Closures

In short

• Use it to close a whole day or only some times, for example for holidays, public holidays or maintenance.
• In the side menu it is under Booking > Closures, or from the Closures card in Administration.
• The most common task: pick the date in the calendar, enter the reason and confirm: Flo cancels the bookings and notifies clients.

What it is

Module for managing unavailable days, time ranges or single activities: holidays, vacations, maintenance or closure of one or more times.

A closure blocks bookings, cancels existing ones and credits back the consumed entries.

When it is visible

It is visible only when the Bookings module is active.

It appears under Booking > Closures in the side menu and under Administration > Closures. Users with read-only permission see the list without being able to create or edit.

Main industries

• Fitness
• Wellness
• Appointment-based services

Dependencies

Depends on:

• Bookings

Can involve:

• Team
• Locations
• Services
• Subscriptions: freezing extends validity

Creating a closure

1. Open Administration > Closures and select Add Closure.
2. Choose the Closure type: Full day or Specific times.
3. Fill in When:
   • for a full day select the Date range in the calendar and, if needed, add Other individual dates; the summary shows the effective dates;
   • for specific times select a date and then the times to close, grouped by service.
4. Fill in Reason: write one or more reasons and separate them with a space, comma or Enter. Already-saved reasons are suggested again. The reason is required.
5. Fill in Closure Description (optional, per language).
6. For a full day you can choose a Service (empty = Whole studio) and enable Freeze the time validity of affected subscriptions.
7. Press Add Closure, check the summary and confirm.

Choose Full day or Specific times, select the date and write the reason; saved closures are in the Closures list tab.

Rules:

• dates must be in the future;
• a closure can include at most 366 dates;
• you cannot create a duplicate closure on the same date with the same characteristics;
• you cannot close a date with an online payment in progress: "An online payment in progress protects this time slot. Wait for it to expire or manage the order.";
• subscription freezing is available only for full days.

On confirmation Flo shows the Closure summary: effective days, cancelled bookings, credited entries, extended subscriptions and added validity days.

Effect on existing bookings

• Flo cancels future, not-yet-cancelled bookings included in the closure.
• The consumed entry is always credited back, even when the plan requires a custom credit.
• After saving, Flo sends the cancellation email with service, date and time.
• Past lessons are not touched.
• In the client history the booking appears as Cancelled, not as "Customer cancellation", with the description or reason if present.

Effect on subscriptions

• With Freeze the time validity of affected subscriptions enabled, time-based and "time + entries" subscriptions receive one day of validity for each effective closure day.
• Subscriptions stay active: freezing does not suspend them.
• The extension is not applied twice for the same date, even if multiple closures overlap.
• Already-accrued days stay valid even if the closure is later edited or deleted.

Closure list

Columns:

Column	Content
Date	closure date; for grouped operations shows "Operation over N dates" and "N time ranges"
Start time	start time or "-"
End time	end time or "-"
Giornata intera	yes/no indicator
Reason	saved reason or "No reason"
Service	involved service or the whole studio
Description	description or "No description provided"; with Time validity frozen when active
Azioni	Edit and Delete

Actions:

• Edit is available only for operations without past dates; the whole operation is updated as a group.
• Delete deletes the whole operation, with confirmation. Past closures stay on record without actions.
• Deleting a closure does not bring already-cancelled bookings back to life: entries stay credited.

Communication to users

• The automatic email is sent after the closure is saved.
• Reason and description help clients understand why: write them clearly.
• For long closures, notify clients in advance through other channels too, e.g. a newsletter from the Communication module.

Good practices

• Manage closures as soon as they are known, before new bookings arrive.
• Avoid last-minute changes when many users are involved.
• Enable freezing for holidays and long closures, so subscriptions don't lose days.
• Before saving, check dates, times and involved services in the summary.