Booking Rules
Booking rules determine when and how customers can make bookings.
Overview
Two Main Rules
| Rule | Description |
|---|---|
| Booking window | How far in advance can bookings be made? |
| Booking cutoff | Until when before the start can bookings be made? |
Example
Today: Jan 1, 10:00 AM
Class: Jan 3, 6:00 PM
With booking window: 30 days → Bookable
With booking cutoff: 2 hours → Until Jan 3 at 4:00 PM
Booking Window (Advance Booking)
What is This?
The booking window limits how far into the future customers can book.
Configuration
- Go to Settings → Bookings
- Under "Booking window":
- Enable toggle
- Enter a value (e.g. 30)
- Choose the unit (days/weeks/months)
- Save
Examples
| Setting | Meaning |
|---|---|
| 30 days | Classes bookable up to 30 days in advance |
| 4 weeks | Classes bookable up to 4 weeks in advance |
| 2 months | Classes bookable up to 2 months in advance |
| Disabled | All visible classes are bookable |
Recommendations
| Studio type | Recommendation |
|---|---|
| Yoga/Fitness | 4-8 weeks |
| Personal Training | 2-4 weeks |
| Workshops | Depends on planning |
Booking Cutoff (Cancellation Deadline)
What is This?
The booking cutoff prevents last-minute bookings right before the class starts.
Why Is It Important?
- Trainers can prepare
- Participant lists are finalized in time
- Rooms can be planned
Configuration
- Go to Settings → Bookings
- Under "Booking cutoff":
- Enable toggle
- Enter a value (e.g. 2)
- Choose the unit (minutes/hours/days)
- Save
Examples
| Setting | Meaning |
|---|---|
| 30 minutes | Bookable until 30 min before class starts |
| 2 hours | Bookable until 2 hours before class starts |
| 1 day | Bookable until 24 hours before class starts |
| Disabled | Bookable until class starts |
Recommendations
| Class type | Recommendation |
|---|---|
| Group classes | 2-4 hours |
| Personal Training | 24-48 hours |
| Workshops | 1-7 days |
Credit Expiry Mode
Two Modes
| Mode | Description |
|---|---|
| End of Day | Credits expire at 11:59 PM |
| Exact | Credits expire at the exact time |
Example: End of Day
Credit purchased: Jan 1, 2024, 2:30 PM
Validity: 365 days
Expiry: Dec 31, 2024, 11:59 PM
Example: Exact
Credit purchased: Jan 1, 2024, 2:30 PM
Validity: 365 days
Expiry: Jan 1, 2025, 2:30 PM
Configuration
- Go to Settings → Bookings
- Under "Credit expiry":
- Choose "End of Day" or "Exact"
- Save
Class-Specific Rules
Override at Class Level
Individual classes can have different rules:
- Open the class
- Tab "Settings"
- Enable "Individual booking rules"
- Set your own values
Example
- Studio default: 2-hour booking cutoff
- Workshop: 48-hour booking cutoff (individual)
Effects
For Customers
When booking is disabled, the system shows:
"Booking no longer possible.
The booking deadline was [time]."
For the Waitlist
Waitlist spots are also subject to the booking cutoff.
For Admins
Admins can always book, regardless of rules.
Cancellation Rules
Default Behavior
- Cancellation possible until the booking cutoff
- After the booking cutoff: no more cancellations
- Credits are not refunded
Configurable Options
| Option | Description |
|---|---|
| Allow cancellation | Yes/No |
| Credit refund | Full/Partial/None |
| Cancellation deadline | How long before class starts |
Best Practices
Finding Balance
- Too lenient: Many no-shows, hard to plan
- Too strict: Customers can't book flexibly
Typical Setups
Yoga Studio:
Booking window: 4 weeks
Booking cutoff: 2 hours
Cancellation: Until 2 hours before
Personal Training:
Booking window: 2 weeks
Booking cutoff: 24 hours
Cancellation: Until 24 hours before
Workshop Studio:
Booking window: 8 weeks
Booking cutoff: 48 hours
Cancellation: Until 7 days before
Frequently Asked Questions
Can I have different rules per class?
Yes, via individual booking rules at the class level.
What happens when an appointment is moved?
When changed by an admin, existing bookings are retained.
Can trainers change the rules?
No, only admins can edit booking rules.
Do rules also apply to direct payments?
Yes, all booking rules apply regardless of the payment method.