Permissions allow you to define rules for the lesson booking process. There are several permissions systems available; each works slightly differently and regulates different things. You can combine one or more permissions systems depending on your business requirements.

When a customer attempts to book a lesson, all the permissions systems are checked to make sure the lesson booking is allowed. Therefore, the more permissions systems that are used, the more restrictive the lesson booking process is for customers.

Permissions only apply to customer accounts. Staff are always allowed to book lessons for any customer.

Restricted availability

This option lets you select which customers can book lessons with certain coaches. Each coach has an individual list of approved customers. Customers not on a coach’s permission list will not be allowed to book lessons since they will never see the coach as available.

Setting coach permissions is optional and can be turned on for some coaches, and left off for others.

Steps

To set up availability restrictions, follow these steps:

  1. In the Users menu, click Permissions.
  2. Next to By Coach, click Edit.
  3. Select a coach, then click Edit Selected.
  4. Enable the checkbox that says “Enable only specific…”,
  5. Add customers to the permission list by selecting a name from the drop menu and then clicking Add to List. Repeat for all customers you want to have permission.
  6. Click Save Changes.

Restricted lesson types

Each lesson type has individual permissions that determine which customers are allowed to book that lesson type. Customers can only schedule the lesson types for which they have permission. Staff can always schedule all lesson types for any customer.

Permissions are based on the customer’s membership or group status. For more information, please see Getting started with membership and Managing groups.

These permissions are particularly useful for billing. For example, you might want to give members a discounted lesson rate compared to non-members. First, you would create two lesson types - one for members, and one for non-members. Then you would set the lesson type permissions so that members and non-members could only book the appropriate lesson types. Finally, when setting up billing, you would then give the two lesson types different rates.

Steps

To set up lesson type permissions, follow these steps:

  1. Go to Site Settings, and then click Lesson Types.
  2. Click Edit next to the lesson type you’d like to restrict.
  3. For the Booking Permissions option, choose which categories of customers are allowed to book this lesson type. There are several choices available.
  • Everyone - All customers.
  • Current members - Only customers with an active membership. You can allow all membership types, or require a specific membership type.
  • Current non-members - Only customers without an active membership.
  • Specific group - Only customers belonging to a specific group.
  1. Click Save Changes.

Upfront payments

Customers can be required to pay upfront before scheduling. If this feature is enabled, then customers can only book lessons if they have enough credits in their account.

This feature is part of the billing system. For more information, please see Getting started with billing.