Hello Pascal,

Thanks for reaching out to us.

Let me give you an example of what is possible with Amelia looking at your questions -

• Students can see free booking dates from the web UI

The booking form is designed to display the available timeslot when a customer chooses a service/employee. When there is only one service and one employee, Amelia will skip the selection part and just display the timeslot

• Students can book the community room over a calendar on the frontend/web UI + form with Name, Room Number, number of participants, activity (like playing games, have a birthday party,...)

This depends on the configuration, but it's possible to configure the service name (extras feature), employee, location, and some other options. You can find more information regarding services on this link

• It's possible to add a lead time for x-days before the community room can be rent

There is an option called, "minimum time before booking" that you can set in General and for each service. Please, find more information on this link

• our building superintendent and I receive a message (E-Mail prefered or a Notification) where we can allow or deny the booking inquiry
  • If allow/deny: Student receives an email

By default, when the appointment is booked, the notification is sent to the employee and the customer. This also depends on the appointment status. For example, when the appointment is approved, the customer and the employee will get an email with the text inside the Approved appointment status template. The same goes for the pending, rescheduled, etc.

• Students can cancel their bookings

This can be done through the employee / customer panel. 

Front-end Customer Panel allows you to offer your customers an easy way to track, reschedule and/or cancel their appointments and events. In the Customer Panel, customers can manage their personal details without logging into the WordPress backend.

Please, find more information on this link.

• We can set a "vacation time" where no bookings are allowed

Since the timeslot availability depends on the employee's work hours, you can set the days off for a particular employee, and the timeslots will not be displayed when a customer selects the employee and the service assigned to that employee. Please, find more information on this link

• Optional: Possibilty to claim a deposit over PayPal and release the deposit if the room is fine (no damages/clean/...)  

It is possible to offer the Deposit solution only for online payments. That means if the customer chooses PayPal as the option, for example, based on the configuration, he will have to pay a deposit and the rest of the amount on-site.

Later, this amount can be refunded through the Finance tab.

I did my best to explain, i hope you will this information useful, but if you have any other questions or issues, feel free to ask.