Spots Combine Seats and Equipment
For every session, bookable spots are the smaller of the seat limit (class size) and the equipment limit.
| Session | Seats | Required units free | Spots |
|---|---|---|---|
| With required equipment | 12 | 8 | 8 |
| No required equipment | 12 | — | 12 |
Only Required equipment limits spots. Optional equipment is an add-on and never reduces them.
Included and Optional Equipment
The Equipment "More Info" list on the class or appointment details separates:
| Label | What it means | Effect on booking |
|---|---|---|
| Included | Required equipment that comes with the booking | Sets how many spots the session can sell |
| Optional | Extras the customer can add, such as a rental racket or mat | Information only; never blocks the booking |
Customers see only equipment linked to that class or appointment — never private unit names, maintenance notes or inventory status.
Choosing a Unit, Surcharges, and Full Equipment
The item's display mode decides what the customer sees:
| Option | What it does | Use it when |
|---|---|---|
| Hidden | Shows nothing about the unit | The unit does not matter to the customer |
| Visible | Shows the auto-assigned unit name after booking | Customers need to know where to go, not to choose |
| Selectable | Customer picks a numbered unit (a court, a reformer) at checkout | Customers care which unit they get |
Any equipment price appears as a surcharge, such as +$10. Admins can force a booking on a full session; customers cannot.
A short checkout hold reserves equipment, so a session may briefly show fewer spots — or required equipment fully booked — until the hold clears.
Choose equipment payment
The confirmation screen has an Equipment payment section, with one row for each booked date and equipment item. Each row shows the item and its quantity, then either:
- Due now and Due later, multiplied by the quantity, so a deposit is charged for each unit; or
- what the chosen pass uses: points (the item's points for each unit), classes (one for each unit), or Unlimited for a membership.
For equipment that accepts passes, a Payment type menu lists One-off payment (for Both) or No pass (for Pass only, when a pass is not required to reserve), followed by the customer's eligible passes. Choosing a pass removes the cash charge for that equipment. One pass can cover the class, add-ons and equipment together, including across repeated dates, but its credit is never spent twice.
If no eligible pass has enough credit, a warning appears: "Choose an eligible pass with enough credit for the booking and equipment." The booking cannot be confirmed until that is fixed. Optional equipment that was not selected is not charged. The booking total adds only what is due now for each piece of equipment.
Equipment added later from a reservation's equipment details follows the same effective policy. Its price is calculated for the session time, including the class override and flexible pricing. Existing booked prices remain unchanged when staff later edit the equipment price.
Changing Equipment After Booking
A unit the customer picked (Selectable) stays editable after confirmation:
- Reopen the reservation and find the Equipment row.
- Select another available unit — the booking updates immediately.
- The swap is checked live: if the unit was taken meanwhile, the change is refused, the customer is told it is no longer available, and the original unit is kept.
- Auto-assigned units (Hidden or Visible) cannot be changed — there is nothing to choose.
- Each date of a repeat booking has its own selection; changing one date never moves the others.
Adding Optional Equipment After Booking
Optional equipment uses its effective payment policy, including the class override and price for the session time:
- Free one-off equipment: attaches to the confirmed booking immediately.
- Accepted pass: choose an eligible pass. The equipment becomes active and consumes one visit or the configured points per item; a membership has no visit limit. The class and equipment share the same remaining pass balance.
- Cash payment due now: the equipment is held and added to the cart. Pay the required full amount or deposit before the hold expires. A deposit leaves the remaining balance outstanding.
- Nothing due now: the equipment becomes active. Pay later, or pass-only equipment with no pass required and no pass assigned, still leaves the cash price outstanding.
A cash-only item goes directly to the cart when payment is due, with a success message for each item added. Equipment accepting passes (Pass only or Both) opens its details first so the customer can choose how to pay, even when its price is 0. Leaving those choices without confirming does not add that item.
In the equipment details, the customer sees the item's total and a Payment type menu with their eligible passes, plus One-off payment or No pass where allowed. A Due later line appears when part of the price can be paid later. The price on the button is what is due now, or 0 when a pass is chosen. If the equipment requires a pass, the button stays disabled until one is chosen.
Free and paid extras picked together are each handled their own way in one step. If reserving an item or adding it to the cart fails, the process stops at that item and shows the error. Units already held are untouched, so re-confirming never charges again.
Equipment in the Cart and at Checkout
- Each equipment line in the cart shows Covered by pass, or the amount Due now and any amount Due later.
- When the cart is empty, checkout shows an Unpaid equipment section for equipment that still has a balance. Each card shows the equipment, the session time, the unit and the amount due later. Complete payment adds it to the cart so the balance can be paid.
Removing Equipment and Recording Payment
Equipment already paid for, partly paid for, or funded by a pass cannot be removed separately by customers or staff. Cancelling the whole reservation follows the normal cancellation and pass-credit rules, including any penalty; do not assume it refunds a cash payment.
The admin booking form's Paid option records full settlement; it has no amount field for entering a partial deposit. Customer deposits can leave an outstanding balance even when the deposit payment itself is marked paid.
Hiring Equipment on Its Own
When the location offers Equipment hire as a booking type and an item is Available for standalone hire, customers can hire it without a class or appointment. The Hire page (header Equipment) reuses the appointment flow with two fixed steps — no instructor, no add-ons:
- Pick the equipment item.
- Pick a date and start time — times follow the item's Hire hours and Time frame; closed dates apply.
| Control | What it does | Limit |
|---|---|---|
| Duration | Plus/minus add or remove hire blocks; extra blocks are listed as Additional time | Plus is disabled when the next block is not free |
| Quantity | Plus/minus change how many units are hired | Up to all active units; plus is disabled when no further unit is free |
Every block and every unit must be available, buffer times included.
Price and Payment
With no matching flexible-price rule, total = Price per block × blocks × units. With rules, add each block's applicable price and multiply by units. Pass payment follows Standalone payment settings, and the item's ordinary equipment Price does not apply. The item's Payment at booking choice in its Standalone payment settings decides what is due now. When it is set to Use business payment setting, the location's Payment at booking setting applies:
| Payment at booking | Customer pays now |
|---|---|
| Full payment | The whole hire |
| Deposit | The item's deposit amount or, with the business setting, a percentage or fixed amount taken once for the whole hire |
| Pay later | Nothing now; pays later |
With a deposit or pay later, checkout shows Due now and Due later. Any balance stays on the hire and can be paid afterwards. Where flexible pricing rules are set, the price per block can differ by day and time; each block uses the price at its start time. Customers reach the page from Equipment on Home (View all), the booking-choice option Equipment – Choose equipment and a time, or the equipment quick action — shown only when the location offers hire.
A hire is an appointment booking on a hidden hire service mirroring the item, so it appears in Equipment → Allocations and on the calendar.
Hiring Again, History, and Your Records
A customer with a hire can hire again — another unit at the same time, or another item — while a unit is free. Hires ignore the one reservation per class and no-overlap rules.
| Where | What appears |
|---|---|
| Account → History → Equipment (customer) | Hires, separate from classes; hire payments in the customer's payment history |
| Dashboard → Order payments → Unverified | Cash or bank-transfer hires until you verify them. Deleting a hire's only payment cancels it and frees its units |
| Dashboard → Unpaid classes | Hires until paid payments cover the full price — a deposit-only hire is still listed |
| Reports → Equipment | Hires, units and hours hired, money received and outstanding; hire revenue is also the Equipment column of Reports Overview |
Holiday or other specific-date prices apply only to the selected dates and time windows. They replace the weekly adjustment without stacking. For example, a $100 base, +$20 weekly rule and +$50 holiday rule means a block starting in the holiday window costs $150, not $170. A block starting outside that window uses the applicable weekly or base price; the block is never split midway. Pricing does not create extra hire availability: hire hours and unit availability still apply.
