Plans & Booking Quotas

A service's Pricing & access section is where you decide who can book it, how they pay, how many sessions they get, and under what rules. Everything for that service opens in place — there are no separate screens for allowances or rules.

Where to Find This

Navigate to Services → Bookings → Booking Management → Overview sub-tab, click the service, then open its Pricing & access section.

Two shortcuts get you there: on the Overview, open Quick actions and choose Change pricing & access (if you have more than one service you'll be asked "which service?" first, and can pick it from a list), or click a suggestion like "Choose who can book 'Mini Kickers'", which already knows the service.

You'll need your products and prices set up in Stripe first. To see what you currently sell, open Quick actions → View products & prices — see Managing Your Products and Prices.

How the Screen Is Laid Out

Each row is a price from your Stripe product catalogue, grouped by product. For every one you get the enable switch, what the purchase does, the session count and the booking rules, all together — there's nothing to configure elsewhere.

Services that share one combined allowance are handled separately: open Quick actions and search for Shared allowances — see Shared Allowances below.

What Every Plan Includes — and What Needs Standard+

This screen splits along one line:

• Available on every plan: binding a price to a service (the enable switch), choosing One-off vs Subscription, and choosing what a purchase does — Give credits, an Auto-enrol season pack, or Enrol in a season (subscription) (including all the pack settings and refund rules).
• Standard and Pro only: the session-allowance numbers, the entitlement cadence, the per-plan booking rules, and Shared allowances. On the base plan these show read-only with a Standard+ upgrade hint — the price still binds to the service, you just can't tune the allowance or rules.

Opening a Service and Enabling Prices

Click a service in the list. You'll see each of your plans, grouped by Stripe product, each price shown with its amount and a type badge — Subscription for recurring prices, One-time for one-off prices.

If you sell both kinds, the list splits into One-off and Subscription tabs, each with a count (for example "One-off (3)"). If you only sell one kind, it's a single flat list.

To let a price book this service, flick its switch on. A price that's switched off reads Not bookable on this price.

What a Purchase Does

Every enabled price has a dropdown that controls what buying it actually does. The label and the choices depend on the kind of price:

One-off prices — an "On purchase" dropdown:

• Give credits (default) — the customer receives a balance of sessions and books them themselves from the calendar.
• Auto-enrol — buying books the customer straight into a run of sessions (a season of weekly classes or a multi-day camp). The settings are covered in Selling Season Packs and Camps below.

Subscription prices — an "Entitlement" dropdown:

• Give credits (default) — the classic membership: subscribers get a booking allowance each period and book sessions themselves.
• Enrol in a season (subscription) — subscribing books them straight into every session of a dated season, and they keep paying while enrolled. See Selling a Season as a Subscription below.

Setting the Session Allowance

(The allowance numbers are a Standard/Pro feature. On the base plan they show read-only with a "Standard+ to change" note.)

When a price is enabled, a stepper appears next to its switch:

• Session count — use the − / + buttons or type a number from 1 to 998.
• Unlimited — click the ∞ button to remove the cap entirely (stored as 999).
• Cadence (subscriptions only) — the allowance reads "per [number] [week / month / year]", for example "4 per 1 month" or "2 per 2 weeks". Both the number (the multiplier) and the unit are editable. The only units are week, month and year; there's no daily or quarterly unit — for "every 3 months" set the unit to month and the multiplier to 3.

For a one-time price, the stepper sets a total instead — the number of credits that single purchase grants (a lifetime total, not a repeating allowance).

How the Quota Cycle Works

Three things about a subscription's cycle are worth understanding:

• The cadence can differ from how the plan bills. It defaults to match the billing interval, but you can change it — so a monthly plan can deliver 1 session per week, spreading visits out instead of allowing all four in week one.
• Each customer's cycle starts when they subscribe. The allowance doesn't reset for everyone on the 1st. A customer who joined on the 15th refreshes on the 15th, and that anchor stays fixed for the life of their subscription.
• Unused sessions don't carry over. At the end of a cycle the allowance simply refreshes to the full amount — 2 of 4 used this month still means 4 next month, not 6.

Per-plan Booking Rules

(A Standard/Pro feature — on the base plan this section shows an "Advanced booking rules — Standard+" link instead.)

Each plan group has a collapsible Booking rules section. Every field is optional — leave one empty for no restriction:

• Book ahead — how far ahead (in days) customers on this plan can book.
• Bookings close — how close to a session's start bookings stay open. Enter a number and choose min, hrs or days — for example "1 day" stops new bookings the day before. Leave it empty (or 0) to allow booking right up to the start; a session that has already started can never be booked.
• Cancel notice — the minimum notice (in hours) a customer must give to cancel.
• Waitlist hold — how long a freed spot is held for a waitlisted customer before it passes to the next person (in hours; the default is 12).

Booking rules are set once per plan and apply to all of that plan's prices.

Selling Season Packs and Camps

When you set a one-off price's On purchase to Auto-enrol, three collapsible sections appear beneath it: Schedule, By location, and Cancellation.

Schedule — what the pack books

Under Schedule, the Books control offers three ways to define the pack:

1. 1

   A dated window

   For a pack that runs between two dates. A Season dropdown sets those dates: pick one of your seasons — each listed as its name and dates, for example "Autumn 2026 · 8 Sep 2026 – 12 Dec 2026" — and the pack follows it. A line underneath confirms "Runs 8 Sep 2026 → 12 Dec 2026 — dates follow Autumn 2026 (edit it in Availability → Seasons and this pack moves with it)", so editing the season once moves every pack on it.

   Haven't picked yet? The dropdown starts on Choose a season… and the note reads "Pick a season from the list — or create one — to set this pack's dates." No seasons at all yet and it reads "No seasons yet — create one to set this pack's dates (they're reusable across every pack)."

   Choose + New season… to add one without leaving the screen: fill in Name, From and To, then click Create season (or Cancel). A Custom dates — this pack only option is offered for packs that already carry their own typed dates — pick it and you get Start date and End date fields instead of following a season.

   Whichever you use, add any Plan-specific excluded dates to skip dates the location runs but this package doesn't. Any site-wide breaks that fall inside the window appear as read-only Inherited breaks (managed in Locations & Hours → Breaks & closures). The session count is worked out automatically and shown in the quota column.

2. 2

   Rolling

   Books the customer's next few sessions from a start date they choose — a rolling taster with no fixed end, bookable any time of year. Set how many sessions the pack covers in the quota column.

3. 3

   A one-off block

   Books every session of a self-contained dated block — for example all days of a holiday camp or a workshop. The dates come from the block's own sessions, so there's nothing to set here.

For a dated window or a Rolling pack, a Joining starts control sets how a customer joins:

• Any upcoming session — the customer picks their own start date and pays for the sessions from that date onwards.
• Next session only — joining is locked to the next available session; they pay from there through to the end of the pack.

A separate Book available if some full switch controls what happens when a pack is partly full:

• Off (all-or-nothing) — if any session is full, the purchase is blocked and the customer is offered the waitlist.
• On — the customer is booked into the sessions with space, and any full session is added to the waitlist.

By location (Pro)

By default a pack's price comes from its Stripe price. The By location section lets you enter the price of a single class instead — the pack total becomes that figure multiplied by the number of sessions. A customer joining partway through pays the per-class price for each session still to come.

If the service runs at only one location, this is a single Per class field, with the resulting "N sessions · £X total" shown beside it.

If it runs at more than one location, it becomes a grid with a row per location and columns Location, Sold, Per class, Dates and Total:

• The first row is All locations (default) — it sets the fallback per-class price, and its dates are the ones from the Schedule section above (shown read-only here).
• Sold — a switch per location. Switch it off and the pack is no longer sold at that location: it disappears from your website and customers can't book it there. The location's own price and dates are kept, dimmed, ready for when you switch it back on. The default row has no switch — to stop selling everywhere, turn the price off instead.
• Per class — leave a location blank to use the default row's rate.
• Dates — each location can have its own Start date and End date; leave both blank to follow the Schedule section. Fill in only one and the row warns "needs both dates" until you complete it. Where the pack follows a season, these dates belong to the season, not to this pack — the note at the top of the grid says so, and a change here applies to every pack on that season. Only a pack using Custom dates keeps its dates to itself.
• Total — the location-true "N sessions · £X", or Not sold here when the switch is off.

When a pack has per-location prices, its storefront card shows a per class rate rather than a single pack total (the total varies by location). If the per-class price is the same at every location, the card reads "£X per class"; if it differs between locations, it reads "From £X per class" with a "price varies by location" note, using the lowest per-class price.

Cancellation

The Cancellation section has two settings:

• Whole-season refund — what a customer gets back when they cancel an entire pack partway through: No refund, All remaining sessions (every future session refunded at the per-session rate they paid), or Remaining outside the cancellation window (sessions inside your cancel-notice window are kept and charged; everything beyond it is refunded). The refund is issued automatically — no per-session credits are handed back.
• Reissue credit when a single session is cancelled — switch this on to let a customer who cancels one session get a credit back to rebook a different session within the same season. The reissued credit expires when the season ends. Leave it off and a cancelled single session simply frees the spot with no credit.

Selling a Season as a Subscription

Set a subscription price's Entitlement to Enrol in a season (subscription) and buying it works like a pack but bills like a membership: the customer is booked into the current season's sessions and keeps paying your recurring price for as long as they stay enrolled.

The same Schedule, By location and Cancellation sections appear, with three differences:

1. 1

   It follows your season calendar — there are no dates to set

   There's no Books control and no date fields. The panel reads "Follows your season calendar: subscribers are booked into the current season's sessions and roll into the next season when it starts, billed monthly while enrolled. Seasons are managed in Availability → Seasons."

   Underneath, a line names where things stand — for example "Current: Autumn 2026 (8 Sep 2026 – 12 Dec 2026) · Next: Spring 2027 (from 5 Jan 2027)". Between seasons it reads "No season is running right now", and with nothing lined up after the current one it warns "Nothing follows yet — add the next season so enrolment can roll."

   With no seasons at all, the section blocks with "No seasons authored — subscribers cannot be enrolled. Add one in Availability → Seasons."

   There's no Joining starts control either — subscribers always join from the next session, because billing begins at checkout. Plan-specific excluded dates and read-only Inherited breaks still appear, worked out against the season that's running.

2. 2

   Locations can charge their own monthly fee

   The By location section is where per-location money lives for a subscription — and it only appears when the service runs at more than one location.

   A note at the top names your own price — "Subscribers pay [your price] per month unless a location sets its own monthly fee below. Location dates follow the season calendar." The grid then has columns Location, Sold, Monthly fee, Dates and Sessions:

   • Monthly fee — type a location's own recurring amount, or leave it blank to bill the plan's price. The All locations (default) row can't take a fee; it shows your plan price read-only, tagged plan price, because that is the default.
   • Dates — read-only here, marked with a padlock and reading dates from the season. Where that location has its own dates for the season, it shows them followed by · season exception instead. Change them in Availability → Seasons.
   • Sold — works exactly as it does for a pack: switch a location off and the subscription isn't sold there, with its settings kept for when it returns.
   • Sessions — how many sessions that location actually runs in the season.

   The Monthly fee column's help icon spells out the timing: each location can charge its own monthly fee, blank bills the plan's own price, and existing subscribers keep the fee they signed up at — a new fee applies to new enrolments.

3. 3

   Choose when a cancellation takes effect

   For a season subscription the Whole-season refund dropdown is replaced by When customers cancel — there's no one-off payment to refund, so what you decide instead is when a leaver's subscription actually ends:

   • At the end of the billing period (the default) — they finish the period they've already paid for.
   • After a notice period — set the Notice period (days) that appears below. The subscription ends at the first billing date on or after the notice runs out, never mid-period.
   • At the end of the season — they see the current season through to its last day.

   Whichever you pick, the customer cancels from the Subscription tab in their own account, keeps their booked sessions until the end date, and can change their mind any time before it. Reissue credit when a single session is cancelled still works as normal.

Shared Allowances

(A Standard/Pro feature — on the base plan the Shared allowances task isn't offered at all.)

By default each service has its own separate allowance. A pool lets several services share one combined allowance — for example Personal Training and Nutrition Coaching drawing from the same "8 sessions per month".

Find it on the Overview sub-tab: open Quick actions and search for Shared allowances — it isn't one of the tiles on show, so type its name into the search box to bring it up. You'll then see a card per pool plus a dashed New Pool card. Back to overview takes you out again.

Create a pool

1. Click the dashed New Pool card.
2. Give the pool a Name — customers see this when their shared allowance is displayed, so pick something meaningful like "Personal Training Sessions".
3. Under Services in Pool, tick the services that will share the allowance. A pool needs at least 2 services, and only services that already have a recurring subscription plan enabled are listed — if a service is missing, open it from the Overview first and enable a recurring plan for it. A service already in another pool is marked Also in another pool.
4. Click Create Pool.
5. Back on the grid, click the new pool's card, switch on each price that should use the pool, set its allowance, then save — you'll see Quota settings saved.

Editing pooled services

Once a service is in a pool, opening its Pricing & access section shows a notice naming the pool and the other services it shares with. Prices covered by the pool carry a pool badge — the quota you see against them is the shared allowance, so changing it there changes it for every service in the pool. Those prices also lose the "what a purchase does" dropdown, because that setting belongs to the pool. To add or remove services, or delete the pool, open the pool itself from its card (the Delete button lives on the pool screen).

Saving and Existing Subscribers

Click Save at the top of a service. You'll see Plan access saved successfully, and if the change affects people already subscribed, the message adds how many existing subscribers it was applied to.

• New subscribers get the new configuration automatically.
• Existing subscribers have their allowances updated straight away — a pool change updates everyone subscribed to any service in the pool.

What Your Customers Experience

• They see their balance while booking. The confirmation shows how much allowance is left, for example "Subscription (3 left)" or "Credits (2 left)"; a customer with both can choose which to use.
• When the allowance runs out, booking is politely refused before anything is scheduled or charged. They can book again when their cycle refreshes.
• No eligible plan means a prompt, not a booking button. A signed-out visitor sees Sign in; a signed-in customer with no active plan sees Get Plan; one whose plan doesn't include this service sees Upgrade Plan; a paused subscriber sees Resume Plan.
• A lapsed subscription can't book. A cancelled, unpaid or paused subscription stops booking on that plan until it's active again. A failed payment gets a few days' grace before booking is blocked. Any separately-bought one-off credits still work until used or expired.
• Cancelled bookings give the session back (within your cancellation-notice rule), so the customer can book something else in the same cycle.

Tips

Start generous — it's easier to tighten a quota later than to take away something customers feel they've paid for. A common ladder: 2 per month on your entry plan, 4 on your mid tier, unlimited on top.

Match your tiers — higher-priced plans should offer more bookings or unlimited access, so there's a clear reason to upgrade.

Use pools for choice — pools work well when customers should be able to mix related services (salon treatments, coaching types, lesson subjects).

Related Articles

• Creating Bookable Services - Define what customers book before giving it plan access
• Understanding Booking Modes - How fixed slots supply the sessions that season packs enrol into
• Managing Customer Bookings - Cancellations, refunds and the waitlist in day-to-day use