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With booking rules, you centrally control, account-wide, how often your customers may book within a certain period. The rules apply globally to your entire account and can be narrowed down to specific resources, services or users.
Available from Professional.

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How do booking rules work?

Booking rules define a maximum booking limit per period. As soon as a customer reaches the limit, their next booking within the defined scope is blocked. Optionally, a custom error message is shown. The basic principle:
  1. You create a rule with a name, a limit and a period.
  2. You define the scope: all bookings or only certain resources/services.
  3. You decide whether the rule applies to all users or only to certain ones (block list) or exempts certain ones (allow list).
All rules are managed centrally in Account Settings under Booking Rules. This gives you a complete overview of all your account’s booking limits.
For booking options with multiple weighting, each weighting unit counts as a separate booking against the limit. Example: a booking option with a weighting of 4 already exceeds a limit of 3. Exclude such booking options from the rule’s scope if needed.
Each appointment in a recurring booking counts against the limit. A second series on the same day is blocked if the daily limit is already used up by the first series.

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When do I use this?

  • You want to ensure fair usage: Limit bookings per period so all customers get equal access (e.g. max. 1 study space per day at a university).
  • You need a block list: Set the limit to 0 and assign the rule to certain users to exclude them from bookings entirely.
  • You want to create VIP exceptions: Create a rule with a tight limit and exempt certain users (e.g. premium members) via the allow list.
  • Not suitable for: Blocking entire time periods. Use Global Blockers instead (Account Settings → Global Blockers).

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Relationship to other features

  • Communities: With booking rules, you can block users who end up in a community via SSO/auto-join but shouldn’t be able to book certain resources.
  • Global Blockers: While booking rules limit the number, Global Blockers block complete time periods for resources or services.

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Settings & options

The notice on exceeding can be stored in multiple languages. Use the language menu in the text field to maintain error messages in additional languages.

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Practical examples

A university wants to ensure all students get fair access to the study spaces. Each person should only be able to make one booking per day.
1

Add a rule

Open Account Settings → Booking Rules → + Add rule.
2

Configure limit and period

Set Maximum bookings to 1 and choose Daily as the period.
3

Restrict the scope

Choose With restriction → Category and select the category of your study spaces.
4

Store an error message

Under Notice on exceeding, enter: “You have already booked a study space for today.”
5

Save

Click Save. The rule applies immediately to all users.
A coworking operator wants to exclude certain users from all bookings entirely, without removing them from the community.
1

Add a rule

Open Account Settings → Booking Rules → + Add rule.
2

Set the limit to 0

Set Maximum bookings to 0 and choose In the future as the period.
3

Define the scope

Choose All bookings so the block applies to the entire account.
4

Assign users

Choose Include users and add the email addresses of the people affected.
5

Store an error message and save

Under Notice on exceeding, enter: “Please get in touch with the team.” Click Save.

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FAQ

Yes. You can create as many rules as you like. All active rules are checked in parallel. As soon as one rule applies, the booking is blocked.
Include users means: the rule applies ONLY to the specified people (block list). Exclude users means: the rule applies to everyone EXCEPT the specified people (allow list).
The limit applies cumulatively from the moment the rule is created. All future bookings are counted against the limit, without resetting at any particular point.
Yes. Use the language menu in the Notice on exceeding field to maintain messages in as many languages as you like. Customers see the message in the language they’ve set.

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Troubleshooting

Check whether the booking option has a multiple weighting. With a weighting of, say, 4, four bookings are counted against the limit. Exclude the affected booking option from the rule’s scope if needed.
Make sure you chose Include users (not “exclude”) and entered the correct email address. Also check whether the scope covers the affected resource or service.
The notice only appears at checkout when the limit is actually exceeded. Check whether the text field is filled in and saved. Without a stored notice, a generic error message appears.