CUSTOMIZE ADDITIONAL BOOKING SETTINGS

Here's a breakdown of each setting:

1. Session Owed Limit

Set a maximum number of sessions a client can owe before being restricted from booking online.

• 💡 This does not apply to staff adding clients via the portal—it only affects online bookings made by the clients themselves.
  
  

2. Waitlist Settings

Manage how waitlists function for your activities:

• ✅ Disable Waitlist – Turn off waitlists entirely.
  
  
• ✅ Disable Session Owed for Waitlist – Allow clients with owed sessions to still join the waitlist.
  
  
• ✅ Waitlist Limit – Set a default maximum number of waitlist slots for all classes.
  
  
  You can override this for individual classes if needed.
  ⚠️ Be sure to fill out waitlist settings—if left empty, clients will see an error:
  "Unable to book, there are no default settings for waitlist policy yet."
  
  
  
• ✅ Automated Client Movement – When enabled:
  
  
  • If a staff member cancels a booking, the first waitlisted client is moved into the class.
    
    
  • If a client cancels from the app, the same happens.
    
    
  • ✉️ Clients moved from the waitlist will be notified and receive an email confirmation.
    
    

3. Booking Time Restrictions

• Earliest Booking Time – Limit how early clients can book (e.g., 2 days before class).
  
  
• Latest Booking Time – Limit how late clients can book (e.g., 60 minutes before class).
  
  
• ✅ Restrict Staff from Booking for Clients with X Owed Sessions – Prevent staff from booking clients who’ve exceeded the owed session limit.
  
  
• ✅ Hide Canceled Classes – When this is ticked, canceled classes will no longer appear on the app.
  
  
  Note: You must click this each time after canceling a class to remove it from the app view.
  
  
  

4. Package Expiry Notifications

• Set up expiry reminder emails for memberships/packages.
  
  
• Choose to send reminders up to 5 times before the package expires (e.g., 4 days before).
  
  

5. Retention Period (Buffer Period)

• Set a buffer (e.g., 5 days) after a package expires during which the client remains active.
  
  
• Once the buffer ends, the client will be marked inactive unless they renew or return.
  
  

6. Ratings & Reviews

• Enable Ratings & Reviews – Allow clients to rate classes and PT sessions.
  
  
• Clients can submit feedback within 72 hours of their session.
  
  
• Only the business can see reviews—not the client or instructor.
  
  
• One review per client per class.
  
  
• View detailed feedback reports under Reports.
  
  

Notifications Settings:

• Set how often clients receive rating prompts:
  
  
  • For classes, it’s per schedule (each schedule is treated independently).
    
    
  • For PT sessions, it's based on the service and instructor.
    
    
  • Clients will receive 1 notification per session group, unless sessions are with different instructors or at different times.
    
    
• ⚠️ Clients must be marked as "Present" or "Late Arrival" to receive notifications.
  
  

7. Customized Levels

• ✅ Enable Customized Levels – Add custom levels like Beginner, Intermediate, etc.
  
  
• ✅ Limit Booking Based on Level – Only clients with the correct level can book classes that require it.
  
  

Manage Levels

• Add, edit, or delete your own custom activity levels.
  
  
• Use Transfer Levels to move all clients from one level to another (e.g., Level 1 → Level 2).
  
  

This helps automate progression based on your internal policies.

📝 Make sure to save after each update to apply your settings.