> ## Documentation Index
> Fetch the complete documentation index at: https://docs.anny.co/llms.txt
> Use this file to discover all available pages before exploring further.

# Booking Quotas

> Grant quantities, time budgets, or monetary amounts as reusable quotas and control access to your resources.

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.

<Info>
  * Available from the Professional plan.
  * Activate the **Booking packages** feature beforehand under **Account settings** → **Features**.
</Info>

## 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.
* **Via a community**: All members of a community receive the linked quota.
* **Via a booking package**: Customers buy a package (for example, a 10-pass) and receive a booking code with a linked quota.

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.

<Tip>
  For an order, the quota whose validity period includes the date of the booking is always used, not the date of the order.
</Tip>

## 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 package.
* **You want to cap a catering budget for departments**: create a recurring budget quota and link it with a community.
* **Not suitable for**: Pure discounts without balance logic. Use discount codes for that.

## Relationship to other features

| Feature                     | Relationship                                                                                                                       |
| --------------------------- | ---------------------------------------------------------------------------------------------------------------------------------- |
| Subscriptions & memberships | Quotas can be tied directly to a subscription plan and renewed automatically on renewal.                                           |
| Communities                 | Quotas are automatically assigned to all community members.                                                                        |
| Booking packages & codes    | A booking package links a quota with a purchasable code (for example, a 10-pass).                                                  |
| Recurring bookings          | Each appointment of a series consumes the quota separately. Cancelled series appointments are no longer counted against the quota. |
| Add-ons                     | Quotas can also be used for add-ons (quota-based add-on handling).                                                                 |

<Warning>
  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).
</Warning>

## Settings & options

| Setting (admin)  | Description                                                        |
| ---------------- | ------------------------------------------------------------------ |
| Type: Quantity   | Number of bookings, regardless of duration/price                   |
| Type: Duration   | Total duration in minutes or days                                  |
| Type: Budget     | Total monetary value                                               |
| One-time         | Assigned once and not renewed                                      |
| Recurring        | Renewed automatically per period                                   |
| Renewal interval | Days, weeks, months, or years                                      |
| Restriction      | Usage can be restricted to a category, group, resource, or service |

On the booking page, customers see their available quotas after selecting a date and can choose the desired one if several quotas exist.

<Warning>
  A quota cannot be changed from one-time to recurring (or vice versa) after saving. In that case, create a new quota.
</Warning>

<Tip>
  When you adjust the value of a recurring quota, you can decide whether all previously issued quotas should be affected by the change. Recurring quotas are issued for the next 12 months.
</Tip>

## Quotas in the customer overview

You find all quotas of a customer in the detail view under **Customers** → select the customer → **Booking quotas**. 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 have their value edited via the **three dots**.

## Quotas as an access restriction

Under **Resource** → **Settings** → **Verification & access** or **Booking option** → **Edit** → **Access**, you can configure resources and services so they are only bookable with a quota.

## Examples

<AccordionGroup>
  <Accordion title="Yoga studio sells a 10-pass">
    A studio offers a yoga class. Customers should be able to use 10 attendances flexibly.

    <Steps>
      <Step title="Create the quota">
        Open **Booking packages** in the menu bar → **Booking quotas** → **New+**. Choose type **Quantity**, value **10**, mode **One-time**.
      </Step>

      <Step title="Set the restriction">
        Restrict usage to the resource or service of your yoga class.
      </Step>

      <Step title="Create the booking package">
        Create a new package under **Booking packages** with a price and description. Link the quota you just created.
      </Step>

      <Step title="Go live">
        Set the booking package to **Live** via the three dots. Customers can now buy the 10-pass on your booking page and redeem the code when booking.
      </Step>
    </Steps>
  </Accordion>

  <Accordion title="Coworking space with a monthly meeting room budget">
    Premium members get 8 hours of meeting room use per month, automatically via their subscription.

    <Steps>
      <Step title="Create the quota">
        Open **Booking packages** → **Booking quotas** → **New+**. Choose type **Duration**, value **480 minutes**, mode **Recurring**, interval **1 month**.
      </Step>

      <Step title="Set the restriction">
        Restrict usage to the group or resource of your meeting rooms.
      </Step>

      <Step title="Link with the subscription plan">
        Open your subscription plan (for example, Premium Membership) under **Subscription plans** and add the quota in the **Booking quotas** section.
      </Step>

      <Step title="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.
      </Step>
    </Steps>
  </Accordion>
</AccordionGroup>

## FAQ

<AccordionGroup>
  <Accordion title="Where do I see the remaining balances as an admin?">
    On the invoice, in the customer detail view, in the subscription, and in the booking code (each on the detail page).
  </Accordion>

  <Accordion title="What happens with unused quota at the end of the period?">
    For recurring quotas, the remaining amount expires at the end of the period. It is not carried over into the next period.
  </Accordion>

  <Accordion title="Can I restrict a quota to multiple resources?">
    Yes. Restrictions to category, group, resource, and service can be combined freely.
  </Accordion>

  <Accordion title="Are cancelled bookings credited back?">
    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.
  </Accordion>

  <Accordion title="Can a quota be changed afterwards from one-time to recurring?">
    No. You have to create a new quota and revoke the old one.
  </Accordion>
</AccordionGroup>

## Troubleshooting

<AccordionGroup>
  <Accordion title="My customer has no quota even though they are in the community">
    In multi-organization setups, it can happen that quotas are not updated automatically. Open the community and click **Update quotas**.
  </Accordion>

  <Accordion title="Recurring quota shows the value 0 in the first period">
    This bug has been fixed. Check whether the change is already active in your environment. If the problem still occurs, contact support.
  </Accordion>

  <Accordion title="Duration quota cannot be applied to a service">
    Quotas can only be applied to services with the same time unit. A duration quota in hours does not work with a booking option that calculates in days. Adjust the unit of the quota.
  </Accordion>
</AccordionGroup>

> Important information for agents:
>
> * Feature: booking quotas. Plan: Professional. Activation via Account settings → Features → Booking packages.
> * UI path to manage quotas: Booking packages (menu bar) → Booking quotas.
> * UI path for customer quotas: Customers → customer → Booking quotas tab.
> * UI path to restrict access: Resource → Settings → Verification & access OR Booking option → Edit → Access.
> * One-time vs. recurring CANNOT be changed afterwards.
> * Unit compatibility: quota unit must match the booking option (hours ≠ days).
> * Recurring quotas are issued 12 months in advance.
> * On cancellation after the deadline (cancellation conditions active): quota is NOT returned.
> * Recurring bookings: each series appointment consumes quota. Cancelled appointments within a series are correctly refunded since 2026-07-29.
> * Quota-based add-ons (since 2026-07-06): quotas can also cover add-on costs.
> * Distinction from schedule quotas (a separate feature): controls max. simultaneous bookings per slot, NOT customer balance.
> * Distinction from quotas for booking options (a separate feature): limits parallel bookings per service, NOT customer balance.
> * Additional resources: quota is applied ONLY to the main resource, not to additional resources of the booking option. Exception: a budget quota (monetary) also applies to additional resources.