConnection()