Help CenterSetup & Configuration

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

Timezone

Set the timezone for your shop. All dates and times throughout the app — calendar, bookings, emails, and the booking widget — use this timezone.

Setting Description Default
Shop Timezone Timezone for all date/time display and calculations Europe/Copenhagen

Pick your venue’s local timezone from the dropdown. This ensures customers see correct availability and receive emails with the right times.

Membership Types

Define the membership types available for your shop. Each type maps to a Shopify customer tag and controls capacity pool access and weekday restrictions. See Membership Setup for a detailed walkthrough.

Field Description
Key Internal identifier (e.g., ANNUAL_PASS_FULL)
Display Label Shown in dropdowns and the Customers page
Shopify Tag Tag synced to the customer in Shopify
Grants Pool Access Whether this type can book from the member capacity pool
Weekday Only Restrict member pool access to Mon–Fri

You can add, edit, and remove types as needed. If no types are configured, CapFlow uses sensible defaults.

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
Annual Pass Variant Mapping Maps each variant to a pass type (Full or Weekday) Not set
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 start

Public 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

Email Content Customisation

You can customise the content of confirmation and reminder emails:

Setting Description Default
Email Header Main heading shown at the top of the email Booking Confirmed
Information Header Header for the instructions section Arrival Instructions
Information Body Body text for the instructions section Standard arrival instructions

Use these to tailor emails with your venue’s specific arrival instructions, parking information, or other details customers need before their visit.

Automatic Emails

These emails are sent automatically — no configuration needed:

Email 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 booking code
  • Link to manage the booking
  • Cancellation policy information
  • Your custom header and arrival instructions

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?