Quotas, permissions and booking rules

Each subscription includes a complete rule engine: quotas, authorised calendars, time limits, cancellation, restrictions, credits and guests. This page guides you objective by objective through configuring a subscription.

Limit the number of bookings

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

• Enable Hide calendars when the booking quota is reached to also block viewing.
• Click Advanced Configuration then Add a quota to define several quotas by calendar, day or time range.
• 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).

Fill courts at the last minute

The Ignore the quota and limits before the start of the time slot option lets a subscriber book even if their quota has been reached, provided they do so shortly before the start. It is 2:45 p.m. and the 3:00 p.m. 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 relaxing the general rule.

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

Control when bookings can be made

By default, a subscriber can book a time slot until 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 10:00 a.m. time slot remains bookable until 10:15 a.m.
• Limit booking a few minutes before the start of the time slot: the 10:00 a.m. time slot is no longer bookable after 9:45 a.m.
• Limit booking a few hours before the start of the time slot: the Monday 10:00 a.m. time slot closes on Sunday at 10:00 a.m.
• Open the booking a few hours before the start of the time slot: conversely, the time slot only opens a set time in advance, configurable day by day.

Manage partners

The Permissions tab groups together the settings related to the players present on the 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 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 signs up.
• Offer additional time if multiple partners: for example, 30 minutes extra from 3 partners, if the next time slot is free. This free time is not deducted from the quota.

Extra time is the setting that elegantly handles doubles: instead of imposing 1 h 30 time slots on everyone, you keep one-hour time slots and automatically extend those played by four people — without blocking the court if the next time slot is already taken.

Control cancellation

In the Permissions tab, the Booking Cancellations section allows or prevents the subscriber from cancelling:

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

A cancellation time limit that is too short works against the club: a player who can no longer cancel leaves the court empty instead of releasing it. A generous time limit, combined with a cancellation notification, puts the time slot back into circulation.

Block time slots and combinations

The Rules tab brings together restrictions:

• Restrict certain time slots from booking: for example, no weekday bookings from 4:00 p.m. to 7:30 p.m. on certain courts.
• Prohibit Consecutive Time Slots: prevents several time slots from being booked in a row, either globally or during certain periods.
• Prohibit booking with other subscriptions: makes two groups 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, while a restriction only removes it for holders of this subscription. To reserve indoor courts for competitors on Saturday mornings, you need to place the restriction on the other subscriptions — not create a closure.

Charge for bookings in credits

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

1. With Advanced Configuration then Add an activation rule, limit the credit system to certain calendars, days or time ranges.
2. Under Booking Rates, click Add a pricing rule to set the cost by calendar, day and time.
3. Under Credit books, offer packs with decreasing rates that the subscriber can buy online. The composition of credit packs, prepaid account mode and payment in instalments are covered on a dedicated page.

Allow guests

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

• Set the minimum and maximum number of guests per booking. Each guest uses guest credits.
• Set the prices and offer credit packs, as with booking credits.
• Choose who is debited and whether guest names must be entered.

Asking for guest names changes the nature of the feature: without names, you count visits. With names, you know who came, which is essential if your insurance provider or federation requires it.

Allow labels

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

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