Advance booking windows for memberships
Businesses can use advance booking windows to control how far ahead a member books a class or an amenity. Each booking window is tied to membership.
A rule pairs one or more memberships with one or more classes or amenities. The rule sets the number of days a member can book in advance.
The booking rules are strictly applied on the Webstore and the Zenoti Mobile App. Members can book only the dates within their window. Front desk staff can override the booking rules. When a booking is scheduled outside a member's window, Zenoti displays an alert. Front desk staff can confirm the alert and override the window from the appointment book or the roster view.
If a member does not match any rule, the booking window defaults to the advance booking value set on the class or amenity.
Prerequisites
Enable advance booking days for services and amenities. Contact your Zenoti representative.
Set up the classes and amenities that require booking rules.
Set up the required memberships to add booking rules.
Advance booking set up
Advance booking days can be set while creating or modifying a class or an amenity. These values set the default booking window when no membership rule applies.
Set Advance Booking Days While Creating or Modifying a Class
At the organization level, navigate to Fitness > Classes.
Select the required class from the list.
To allow prebookings for the class, enable the Advanced Properties checkbox on the General tab.
In the Advance booking field, define the days and time range for bookings before the class begins.
Set Open bookings to the number of days, select the unit, and select when the window starts before the class time.
Click Save.
Set Advance Booking Days While Creating or Modifying an Amenity
At the organization level, navigate to Master Data > Amenities.
Select the required amenity name to open the Edit Amenity page.
Navigate to Advanced Properties.
In the Advance booking field, set the number of days in advance for Open bookings.
Click Save.
Important
The amenity advance booking days value has no default. It stays empty until set, so existing booking behavior does not change until the value is configured. A membership rule does not allow a value of zero.
Create membership booking rules
Membership booking rules can be created on the Advance booking page at the organization level,Each rule pairs a membership with a booking window.
Add a Rule on the Advance Booking Page
Create rules on the Advance booking page. Each rule sets the booking window for a membership against a set of classes or amenities.
At the organization level, click the Configurations icon.
Navigate to Fitness > General setup.
Select Advance booking.
In the Add a New Rule section, select the membership in the Membership field. You can search and select more than one.
Select the Resource type. Options are Amenities and Classes. You can search the dropdown.
Select the classes or amenities the rule applies to. This field changes based on the resource type. You can select more than one.
In the Advance booking days field, enter the number of days a member can book in advance.
Click Add Rule.
The rule appears in the Previously Added Rules list. The list shows the membership, the resource type, the items, and the advance booking days for each rule.
Note
A membership can be part of only one rule. Zenoti blocks an attempt to add a membership that is already in another rule. The page shows the message This membership is currently in an existing rule and can not be added to another rule.
Advance booking rules behaviour
Webstore and Zenoti Mobile App
The booking window is enforced strictly on the Webstore and the Zenoti Mobile App. A member sees the Book option only for dates inside their window. Dates beyond the window do not show the Book option. A member cannot book past the window on either channel. This matches the existing bookable days behavior in the online booking configuration.
On the Webstore, a guest who is not signed in has no membership context. Membership rules and membership days cannot apply. The window rolls back to the advance booking value on the class or the organization's default. After the guest signs in, all rules apply.
Booking wizard
The booking wizard shows only the dates a member can book based on their membership rule.
Front desk: appointment book and roster view
The front desk shows the full schedule regardless of a member's membership. Zenoti checks the window when staff books a specific member. If the booking is beyond the member's window, Zenoti displays an alert. Staff can override the alert.
When staff books a member beyond the window in the roster view for a class, Zenoti displays the message This member is outside their booking window for this class. You can confirm and cancel a booking or override to book the class. Staff can select Confirm or Override.
When staff books a member beyond the window in the appointment book for an amenity, Zenoti displays the message This member is outside their booking window for this amenity. You can confirm and cancel a booking or override to book the amenity. Staff can select Confirm or Override.
No matching rule
If a member does not match any rule, the booking window defaults to the advance booking value set on the class or amenity.
Advance booking precedence
Several settings can affect the booking window. Classes and amenities resolve the window in different orders. The following sections list the order from highest priority to lowest.
Classes
Zenoti resolves the class booking window in this order.
Membership advance booking rule. A rule that pairs the member's membership with the class. This rule wins over every other setting.
Class advance booking value. The advance booking value is set while creating or modifying the class. This wins over membership days and the organization's default.
Organization default. The organization-level advance booking value.
The advance booking value is configured at the organization level in Configurations > Online booking, under Webstore v1, in the field Allow clients to book in advance for [ ] days in future.
Example: A class is scheduled on May 15. The organization's default is seven days, the membership days are ten, the class advance booking value is four, and a membership rule sets six. The membership rule wins, so booking opens six days before May 15, on May 9. Without the membership rule, the class advance booking value wins at four days, and booking opens on May 11.
Amenities
Zenoti resolves the amenity booking window in this order.
Membership advance booking rule. If the member has a rule for the amenity, Zenoti uses the rule days and ignores the other settings.
Amenity advance booking value. If the member has no rule, Zenoti uses the advance booking value set on the amenity.
No restriction. If neither is set, the booking is allowed with no advance booking restriction.
Considerations
A membership can be part of only one rule.
If a member holds more than one membership, the most permissive rule applies. The member gets the longest booking window among their memberships.