Quotas, permissions and booking rules

Every subscription comes with a complete rules engine: quotas, permitted calendars, time limits, cancellation, restrictions, credits and guests. This page guides you goal by goal through configuring a subscription.

Limiting the number of bookings

In the Quota tab, the Booking Quota sets the number of bookings a subscriber can schedule at the same time. When booking a time slot, the subscriber uses up one quota unit; as soon as their booking ends, the unit becomes available again.

• Enable Hide calendars when the booking quota is reached to block viewing as well.
• Click Advanced Configuration then Add a quota to set several quotas depending on the calendars, days or time ranges.
• If needed, add Limit bookings on a fixed calendar (for example 5 bookings per calendar week) or Limit bookings on a rolling calendar (over the last X days).

Filling courts at the last minute

The Ignore the quota and limits before the start of the time slot option lets a subscriber book even when their quota has been reached, provided they do so shortly beforehand. It is 2:45 pm, the 3 pm time slot is free: the subscriber can take it despite their quota.

This is the best way to avoid leaving a court empty when a player is available, without loosening the general rule.

Restricting calendars and the booking horizon

In the Permissions tab, the Authorized Calendars & Number of Days for Booking section determines what the subscriber sees:

• Untick a calendar to prohibit it and hide it completely.
• Set the number of browsing days per calendar: for example, show the calendars up to D+14 but only allow bookings up to D+7.
• Transition time to an additional day: give access to the following day from a specific time, without waiting until midnight.

Controlling when a booking can be made

By default, a subscriber can book a time slot up to the last minute, and the time slot becomes unavailable as soon as it has started. Four options in the Permissions tab change this behaviour:

• Allow the subscriber to book a time slot that has already started: the 10 am time slot can still be booked until 10:15 am.
• Limit booking a few minutes before the start of the time slot: the 10 am time slot can no longer be booked after 9:45 am.
• Limit booking a few hours before the start of the time slot: the Monday 10 am time slot closes on Sunday at 10 am.
• Open the booking a few hours before the start of the time slot: conversely, the time slot only opens a given period in advance, adjustable day by day.

Managing partners

The Permissions tab brings together the settings relating to the players on a booking:

• Book with Partners: the subscriber selects other users, who are notified by e-mail; set the minimum and maximum number of partners.
• Book Without a Partner: useful for a practice wall or a driving range.
• Partner search (open booking): the subscriber opens their booking to others, who can add themselves to it. The Automatically cancel incomplete bookings option releases the time slot if no one joins.
• Offer additional time if multiple partners: for example 30 minutes extra from 3 partners onwards, if the following time slot is free. This free time is not deducted from the quota.

Extra time is the setting that elegantly solves both problems at once: instead of imposing 1 hour 30 time slots on everyone, you keep one-hour time slots and automatically extend those played by four — without tying up the court if the following time slot is already taken.

Controlling cancellation

In the Permissions tab, the Booking Cancellations section determines whether the subscriber may cancel:

• Maximum allowed cancellation period: for example up to 60 minutes before the time slot starts.
• Cancellation of Guest Passes: disable this option to prevent the cancellation of a booking that includes guests.

A cancellation deadline that is too short backfires on the organization: a player who can no longer cancel leaves the court empty rather than freeing it up. A generous deadline, combined with a cancellation notification, puts the time slot back into circulation.

Prohibiting time slots and combinations

The Rules tab brings together the restrictions:

• Restrict certain time slots from booking: for example, no bookings on weekdays from 4 pm to 7:30 pm on certain courts.
• Prohibit Consecutive Time Slots: prevents several time slots from being booked back to back, either globally or within certain time ranges.
• Prohibit booking with other subscriptions: makes two groups of users incompatible on the same booking.

The Allow multiple time slots on the same day at the same time option (Permissions tab) remains disabled by default: a subscriber cannot book two courts at the same time.

These restrictions are different from calendar closures: a closure removes the time slot for everyone, whereas a restriction only removes it for holders of that subscription. To reserve the indoor courts for competitive players on Saturday mornings, the restriction must be set on the other subscriptions — not a closure.

Charging for bookings in credits

In the Credits tab, enable Activate the credit system: the subscriber must have credits on their account in order to book. Credit accounts manually after a payment made at the club, or enable online payment.

1. With Advanced Configuration then Add an activation rule, restrict the credit system to certain calendars, days or time ranges.
2. Under Booking Rates, click Add a pricing rule to set the cost according to the calendar, the day and the time.
3. Under Payments & Billing, enable the online purchase of credits and define the prices offered to subscribers. Quantities, volume discounts and payment in instalments are covered on a dedicated page.

Allowing guests

In the Guest Passes tab, enable Allow booking with guests to welcome people from outside the organization:

• Set the minimum and maximum number of guests per booking; each guest uses up guest credits.
• Set the prices and offer booklets, as you do for booking credits.
• Choose who is debited and whether the guests' names must be provided.

Asking for guests' names changes the nature of the feature: without names, you are counting visits; with names, you know who came, which is essential if your insurer or your federation requires it.

Allowing labels

In the Labels tab, the Allow booking with labels option lets subscribers create a limited number of bookings with predefined labels (championship, tournament, etc.), with options to ignore the quota or the consecutive time slots rule.

This is the right way to open labels up to a team captain: they schedule their team matches without using up their personal quota, but remain limited to the labels you have authorised — unlike the profile right, which opens up all labels without limit.