Business policy settings

This article describes all the settings available on the Business Policies page. For more information about business policies, see Business policies.

In this article:

    Booking policy settings

    Setting Description
    Clients must book a minimum of [number] [duration] before the start time of a session. The minimum amount of time before the start of a session that a client can book the session. Example: If the value is set to 12 hours and it is 7:00 a.m., and the Class your client wants to book starts at 5:00 p.m., the client cannot book the Class. Changing this setting will not affect clients who already booked a session.
    Clients can book a maximum of [number] [duration] before the start time of a session. The maximum amount of time before the start of a session that a client can book a session. Example: If the value is set to 3 months and it is currently July, your client cannot book a Class for November of that year. Changing this setting will not affect clients who already booked a session.

    Note This business policy can affect Events that require clients to book all sessions at once. If you require clients to book all sessions of an Event at once, the sessions must occur within the time frame specified here. Otherwise, clients will not be able to book the entire Event. For example, if you set this policy to a maximum of one week and create an Event that lasts two weeks and requires clients to book all sessions at once, no clients will be able to book that Event. To allow clients to book that Event, you would set the policy to at least two weeks.
    Allow clients to cancel Determines whether clients can cancel their service bookings.

    If this option is set to ON, determine the amount of time before a booked service that a client can cancel without incurring a penalty by adjusting the Clients must cancel a minimum of [number] [duration] before a session to avoid incurring a penalty setting.

    If this option is set to OFF, clients cannot cancel their service bookings from the Client Web App or the Achieve Client App. Be sure to remove all instances of the [ButtonCancel] email variable from any templates that include it. If the variable is not removed, when clients click the button, they will be directed to a page that informs them that your business does not permit canceling reservations online and prompts the client to call your business directly.

    Clients must cancel a minimum of [number] [duration] before session without incurring a penalty. This option appears when you have set the Allow clients to cancel option to ON.

    The minimum amount of time before a booked session that a client can cancel without incurring a penalty. For example, if the value is set to 24 hours and your client has a Class on Tuesday at 4:00 p.m., the client must cancel before Monday at 4:00 p.m. of the same week to avoid incurring a penalty. Changing this setting will not affect clients who already canceled a session.

    Note The setting Enable a grace period of [number] [duration] after booking to cancel the session without penalty takes precedence over this setting.

    For example, if you have enabled a grace period of 2 days after booking and have the setting Clients must cancel a minimum of 1 week before session to avoid incurring a penalty, a client can book a session three days before it is scheduled to take place and cancel it on the same day without incurring a penalty.

    Auto-cancel prospects up to [number] [duration] before a session. The amount of time before a session that a prospective client, who booked through a promotional website (E a third-party website integrated with WellnessLiving’s Class Schedule which offers free classes, such as ClassPass and GymPass), will be removed automatically to accommodate paying clients belonging to your business who are trying to book the session. Changing this setting will not affect prospective clients who already booked a session.
    Clients who have [number] [No Show/Late Cancel] in [number] [duration] [action] [%/$] [number] Example: Clients who have [5] [No Shows Only] in [1] [month] [Charge Them] [$][20] When this option is set to ON, you can set the maximum number of no shows, late cancels, or no shows and late cancels that a client can accrue during the set amount of time before their account is either charged for the set amount or flagged to be closed.

    Changing this setting will cause clients with no shows or late cancels exceeding the new maximum to be charged if they were not charged previously. Refunds will not be issued to clients who were charged for having a number of no shows or late cancels that exceeded the previous maximum but do not exceed the new maximum.

    Enable a grace period of [number] [duration] after booking to cancel the session without penalty. When this option is set to ON, clients can book a Class, Appointment, Event or BOOK-A-SPOTTM asset and cancel it within the grace period without incurring any penalties. Changing this setting will not affect clients who already canceled a session within the previously set grace period. However, refunds will not be issued to clients who were charged for canceling after the previously set grace period.
    Disable clients from using purchase options that have not signed the contract. When this option is set to ON, clients cannot use a Purchase Option that has a contract, unless they have signed that contract. Setting this option to ON will not affect clients who already own Purchase Options with contracts.
    Clients can only book sessions within their current paid period. When this option is set to ON, clients can only book sessions within the duration of time the applicable Purchase Option is active and within fully paid future payment periods.

    This setting does not affect staff members with the staff role permission Book clients outside their current paid period.

    Disable booking for client with negative balance. When this option is set to ON, clients who owe money to your business will not be allowed to book sessions. Clients who already booked sessions with a negative balance will remain in their booked sessions, but they will not be able to book any more sessions until their balance becomes positive.
    Enable client recurring booking. When this option is set to ON, clients can book their own recurring Appointments and recurring Classes from the Client Web App. Changing this setting will not affect clients who already booked recurring sessions.

    Note When no end date is selected, the system books six months of recurring Appointments. After one month, and every month thereafter, the system books another month of Appointments to maintain six months of bookings for the client. For example, if on January 1st, you book a weekly recurring Appointment with no end date, the system will automatically book Appointments from January 1st to June 30th. On February 1st, the system will automatically book Appointments for the month of July, and the process will continue to repeat at the beginning of each new month.

    Note The business policies in effect at the time of the original booking are used for all recurring bookings, even if the policies are changed at a later date.
    Require clients to sign in when they are cancelling or confirming a session. Determines whether clients are required to log in to their account with your business when they click the cancellation or confirmation buttons in an email notification.

    Wait List settings

    Setting Description
    Enable Wait List/ Disable Wait List Determines whether clients can join a wait list for a session that is fully booked. Changing this setting will not affect clients who are already on a wait list.
    Enable Automatic Wait List Promotion – Up to [number] [duration] before the session start time / Require client confirmation to be promoted from the Wait List – Client must confirm within [number] [duration] Determines whether clients will be promoted from a wait list automatically. If Enable Automatic Wait List Promotion is selected, the client will be automatically promoted from the wait list to the attendance list for a session if another client cancels their booking within the set time.

     

    For example, if Enable Automatic Wait List Promotion is selected and set to 48 hours and a client cancels their book 49 hours before the session begins, the first client on the wait list for that session will automatically be promoted to the attendance list.

     

    If Require client confirmation to be promoted from the Wait List is selected, the client who has been on the wait list the longest will receive the Class Wait List Promotion (Client Confirmation Required) email when a spot becomes available and their information will appear in the Wait for Confirm List section under the attendance list. The client must click the button provided in the email to confirm their booking and move to the attendance list.

     

    If the client does not confirm their promotion from the wait list within the given amount of time, the next client on the wait list will be sent a Class Wait List Promotion (Client Confirmation Required) email.

     

    For example, if Require client confirmation to be promoted from the Wait List is set to 2 hours, but the first client on the wait list does not confirm within two hours of receiving the Class Wait List Promotion (Client Confirmation Required) email, the next client on the wait list will be sent the email.

    Limit the maximum number of clients on Wait List to Determines whether the wait list will be capped at a maximum number of clients. 

     

    When this option is set to ONthere will be limit on the maximum number of clients permitted to join the associated service’s wait listSpecify the maximum number clients permitted to join the wait list in the adjacent field. When this option is set to OFF, there will be no limit on the number of clients permitted to join the wait list. 

    Automatic Attendance Tracking settings

    Setting Description
    By default mark clients as [status] Determines which status is automatically assigned to clients after a session is finished:

    • Checked-in: Treats all clients as if they checked in. This requires the instructor to manually change those who did not show up to No-show.
    • No-show: Treats all clients as if they did not show up. This requires the instructor to manually change those who attended to Checked-in.
    • Pending: Treats all clients as pending. This requires the instructor to change each client who attended to Checked-in, and each client who did not show up to No-show.

    Staff Policy settings

    Setting Description
    After [number] minutes of inactivity staff members will be signed out and moved to sign in page. When a staff member has been inactive for this amount of time, they will be automatically signed out of the system and returned to the sign-in page. The value must be between 2 and 720 minutes.

     

    Was this article helpful?
    (96 out of 98 people found this article helpful)
    Still need help? Contact us
    Cancel