Every service or class available for booking must have a booking policy, which outlines cancellation, rescheduling rules, and lead time for new bookings. This article and video will guide you through creating booking policies to manage when clients can book, cancel, or reschedule without charges. You can create multiple policies, tailored to each service or class.
Please Note:
- Every class or service (appointment) must have a booking policy assigned to it.
- Policies that are in use cannot be deleted. The only way to locate which policy is being used (for group/class or service) is to see what is set in their Booking/Service Settings; see Assign Booking Policies for more detail.
- Bookings scheduled prior to a booking policy change will always go off the previous booking policy.
Content:
Create Booking Policies
Assign Booking Policies
Create Booking Policies
To create Booking Policies, navigate to Setup > Scheduling >Booking Policies and establish the following:
- Policy Name: Start by entering the name for your new booking policy.
- How Much Lead Time Is Required To Make A Booking: In hours, how much lead time is required to make a booking. Lead time is how far in advance a client needs to book before the service or class takes place.
- How Far Out Can A Customer Booking: How far out a client can make bookings.
- How Long Before A Sessions Starts Can A Customer Cancel Online And Avoid Billing: How much time, in hours, a client could cancel online and still maintain their credit.
- How Long Before A Session Starts Can A Customer Still Reschedule Online: How long before a session starts, in hours, a client can reschedule online and still maintain their credit.
- Enter A Written A Description of Your Cancellation Policy: Enter in what you want the client to see when they book or cancel sessions online.
- Add New Booking Policy: Click to save your new policy. Your new policy will appear in the booking policy list.
Assign Booking Policies
To create assign Booking Policy, once created, navigate to Setup > Scheduling > Classes/Groups and/or Services to tie the booking policy. Make sure you select 'Update Settings' to save changes.
For Classes/Groups: Click the edit pencil for the class/group, open up the Booking Settings tab to see the Booking Policy dropdown selector.
For Services: Click the edit pencil for the service, stay on the Service Settings tab to the Uses Booking Policy dropdown selector.
Requirements - A 'Master Admin' login or a staff login with the following permissions.
- Club Setup: Can access setup
- Club Setup: Can access booking policies setup