Booking & Schedules
The booking system lets users reserve spots in activities and lessons offered by the studio.
Bookings require the enable_bookings feature flag. If you don't see booking options, your studio administrator hasn't enabled this feature.
Browsing Activities
- Go to Book from the sidebar
- You'll see a personalized greeting with your name
- Browse the available services — each card shows:
- Activity image and name
- Instructor/professional assigned
- Location and address
- Select a service to open its calendar and available times
If your studio offers several services, you can switch to another one at any time from the service picker.
When the studio uses subscriptions, the header of the selected service shows the entries available to you for it (for example "You have 8 entries" or "Unlimited entries"). Entries credited from cancelled bookings are highlighted with a badge such as "including 2 credits".
Making a Booking
- Select a service
- Choose a date from the calendar — past dates are disabled, and the days when the service runs are highlighted
- View available times — bookable times are listed first, followed by the unavailable ones. Each row shows:
- Time range
- Remaining spots ("3 spots left", "1 spot left" or "Sold out")
- The state of the time (already booked, limit reached, booking closed, cancelled lesson, and so on)
- Add to cart — select an available time and confirm
- Confirm — review the cart and confirm all bookings at once with Book now
Why a time can't be booked
Unavailable times explain their state directly on the row. When more detail is useful, the row also shows a small question-mark button (Why?) that opens an explanation:
| Row shows | What it means |
|---|---|
| Sold out | All spots for that time are taken |
| Booked | You already have a booking for that exact time |
| Another lesson already booked | You already have a lesson at that time, or the selected time overlaps with a lesson you booked |
| Service booking limit reached | You reached the maximum number of bookings allowed for that service |
| Plan limit reached | You reached your plan's booking limit for the day |
| Booking closed | The time has passed or is within the studio's notice period |
| Lesson cancelled | The lesson was cancelled (for example, for a studio closure) |
| Subscription suspended | Your subscription is suspended and cannot be used |
| Subscription not valid for this date | Your subscription does not cover the selected date |
| No entries left, buy a package | You have no entries available for the service |
| Bookable from ... | Your subscription starts on a future date |
| Confirm or empty the cart | With online payments you can only have one booking in the cart |
| In cart — to be confirmed | The time is already in your cart |
Booking Cart
- Desktop: The cart appears as a side panel
- Mobile: The cart is a bottom sheet that you can expand/collapse
You can add multiple times and confirm them all together. Remove an item with the delete button.
If you run out of entries for the selected service, the cart and the times list show Entry limit reached — remove a booking from the cart to choose another time.
Booking Rules
| Rule | Description |
|---|---|
| Daily limit | Your studio can set a maximum number of bookings per day. The default is one lesson per day |
| Per-service limit | The maximum number of bookings for the same service in a day, when configured |
| Notice period | Bookings close a set time before the lesson starts (2 hours by default; your studio can change it). If you cancel within this window, the entry is not refunded |
| Capacity limit | Times at full capacity are disabled |
| Past dates | You cannot book dates/times that have already passed |
| Overlapping times | You cannot book two lessons that overlap, even by a minute |
| Closures | Times during studio closures are marked as unavailable |
Limits are counted per day and include the bookings already in your cart. The Booking rules panel on the Bookings page shows the daily limit that applies to you, the notice period and what happens with confirmation emails.
Daily limits can come from the studio or from your subscription plan. When a plan sets its own limit, the app always shows and applies the effective one.
Online Payments
When your studio enables online payments and a service has a price, the booking can be paid online:
- The service header shows the Online price
- Add exactly one booking to the cart — online payment handles one booking at a time and only for your own bookings
- Select Continue to payment
- Fill in the invoice details: tax code or VAT number, name or company name, address, postal code and city (province, PEC and SDI recipient code are optional)
- Select Continue to payment to open the payment provider's secure page (for example Stripe or PayPal, depending on your studio's setup). Flo does not store card details
- When you return to Flo, the app shows the payment result:
- Payment received. Booking confirmed. — the booking is visible in your account and the invoice is sent by email
- Payment received. Booking confirmation is in progress. — Flo is finalizing the booking
- Payment has not completed yet. — the provider hasn't confirmed the payment
- Payment failed. / The payment session expired. — no booking is created; you can try again
- Payment received. Staff must complete the review. — the studio will check the payment
Cancelling a Booking
- Go to Account > My bookings
- Find the booking you want to cancel under Upcoming
- Click Cancel
- Confirm the cancellation
You can cancel a booking before the lesson starts. If you cancel within the studio's notice period, the cancellation goes through but the entry is not refunded. Bookings paid online cannot be cancelled from this page: contact the studio for changes or refunds.
After cancellation, the spot becomes available for other users. When the studio cancels a lesson, or a subscription is suspended, the booking card shows the cancellation and its reason.
Viewing Schedules
Go to Schedule from the sidebar, or select View schedule on the Bookings page, to see:
- The weekly schedule grid showing all activities
- Time slots for each day of the week
- Which professional is assigned to each slot
- Bookable vs non-bookable indicators
You can move to the previous or next week and select the day of the week to inspect. The grid is read-only for regular users.
Your Bookings & Subscriptions
From Account, you can view:
My bookings
- Upcoming and past bookings
- Activity name, date, time and status
- Cancel option for upcoming bookings
- Full details of each booking (instructor, location, address, and who created it)
My subscriptions
- Active and ended subscriptions
- Remaining entries and validity dates
- Status badges (active, expiring, expired, suspended, waiting, cancelled)
- More details opens the subscription detail with the booking quota (for example "2 bookings per day · 1 per service") and the entry activity history
- Online orders for studio plans purchased on the web, with payment and activation status
See Account Management for the full account area.
Booking on Behalf (Admins)
Administrators can book on behalf of a user by selecting the user from the dropdown on the Bookings page. This option is not available to regular users, who always book for themselves. Closures and other administrative booking tools are described in the bookings module guide.