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With booking quotas you control how much a person may book: as a quantity (for example, 10 bookings), as a duration (for example, 8 hours per month), or as a monetary budget (for example, 200 euros). Quotas are assigned to customers and automatically deducted with every booking.
  • Available from the Professional plan.
  • Activate the Booking bundles app beforehand under Account → Apps & Integrations → anny Apps (switch Enable for your organization).

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How does the concept work?

A booking quota is a balance assigned to a person. With every matching booking, the balance is automatically reduced. Quotas can reach customers in several ways:
  • Manually: You assign a quota directly in the customer detail view.
  • Via a subscription: The quota is granted automatically as soon as a person subscribes to a subscription plan. When the subscription ends or is cancelled, anny stops issuing further quotas and revokes leftover ones at expiry.
  • Via a community: Each member receives their own balance at the configured amount. Several people do not draw down one shared community quota.
  • Via a booking bundle: Customers buy a bundle (for example, a 10-pass) and receive a booking code with a linked quota.
You create quotas where they are granted: in the Booking quotas section of a booking bundle (Catalog → Booking bundles), a plan (Catalog → Plans), or a community (CRM → Communities). Click Add or drag here there and pick an existing quota or create a new one with New. When booking, customers see their available quotas after selecting a date and time. A visual circle shows the used and remaining balance. If several quotas are available, customers can choose which one is used.
For an order, the quota whose validity period includes the date of the booking is always used, not the date of the order.

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When do I use this?

  • You want to give your members a limited usage right (for example, 5 meeting room hours per month in a coworking subscription): create a recurring duration quota and link it with the subscription plan.
  • You sell multi-passes (for example, a 10-pass for yoga): create a one-time quantity quota and link it with a booking bundle.
  • You want to give every person in a department the same budget: create a recurring budget quota and link it with a community. Each person receives the full amount for themselves, not one pool for the whole department.
  • Not suitable for: Pure discounts without balance logic. Use discount codes for that.

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Relationship to other features

If resources are added as an additional resource of a booking option and a quota is applied, the quota only applies to the original resource. The additional resources are not deducted from the quota, unless it is a monetary quota (type Budget).

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Settings & options

On the booking page, customers see their available quotas after selecting a date and can choose the desired one if several quotas exist.
A quota cannot be changed from one-time to recurring (or vice versa) after saving. In that case, create a new quota.
Recurring quotas are issued for the next 12 months.

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Quotas in the customer overview

You find all quotas of a customer under CRM → Customers → select the customer → Booking quotas section. There you see validity dates, usage, and issuance (for recurring quotas there is an entry for each period up to 12 months ahead). With New you can create individual quotas directly for a customer. Existing quotas can be revoked or edited via the three dots.

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Quotas as an access restriction

With the Requires booking quotas option, you configure resources and services so they are only bookable with a quota. You find it on the resource in the General Information tab → Settings → Verification & Access group, and on the booking option (Catalog → Services) in the General information tab → Settings → Access group.

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Examples

A studio offers a yoga class. Customers should be able to use 10 attendances flexibly.
1

Create the booking bundle

Open Catalog → Booking bundles and click New. Create a bundle with a name and description, then set the price on its detail page.
2

Create the quota

In the bundle’s Booking quotas section, click Add or drag here → New. Choose type Quantity and value 10. Quotas in booking bundles are always one-time.
3

Set the restriction

Under Limit usage, click Add to add the resource or service of your yoga class, then save.
4

Activate

Activate the booking bundle in the table under Catalog → Booking bundles via the three dots → Activate. Customers can now buy the 10-pass on your booking page and redeem the code when booking.
Premium members get 8 hours of meeting room use per month, automatically via their subscription.
1

Create the quota

Open your subscription plan (for example, Premium Membership) under Catalog → Plans. In the Booking quotas section, click Add or drag here → New. Choose type Duration, value 480 minutes, and under Automatic renewal choose Recurring with Period 1 month.
2

Set the restriction

Under Limit usage, restrict usage to the group or resource of your meeting rooms.
3

Link with the subscription plan

Save the quota and the plan. The quota is now linked in the Booking quotas section. By default, changes only apply to new subscribers; use Update existing Quotas to apply them to existing ones.
4

Check the result

As soon as a member takes out the subscription, the quota is assigned automatically and renewed monthly. In the customer detail view you see the usage.

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FAQ

On the invoice, in the customer detail view, in the subscription, and in the booking code (each on the detail page).
For recurring quotas, the remaining amount expires at the end of the period. It is not carried over into the next period.
Yes. Under Limit usage, you can use Add to combine several restrictions to a resource, group, category, or service. Product and product group are available for type Budget and for a quantity quota with Include products.
Yes, on a regular cancellation the quota is returned. Exception: if cancellation conditions apply that do not provide for a return, the quota is not refunded.
No. You have to create a new quota and revoke the old one.

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Troubleshooting

In multi-organization setups, it can happen that quotas are not updated automatically. Open the community under CRM → Communities and, in the Booking quotas section, click Update existing Quotas.
This bug has been fixed. Check whether the change is already active in your environment. If the problem still occurs, contact support.
A duration quota in hours also applies to a booking option in minutes, and the other way around. The booked time is counted in the quota’s unit. Hours and minutes do not work with a booking option that calculates in days. Adjust the quota’s unit in that case.