Settings Reference
All app settings explained
The Settings page is your central configuration hub. All app-wide policies and preferences are managed here.
Location: Sidebar > Settings
Membership Products
Link Shopify products to CapFlow membership types. See Membership Setup for a detailed walkthrough.
| Setting | Description | Default |
|---|---|---|
| Annual Pass Product | Shopify product for annual memberships | Not set |
| Annual Pass Duration | How long the pass is valid (days) | 365 |
| Monthly Pass Product | Shopify product for monthly memberships | Not set |
| Monthly Pass Duration | How long the pass is valid (days) | 30 |
| Clip Card Product | Shopify product for clip cards | Not set |
| Clip Variant Mapping | Maps each variant to a clip count | Not set |
Booking Policies
Member Booking Limits
Prevents members from hogging capacity by limiting how many hours they can book.
| Setting | Description | Default |
|---|---|---|
| Max hours per day | Maximum hours a member can book on the same day | 2 |
| Max future booking hours | Maximum total hours a member can have booked in the future | 4 |
Example: With defaults, a member can book up to 2 hours on any given day, and can’t have more than 4 hours of future bookings total. This ensures fair access for all members.
When to adjust:
- Increase if members complain about limits
- Decrease if a few members are taking up too much capacity
- Set high values (e.g., 99) to effectively disable limits
Capacity – Pool Release Default
| Setting | Description | Default |
|---|---|---|
| Release member slots to public | Hours before start when unused member slots open to everyone | Not set |
This is the shop-wide default. Individual schedule rules can override it. See Capacity Pools for details.
Recommendation: Start with 24 hours. Adjust based on your member booking patterns.
Cancellation Policies
CapFlow uses a three-window cancellation system. Each booking falls into one of three windows based on how far in advance the customer cancels:
Booking date ←——— Free window ———|——— Fee window ———|——— Blocked ———→ Session startPublic Cancellation Policy
For non-member (public) bookings:
| Setting | Description | Default |
|---|---|---|
| Free cancellation window | Cancel for free if more than X hours before session | 168 hours (7 days) |
| No-cancellation window | Cannot cancel if less than X hours before session | 48 hours (2 days) |
| Cancellation fee | Fee charged for cancellations in the fee window | 150 DKK per person |
Example with defaults:
- More than 7 days before: Free cancellation
- 2–7 days before: Can cancel, but 150 DKK fee per person
- Less than 2 days before: Cannot cancel
Member Cancellation Policy
For members (Annual Pass, Clip Card, etc.):
| Setting | Description | Default |
|---|---|---|
| Free cancellation window | Cancel for free if more than X hours before session | 24 hours |
| No-cancellation window | Cannot cancel if less than X hours before session | 0 (always allow) |
| Cancellation fee | Fee charged for cancellations in the fee window | 0 DKK (free) |
Example with defaults:
- More than 24 hours before: Free cancellation
- Less than 24 hours before: Can cancel, no fee (since fee = 0)
- Members can always cancel (no-cancellation window = 0)
Note: Members typically get more lenient cancellation policies since they’re loyal customers.
No-Show Fee
| Setting | Description | Default |
|---|---|---|
| No-show fee | Fee added when a member doesn’t show up | 25 DKK per person |
This fee is added to the customer’s fee account when staff marks a booking as no-show. It only applies to members (public customers have already paid).
How Fees Work
Cancellation and no-show fees are added to the customer’s fee account — they’re not charged automatically. You collect fees separately (e.g., next time the customer visits, or via invoice).
View fee balances at: Customers > Fee Balances
Email Notifications
CapFlow sends transactional emails automatically for key booking events.
Configuration
| Setting | Description | Default |
|---|---|---|
| Sender Name | The “from” name on emails | CapFlow Bookings |
| Reply-To Email | Where customer replies go | Not set |
Automatic Emails
These emails are sent automatically — no configuration needed:
| When it’s sent | |
|---|---|
| Booking Confirmation | When a booking is confirmed |
| Cancellation Confirmation | When a booking is cancelled |
| Reminder | 24 hours before the session (when enabled) |
Emails include:
- Booking details (date, time, party size)
- Check-in token/QR code
- Link to manage the booking
- Cancellation policy information
Tips
- Start with defaults: The default settings work well for most venues. Adjust as you learn your customers’ behaviour.
- Public vs. member policies: Keep member policies more lenient to reward loyalty
- Fee collection: Decide upfront how you’ll collect fees (at check-in, via invoice, etc.) and communicate this to customers
- Email reply-to: Set this to an email your staff monitors so you receive customer replies
- Test changes: After adjusting policies, make a test booking to verify the cancellation rules work as expected
What’s Next?
- Membership Setup — Detailed guide for linking membership products
- Capacity Pools — Understanding member vs. public capacity
- FAQ & Troubleshooting — Common questions about settings