Bookings

What it is

Module for managing bookings, availability, lessons, appointments and calendars, both customer-side and operator-side.

When it is visible

It is visible when the customer offers bookable activities, time slots, lessons or appointments.

• Customer-side, the Book entry appears and, under Account, the My bookings section.
• Operator-side, Administration > Bookings appears.
• If you don't see the section, the module is not active or you don't have permission.

Main industries

• Fitness
• Wellness
• Appointment-based services
• Enterprise configurations with slots or availability

Dependencies

Can activate or require:

• Closures
• Subscriptions
• Team
• Locations
• Services

Where bookings are managed

Surface	Path	What it is for
Customer	Book	Service, date and time choice, cart and online payment
Customer	Account > My bookings	Future and past bookings, cancellation
Operator	Administration > Bookings	Service list, calendar, schedules and enrolled users
Operator	Administration > Closures	Scheduled blocks and cancellations (Closures)
Operator	Administration > Users > user record > Bookings	Customer history and Assign booking
Operator	System > Settings > Bookings	Overbooking for administrators
Operator	Administration > Services > Schedules	Weekly service scheduling (Services)

Booking (customer-side)

1. Open Book.
2. Choose the service among the cards. View schedule opens the weekly schedule.
3. Choose the date from the calendar: days with availability are highlighted; dates not covered by the subscription are disabled.
4. Choose the time in the Available times list.
5. Repeat for multiple lessons: the summary appears in the cart.
6. Press Book now and confirm.
7. Flo sends the booking confirmation email, if the configuration provides for it.

Time row states:

State	Meaning
Available / 1 spot left / N spots left	The time can be booked
Booked	You already have a booking at that time
In cart — to be confirmed	Time added, not yet confirmed
Sold out	Capacity is full
Service booking limit reached	You reached the maximum bookings for that service
Plan limit reached	You reached the plan's daily limit
Another lesson already booked	You have another lesson on the same day
Time overlaps with another booking	The intervals overlap
Subscription suspended	You cannot book until staff reactivates it
Bookable from ...	Your subscription starts later
Subscription not valid for this date	The date is outside the subscription validity
Lesson cancelled	The studio closed the time
No longer bookable	The time is no longer available

The Why? button explains the reason for the state.

Notes:

• Online payment is available only for your own booking and handles one booking at a time; the price appears at the top of the service page.
• The cart cannot exceed the available entries: remove a booking to choose another one.

Booking on behalf of a customer

The On behalf of function is available to Admin and SuperAdmin.

1. Open Book.
2. Choose the service.
3. Under On behalf of (optional) search the user by name, email or phone and select them.
4. Choose date and time: the header shows the user's entries and validity.
5. Confirm.

Possible warnings during confirmation:

• Booking within the notice period: the booking is allowed because you have administration permissions.
• Daily limit reached: you can still proceed.
• Missing subscription or entries: you can book without deducting entries.

The booking can exceed capacity only if overbooking for administrators is active (see below).

From the user record you can press Assign booking: Flo opens the same flow with the user already selected.

Cancelling a booking

Customer-side, from My bookings:

1. Find the future booking.
2. Press Cancel and confirm.
3. Beyond the refund notice period the entry becomes available again; within the notice period cancellation is possible, but the entry is not returned and Flo warns about it in the confirmation.
4. Bookings with online payment don't show cancellation: management goes through staff.

Operator-side, from the user record > Bookings, the cancellation confirmation lets you choose Credit entry or Cancel without credit.

Automatic cancellations managed by the studio (with entry credit and email):

Reason	How it appears in history
Closure	Cancelled
Schedule removed	Schedule removed
Subscription suspension	Suspension

Operator-side: calendar and enrolled users

1. Open Administration > Bookings.
2. Choose the service from the cards or the top selector.
3. Choose the date in the calendar: days with available times are highlighted.
4. In the times list choose the slot: rows are in chronological order and show time, status and spots.
5. In the Booked Users panel you see enrolled users, sortable by last and first name and paginated; the row action opens the user record.

Special rows:

• Lesson cancelled for times closed by a closure;
• Excess, in red with the booked/capacity count, when the capacity check reports more enrolled users than the limit.

Capacity and overbooking

• Capacity is set on service times in Services.
• If you reduce the capacity of an already-booked time, Flo opens Capacity conflicts detected: dates and times with Bookings and Excess, the Users to contact (the last to book first) and the Apply new limit starting from date. You can Cancel or Proceed anyway.
• Under System > Settings > Bookings you find Allow admins to book beyond capacity: when active, administrators can book even when sold out; when inactive, they respect the limit.
• If you don't see the setting, capacity control is not active for the configuration.

Notice periods and daily limits

• Booking notice period, refund notice period and daily limit are configured in Activity > Bookings.
• Study plans add their own limits: maximum per day and maximum per service. A plan with an explicit limit replaces the studio limit and counts only that plan's bookings; a plan without a custom limit inherits the studio rule (Subscriptions).
• When the limit is reached, times are blocked and confirmation is unavailable.
• The plan quota ("N bookings per day · M per service") is visible in the subscription detail.

Check-in and attendance

• Check-in is recorded by staff: under Administration > Subscriptions with the Check-in action on the row or in the detail, or from the user record > Subscriptions.
• For future bookings, check-in is active from the booking day.
• Check-in records attendance: if linked to a booking, the entry was already deducted and is not deducted again; without a linked booking it deducts an entry from the plan.
• Check-in is intended for active subscriptions; a prepaid booking can also be recorded with entries exhausted. Details in Subscriptions.

Good practices

• Check the calendar at the start of the day and the week.
• Manage closures as soon as they are known, before new bookings arrive.
• Before reducing a capacity, contact the excess users shown by the dialog.
• Remember that notice periods and limits also apply to bookings collected in person.
• Check capacity, schedules and assigned professionals before publishing new services.