Different recurring plans follow different booking rules. Staff can book clients into classes that override some client booking rules.
Limited Recurring Plans Future Cycle Booking Rules
Clients can book classes up to three months in advance using their limited recurring plan.
After each payment, an additional cycle of passes is added, allowing clients to book further into the future.
Unlimited Recurring Plans Future Cycle Booking Rules
For non-auto-renewing unlimited plans, clients can book classes until the last day of the plan's commitment or the class book ahead window, whichever comes first.
For auto-renewing unlimited plans, clients can book classes beyond the plan's commitment period, up to the class book ahead window.
Limited Recurring Plans Payment Cycle Booking Rules
When a client books a class outside their current billing cycle, the pass is deducted from their plan when the payment is processed for that billing period.
If a client runs out of passes for the current billing cycle and tries to book an additional class, they'll be prompted to pay the drop-in rate.
Plan Start and Expiration Date Booking Rules
Staff can book clients into classes before the plan start date, but the start and expiration dates won't adjust automatically. Staff can edit these dates if needed.
Clients cannot book themselves into classes before the plan start date.
Both staff and clients can book classes after the plan start date but before the expiration date.
Failed Payment Booking Rules
When a client's payment fails, neither staff nor the client can use the plan to book new classes. However, future classes that are already booked are not canceled.
The client must update their payment method via the widget to resolve the issue.
Starts on First Visit Booking Rules
If a plan starts on the first visit and has already activated on a future date, clients cannot book classes earlier than the chosen start date.
Staff can override this and book the client into an earlier class, but they'll need to manually update the expiration or future payment dates if necessary.
Starts on First Payment Booking Rules
For plans starting on the first payment, clients cannot book classes before the plan start date.
The start date is permanent and cannot be changed once the first visit is booked, even if the first visit is canceled.
Here are the questions with examples and rules:
Limited Recurring Plans Future Cycle Booking Rules
If a client purchases a limited recurring plan on January 1st, how far in advance can they book classes? What happens after their next payment on February 1st?
Rule: Clients can book classes up to three months in advance using their limited recurring plan. After each payment, an additional cycle of passes is added, allowing clients to book further into the future.
Example: The client can book classes up until March 31st (three months in advance). After their next payment on February 1st, they can book classes up until April 30th.
Unlimited Recurring Plans Future Cycle Booking Rules
When a client purchases a 6-month non-auto-renewing unlimited plan, until when can they book classes?
Rule: For non-auto-renewing unlimited plans, clients can book classes until the last day of the plan's commitment or the class book ahead window, whichever comes first.
Example: They can book classes until the end of the 6-month commitment or the class book ahead window, whichever comes first.
If a client purchases an auto-renewing unlimited monthly plan, how long can they continue to book classes?
Rule: For auto-renewing unlimited plans, clients can book classes beyond the plan's commitment period, up to the class book ahead window.
Example: They can continue to book classes beyond their initial commitment period, as long as their plan remains active and within the class book ahead window.
Limited Recurring Plans Payment Cycle Booking Rules
When a client with a limited plan books a class for the next billing cycle, when will the pass be deducted?
Rule: When a client books a class outside their current billing cycle, the pass is deducted from their plan when the payment is processed for that billing period.
Example: If they book a class for the next billing cycle on the 15th of the current month, the pass will be deducted when their payment is processed on the 1st of the next month.
What happens when a client has used all their passes for the current billing cycle and tries to book an additional class within the same cycle?
Rule: If a client runs out of passes for the current billing cycle and tries to book an additional class, they'll be prompted to pay the drop-in rate.
Example: If they have a limited plan with 5 classes per month and have used all their passes, they will be prompted to pay the drop-in rate when trying to book an additional class within the same cycle.
Plan Start and Expiration Date Booking Rules
If a staff member books a client into a class before their plan start date, what adjustments need to be made?
Rule: Staff can book clients into classes before the plan start date, but the start and expiration dates won't adjust automatically. Staff can edit these dates if needed.
Example: The staff member manually adjusts the start and expiration dates after booking the client into a class before their plan start date.
Can a client book a class before their plan start date? When can both the client and staff book classes?
Rule: Clients cannot book themselves into classes before the plan start date. Both staff and clients can book classes after the plan start date but before the expiration date.
Example: A client tries to book a class before their plan start date but is unable to do so. However, both the client and staff can book classes after the start date and before the expiration date.
Failed Payment Booking Rules
What happens when a client's payment fails, and they try to book a class using their plan?
Rule: When a client's payment fails, neither staff nor the client can use the plan to book classes.
Example: A client's payment fails, and they are unable to book a class using their plan. The staff also cannot book the class for the client using the plan.
How can a client resolve a failed payment and book classes again?
Rule: The client must update their payment method via the widget to resolve the issue.
Example: To resolve the failed payment, the client updates their payment method through the widget, allowing them to book classes again.
Starts on First Visit Booking Rules
If a client's plan is set to start on their first visit scheduled for a future date, can they book a class earlier than this date? What can a staff member do in this situation?
Rule: If a plan starts on the first visit and has already activated on a future date, clients cannot book classes earlier than the chosen start date. Staff can override this and book the client into an earlier class, but they'll need to manually update the expiration or future payment dates if necessary.
Example: The client cannot book a class earlier than their scheduled first visit date, but a staff member can override this and manually adjust the expiration or future payment dates.
Starts on First Payment Booking Rules
When a client's plan is set to start on their first payment, can they book classes before the plan start date? Can this date be changed once the first visit is booked?
Rule: For plans starting on the first payment, clients cannot book classes before the plan start date. The start date is permanent and cannot be changed once the first visit is booked, even if the first visit is canceled.
Example: The client cannot book any classes before the plan start date, and this date cannot be changed once the first visit is booked, even if the first visit is canceled.
In the above example the client has a limited recurring plan issuing 6 sessions each billing cycle. The billing cycles above start on 3/20 and 4/20. As you can see, a class that takes place after the current billing cycle is associated with a future billing cycle. When the client's payments processes for the two billing cycles the booked sessions will be deducted.
What happens when a staff member or a client books additional classes for a billing cycle with a limited recurring plan?
If a client is out of passes for a billing cycle and they go to book a class that occurs during their current billing cycle, they will be prompted to pay the drop-in rate.
Let's checkout this example..
In our example let's say the client's billing cycle period is one month, running from the 1st to the last day of each month. The client as a limited recurring plan that provides four passes per billing cycle. They've already used all four passes for the current billing cycle. Now, on January 20th, they try to book a fifth class, which falls within the current billing cycle.
Here's what happens...
Since the client has exhausted their four passes for the current billing cycle, they will be prompted to pay the drop-in rate when attempting to book the fifth class.
The system recognizes that they have no remaining passes for the current billing cycle and prompts them to pay the drop-in rate for the additional class they wish to book.
In the above example a client has a plan that gives them 3 class passes every billing cycle. Their next billing cycle starts on April 6th. Now, let's say they book a class that happens on March 5th, which is before their April cycle begins.
Even though that March 5th class takes place before their April cycle, it will still use up one of the passes from their upcoming April allowance. So, when April 6th arrives and their payment for that new cycle goes through, they'll find they have 0 passes available to use. That's because they already used one of their April passes in March.
The key takeaway is that classes booked before the start of the next billing cycle will tap into the passes from that future cycle. This means the client may be surprised to have fewer passes than expected when their new cycle begins if they are not keeping track of how many future classes they booked, since some were used up early.