# Schedule rules

> Recurring times, capacity, minimum number of participants and when booking closes.



Schedule rules control when your experiences run and how they can be booked: how many people fit, whether the tour needs a minimum number of guests and how close to the start customers can book. You set default values for the whole company and make exceptions per experience where needed.

## Single times and series

A time can be a single departure with a start and an end. If the experience runs regularly, you create a series instead. Choose a **Recurrence** when you add a time — in the calendar with **New time slot**, or under **Dates** in the experience with **Add date**.

| Recurrence                  | What you get                 |
| --------------------------- | ---------------------------- |
| **Daily**                   | Every day.                   |
| **Every other day**         | Every second day.            |
| **Weekly**                  | The same weekday every week. |
| **Every weekday (Mon–Fri)** | Monday to Friday.            |
| **Every weekend (Sat–Sun)** | Saturday and Sunday.         |
| **Custom…**                 | Your own rule, see below.    |

Also set **Until** — the last date in the series.

### Your own rule

With **Custom…** you build exactly the schedule you need:

* **Repeat every** — a number of days or weeks, for example every third day.
* **Days of the week** — which days of the week the tour runs.
* **Week number (ISO)** — **All weeks**, **Even weeks (w2, w4, …)** or **Odd weeks (w1, w3, …)**.
* **Day of the month** — all dates, or only even or odd ones.

<Screenshot id="upprepningsregel-anpassad" alt="The Recurrence rule dialogue with Custom selected and fields for days of the week and week number" />

<Callout type="info">
  A series can contain up to 366 time slots. If a time already exists it's skipped, so you won't get any duplicates. Afterwards you can see how many time slots were added.
</Callout>

## Capacity

Each time slot has a **Capacity** — how many places there are. If you leave the field empty, it becomes **Unlimited**. You can change the capacity of a single time slot with **Edit**, but never to fewer places than have already been booked.

## Minimum number of participants

Does the tour need a minimum number of guests to go ahead? You set the default value with **Minimum number of participants** under <Path>Settings → Booking rules</Path>. It's switched off until you enter a number. You can make exceptions per experience (see below) and per time slot with &#x2A;*Minimum participants (optional)** — if you leave it empty, the value is inherited from the experience.

Under **When the minimum isn't reached** you choose what should happen if not enough people book:

* **Show only in admin (calendar)** — only you can see that the tour is uncertain.
* **Show guests that the tour is unconfirmed** — guests can see that the tour isn't confirmed yet.
* **Cancel and refund when booking closes** — when booking closes, the tour is cancelled automatically and the guests get their money back.

## Booking cut-off

With **Booking cut-off** you decide how many hours before the start booking stops — the field is called &#x2A;*Close booking (hours before start)**. If the tour starts at 12:00 and you enter 2 hours, it can't be booked after 10:00. You set the default value under <Path>Settings → Booking rules</Path>.

## Exceptions per experience

Does one experience need different rules from the rest? Open the experience and go to <Path>Settings → Booking rules</Path> at the bottom of the page. There you'll find **Custom booking cut-off**, **Custom minimum** and **Custom action when the minimum isn't reached**. Anything you don't change follows the company default. Click **Save** in the experience when you're done.

## Close sales on a tour

Want to stop bookings on a single tour without removing it? Click the tour in the calendar and choose **Close sales**. This only stops bookings in the shop — existing bookings and guests you add yourself aren't affected. Use **Open sales** to open it again.

## Change a time that has bookings

If you move a time slot that already has bookings, the guests get an email about the new time. If you don't want to send anything, switch off **Email booked guests** before you save. See [The calendar](/bookings/calendar).

## Language and guide

Each time slot can have a **Language**, so that customers can see which language the tour is held in. With the **Staff** app you can also link a guide to each time slot. Read more in [Staff](/apps/staff).