Quotas, permissions, and booking rules

Each subscription includes a complete rules engine: quotas, authorized calendars, time limits, cancellation, restrictions, credits, and invitations. This page guides you through subscription configuration, objective by objective.

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 a subscriber books a time slot, they use one quota unit. As soon as their booking ends, the unit becomes available again.

• Enable Hide calendars when the booking quota is reached to also block calendar viewing.
• Click Advanced Configuration, then Add a quota to define multiple quotas based on calendars, days, or time ranges.
• If needed, complete this with 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).

Restrict calendars and the booking horizon

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

• Uncheck a calendar to prohibit access to it and hide it completely.
• Set the number of browsing days per calendar: for example, show calendars up to 14 days ahead, but only allow booking up to 7 days ahead.
• 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

Still in the Permissions tab, additional options configure last-minute bookings: limit booking to a few minutes before the time slot starts, open booking only a few hours in advance, or conversely allow booking of a time slot that has already started.

Manage partners

The Permissions tab groups the settings related to the players included in 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 training wall or a practice area.
• Partner search (open booking): the subscriber opens their booking to others, who can join it. The Automatically cancel incomplete bookings option releases the time slot if nobody signs up.
• Offer additional time if multiple partners: for example, 30 minutes extra from 3 partners onward, if the next time slot is free. This free time is not deducted from the quota.

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 time slot starts.
• Cancellation of Guest Passes: disable this option to prevent cancellation of a booking that includes guests.

Prohibit time slots and combinations

The Rules tab contains the 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 users from booking several time slots in a row, either globally or during certain periods.
• 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.

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 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 based on the calendar, day, and time.
3. Under Credit books, offer discounted packs that the subscriber can buy online according to the payment methods of the associated billing account.

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 prices and offer packs, as you do for booking credits.
• Choose who is charged and whether guest names must be entered.

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.