Scheduling policies allow you to create deadlines to enforce when customers are allowed to book and cancel lessons. Policies apply only to customer accounts; staff may always book and cancel lessons at any time.

Set policy options

  1. In the top right corner, click Site Settings.
  2. Click Policies.
  3. In the Lesson Bookings section, select the following options.
  • Booking Deadline - Sets the last possible time a customer can book a lesson. The deadline can be either a minimum number of hours, or a certain time of day. For example, you might require customers to book lessons at least 24 hours in advance.
  • Mid-Day Booking - Allows customers to book a lesson after the booking deadline, as long as the lesson is in between already existing lessons or classes on the coach’s schedule. This allows a coach to accept additional lessons while at the club.
  • Maximum Booking Date - Sets a limit on how far into the future customers can book lessons. This will override any lesson availability blocks the coach has set up. Either a specific date or a rolling window can be specified.
  • Maximum Number of Bookings - The total number of maximum bookings allowed per customer on a daily or weekly basis. Neither, one, or both options may be set. If both Daily and Weekly are entered, then both limits must be abided by in order for a customer to schedule a lesson.
  1. In the Lesson Cancellations section, select the following options.
  • Cancellation Deadline - Sets the last possible time a customer can cancel a lesson. The deadline can be either a minimum number of hours, or a certain time of day. For example, you might require customers to cancel lessons at least 24 hours in advance.
  • Block Late Cancellations - Sets whether customers will be blocked from canceling after the deadline. If this option is turned off, then customers will be allowed to cancel lessons after the deadline but the cancellation will be recorded as a late. If this option is turned on, then customers will not be allowed to cancel lessons after the deadline; instead, a staff member will have to cancel the lesson on their behalf.
  • Grace Period - Allows the canceling of a lesson within a certain time of the initial booking. This allows a customer to book a lesson and then immediately cancel it. By having this feature, the club is not involved in mistaken clicks.
  • Late Cancellation Charge - Select Always charge if you wish for every late cancellation to be billed. Select Charge based on tracking period if you wish to allow customers several “free” late cancellations before charging. Tracking periods are used to define how many late cancellations are allowed within a particular date range. To add a tracking period, click Add Tracking Period and then enter a date range and the desired number of free cancellations allowed per customer.
  1. In the Coach Overrides section, select the following options.
  • Allow Coach Overrides - Allows coaches to select their own lesson scheduling policies.
  1. Click Save Changes.

Coach policy overrides

If Allow Coach Overrides is enabled, then coaches may select their own policy settings. Coaches who choose not to select their own policies will use the default settings as specified above.

These steps apply only to coach accounts.

  1. Click your name on the top right.
  2. Click Settings.
  3. In the Lesson Policies section, click Change Settings.
  4. Enable the Use Custom Settings option.
  5. In the Scheduling Policies section, enter the Booking Deadline, Mid-Day Booking, and Cancellation Deadline options.
  6. In the Restricted Lesson Booking Text section, enter a Block by Policies text. This message is displayed to customers when they attempt to book a lesson past the deadline. The coach might change this message to include instructions for customers wishing to book a late lesson.
  7. Click Save Changes.