Closures

What it is

Module for managing unavailable days, time ranges or single activities: holidays, vacations, maintenance or closure of one or more times.

A closure blocks bookings, cancels existing ones and credits back the consumed entries.

When it is visible

It is visible only when the Bookings module is active.

It appears under Administration > Closures. Users with read-only permission see the list without being able to create or edit.

Main industries

• Fitness
• Wellness
• Appointment-based services

Dependencies

Depends on:

• Bookings

Can involve:

• Team
• Locations
• Services
• Subscriptions: freezing extends validity

Creating a closure

1. Open Administration > Closures and select Add Closure.
2. Choose the Closure type: Full day or Specific times.
3. Fill in When:
   • for a full day select the Date range in the calendar and, if needed, add Other individual dates; the summary shows the effective dates;
   • for specific times select a date and then the times to close, grouped by service.
4. Fill in Reason: write one or more reasons and separate them with a space, comma or Enter. Already-saved reasons are suggested again. The reason is required.
5. Fill in Closure Description (optional, per language).
6. For a full day you can choose a Service (empty = Whole studio) and enable Freeze the time validity of affected subscriptions.
7. Press Add Closure, check the summary and confirm.

Rules:

• dates must be in the future;
• a closure can include at most 366 dates;
• you cannot create a duplicate closure on the same date with the same characteristics;
• you cannot close a date with an online payment in progress: "An online payment in progress protects this time slot. Wait for it to expire or manage the order.";
• subscription freezing is available only for full days.

On confirmation Flo shows the Closure summary: effective days, cancelled bookings, credited entries, extended subscriptions and added validity days.

Effect on existing bookings

• Flo cancels future, not-yet-cancelled bookings included in the closure.
• The consumed entry is always credited back, even when the plan requires a custom credit.
• After saving, Flo sends the cancellation email with service, date and time.
• Past lessons are not touched.
• In the customer history the booking appears as Cancelled, not as "Customer cancellation", with the description or reason if present.

Effect on subscriptions

• With Freeze the time validity of affected subscriptions enabled, time-based and "time + entries" subscriptions receive one day of validity for each effective closure day.
• Subscriptions stay active: freezing does not suspend them.
• The extension is not applied twice for the same date, even if multiple closures overlap.
• Already-accrued days stay valid even if the closure is later edited or deleted.

Closure list

Columns:

Column	Content
Date	closure date; for grouped operations shows "Operation over N dates" and "N time ranges"
Start time	start time or "-"
End time	end time or "-"
Giornata intera	yes/no indicator
Reason	saved reason or "No reason"
Service	involved service or the whole studio
Description	description or "No description provided"; with Time validity frozen when active
Azioni	Edit and Delete

Actions:

• Edit is available only for operations without past dates; the whole operation is updated as a group.
• Delete deletes the whole operation, with confirmation. Past closures stay on record without actions.
• Deleting a closure does not bring already-cancelled bookings back to life: entries stay credited.

Communication to users

• The automatic email is sent after the closure is saved.
• Reason and description help customers understand why: write them clearly.
• For long closures, notify customers in advance through other channels too, e.g. a newsletter from the Communication module.

Good practices

• Manage closures as soon as they are known, before new bookings arrive.
• Avoid last-minute changes when many users are involved.
• Enable freezing for holidays and long closures, so subscriptions don't lose days.
• Before saving, check dates, times and involved services in the summary.