This article will guide you through the different ways to exceed the number set for "Max Open Bookings".
Before You Begin
- You will need a Master Admin login or a staff login with the following permissions:
- Club Setup: Can access setup
- Club Setup: Can access scheduling general setting
- Max Open Bookings is configured per club. Each club sets its own limit independently, and a member's count is tracked separately at each location.
- This article covers scenarios where a member appears to have exceeded — or is able to exceed — the Max Open Bookings limit. If a member is being unexpectedly blocked from booking, these are the first places to check.
1. Check 'Maximum Open Bookings' Setting: Navigate to Setup > Scheduling > Booking Restrictions to view or update your club's Max Open Bookings limit.
2. Max Open Bookings Setting Cross-Club: The max number of bookings is based on each individual club. For Example: If Club A has a limit of 15 and Club B has a limit of 15, a member could have up to 30 total open bookings if they have 15 open bookings at each club.
3. Waitlist Bookings: When a client has an Amenity or Membership Type that allows them to book without using credits, waitlist bookings do not count towards their max number of open bookings; as long as those waitlist bookings are made before the client reaches their max.
For Example: If your club's max is 15 open bookings and a member has 10, they can make as many waitlist bookings as they'd like before reaching the limit of 15. However, if they are moved from the waitlist into a class after already reaching 15 open bookings, they will have exceeded their max.
4. Exclude from Max Open Booking Setting: Under the setup of each individual service and class, there is a setting called Exclude from max open bookings? If toggled to YES, bookings for that class or service will not count toward the member's total max open bookings.
For Example: If the max limit is set to 15 but a service is excluded, open session bookings for that service won't count toward the total. If a member has 15 open class bookings and 2 open session bookings for an excluded service, the system will allow them to hold 17 open bookings.
5. Unlogged, Past Bookings: Any open bookings with a past date will not count toward the max open bookings total. If it appears that a member has exceeded their max, check whether any of their open bookings are from past dates; these are not included in the count.
Frequently Asked Questions
Q: A member is blocked from booking, but their open booking count looks fine. What should I check first?
A: Start by checking for past unlogged bookings on their account; open bookings from past dates don't count toward the max, so the visible count may appear lower than expected. Next, confirm whether the class or service they're trying to book has the "Exclude from max open bookings" setting enabled, as this can affect how the count is calculated.
Q: Does a member's waitlist spot count toward their Max Open Bookings?
A: It depends on when the waitlist booking was made. Waitlist bookings added before the member reaches their max do not count toward the limit. However, if a member is moved from the waitlist into a class after they have already reached their max, that booking will push them over the limit.
Q: If a member books at multiple clubs, does the max apply across all locations?
A: No. The Max Open Bookings limit is set and tracked per club. Each club's limit applies only to bookings made at that location. A member could have the maximum number of open bookings at Club A and still be eligible to book at Club B, up to that club's separate limit.