Booking Window

When customers can book

Two settings work together to control your booking window: one sets how far ahead customers can book, the other sets how close to the start they can book. Use them to fill your calendar in advance while giving your team enough notice to get a session ready.

What you can do with it

• Take bookings further ahead, or keep them short-term - choose how many days in advance customers can book.
• Stop last-minute bookings - require a minimum notice so staff have time to prepare, like lighting a wood-fired sauna before a session starts.
• Set different rules per session - give a morning schedule a longer notice than an evening one, or a shorter window to a seasonal run.

How it works

General defaults can be found in Settings, and per-session overrides on each schedule.

Defaults

1. Default bookable window - how far ahead customers can book, in days.
2. Bookings close - when a session stops taking bookings: when the session starts, a set time before it starts, or when the session ends (walk-ins). See when bookings close for the full breakdown.

Per session

1. Select Change next to the booking window.
2. Set the window and Bookings close option for that schedule. The summary reads, for example, "No end date · bookable 90 days ahead · bookings close when each session starts."
3. Choose "Use organisation default" to inherit the venue setting.

Options

• Bookable window - either a rolling number of days ahead, or a fixed end date for the schedule.
• Bookings close - when the session starts, a set time before (1 to 168 hours), or when the session ends.
• One-off dates - have their own Bookings close option, since you choose the date yourself.

Give members early access

Your bookable window is what non-members get. A membership can extend it, so members get first pick of the calendar - set Early access on the membership and those days are added on top. A 42-day window plus 14 days of early access means members book 56 days ahead while everyone else still sees 42.

Early access only extends a rolling window, and if a customer holds more than one membership they get the largest early access rather than the sum. See memberships for the full setup.

What your customers see

Sessions too far ahead aren't shown yet. Non-members simply don't see the dates inside your members-only stretch - they appear as soon as the date comes within the standard window. Sessions inside the notice window show "Booking is now closed", and the calendar points customers to the next available session.

Good to know

To test the window, open your booking page in a private browsing window (so you're signed out) and check that the furthest bookable date matches what you set. Then sign in as a member and confirm you can see further ahead. To test Bookings close, check that a soon-to-start session shows "Booking is now closed" while later ones stay bookable.

Common questions

1. I shortened the bookable window but sessions still show at the old distance. Existing schedules keep the window they were created with - the default in Settings only applies to new ones. Open each schedule and change its window there.

2. Do members' early access days get added to the window, or replace it? Added. A 42-day window with 14 days of early access means members book 56 days ahead and everyone else books 42.

3. A customer has two memberships with early access. Do they add up? No - they get the largest of the two, not the sum.

4. Does early access work with a fixed end date? No. A fixed end date is a hard stop for everyone. Early access only extends a rolling window.

5. Sessions already inside the window when I shortened it - do they disappear? Yes, once you update the schedule. Dates beyond the new window drop off the calendar for non-members. Bookings already made are not affected.