Advanced Features

This guide covers advanced configuration features including multi-tenant setup, capacity pools, waiver management, notification configuration, and tax setup.

Overview

Advanced features provide enterprise-level capabilities:

• Multi-Tenant Management: Managing multiple tenant organizations
• Capacity Pools: Shared capacity across resources
• Waiver Management: Digital waivers and compliance
• Notification Configuration: Email and SMS setup
• Tax Configuration: Tax rules and calculation
• Sandbox Mode: Test environment without real transactions
• Auto-Reschedule Engine: Automatic conflict resolution

Multi-Tenant Management

Understanding Multi-Tenancy

The system is designed as a multi-tenant SaaS platform where:

• Each tenant has complete data isolation
• Tenants cannot access each other's data
• Each tenant operates independently
• Shared infrastructure, separate data

Tenant Structure

Tenant Hierarchy:

Tenant
├── Sites (multiple physical locations)
│   ├── Products
│   ├── Resources
│   └── Schedules
└── Configuration
    ├── Policies
    ├── Pricing
    └── Settings

Creating Tenants

Tenant Information:

• Tenant ID: Unique identifier
• Tenant Name: Organization name
• Default Locale: Language preference
• Default Currency: Base currency
• Status: Active or inactive

Tenant Configuration:

• Default timezone
• Business settings
• Policy defaults
• Notification preferences

Multi-Site Management

Managing Multiple Sites:

• Each tenant can have multiple sites
• Sites operate independently
• Shared configuration possible
• Site-specific overrides available

Site Configuration:

• Site name and address
• Timezone per site
• Site-specific policies
• Independent schedules
• Site-specific resources

Common Multi-Site Scenarios:

• Multiple venue locations
• Different timezones
• Regional pricing differences
• Independent operations

Per-Site Payment Credentials

By default every site under a tenant charges through the tenant's payment gateway credentials. When a site needs to settle into its own Stripe account or its own Paytrail merchant (for example, franchised or separately-owned venues under one tenant), you can give that site its own credentials in the Site Payment Settings card.

What you can configure per site:

• Stripe — publishable key, secret key, and webhook secret
• Paytrail — merchant ID and secret key
• An Enable custom payments toggle that must be on for the site credentials to take effect

How resolution works:

Credentials are resolved for each booking in a fixed precedence — site → tenant → environment:

1. If the booking's site has Enable custom payments on and a key for the provider, that site key is used.
2. Otherwise it falls through to the tenant's credentials.
3. Paytrail may then fall through to the platform environment credentials; Stripe never falls back to the platform key — an unconfigured site/tenant simply reports "not configured" rather than charging into the platform account.

This same precedence applies to charges, refunds, group / mixed-tender payments, and the site-aware Paytrail stale-payment poller, so a payment and its later refund always settle against the same account.

Security:

• Secret keys and webhook secrets are encrypted at rest (same encryption path as tenant credentials) and are never returned in plaintext when the settings are read back — the form shows them masked.
• A site with no settings row, or with Enable custom payments off, contributes no site-level credentials and behaves exactly as before (tenant credentials are used). Existing single-account tenants need no changes.

Tenant Isolation

Data Isolation:

• Row-level security (RLS) enforced
• Database-level tenant filtering
• API-level tenant validation
• Complete data separation

Isolation Guarantees:

• Cannot access other tenant data
• API requests require tenant context
• Database queries filtered automatically
• Cross-tenant operations prevented

Capacity Pools

Capacity pools allow multiple resources to share a common capacity limit.

Understanding Capacity Pools

What are Capacity Pools?

• Shared capacity across resources
• Common limit for multiple resources
• Used when resources share availability
• Flexible capacity management

Use Cases:

• General admission slots
• Shared equipment pools
• Flexible room assignments
• Overflow capacity management

Creating Capacity Pools

Required Information:

• Pool Name: Descriptive name
• Pool Type: Shared, dedicated, overflow, priority, waitlist
• Total Capacity: Maximum capacity limit
• Site (optional): Site-specific pool

Pool Configuration:

• Overbooking allowed
• Overbooking percentage
• Waitlist enabled
• Auto-release timing
• Allocation strategy

Pool Types

Shared Pool

• Multiple resources share capacity
• First-come-first-served
• Common availability
• Example: General admission

Dedicated Pool

• Reserved capacity
• Specific resources only
• Guaranteed availability
• Example: VIP areas

Overflow Pool

• Additional capacity when primary full
• Used for peak times
• Flexible allocation
• Example: Extra equipment

Priority Pool

• Priority-based allocation
• Weighted access
• Different access levels
• Example: Members vs. general

Waitlist Pool

• Capacity beyond normal limit
• Waitlist management
• Auto-allocation when available
• Example: High-demand products

Pool Configuration Options

Allocation Strategies:

• First-Come-First-Served: Standard booking order
• Priority-Based: Weighted by priority
• Round-Robin: Distribute evenly
• Weighted: Custom weighting rules

Overbooking Settings:

• Allow overbooking (yes/no)
• Overbooking percentage
• Maximum overbooking limit
• Overbooking handling

Waitlist Settings:

• Enable waitlist
• Waitlist size limit
• Auto-notification
• Priority handling

Linking Resources to Pools

Assigning Resources:

1. Create capacity pool
2. Edit resource
3. Select capacity pool
4. Resource uses pool capacity

Pool Capacity:

• Resources draw from pool
• Pool capacity shared
• Total bookings limited by pool
• Individual resources can have own limits

Pool Monitoring

Pool Metrics:

• Current utilization
• Available capacity
• Reserved capacity
• Allocation history

Pool Reports:

• Utilization trends
• Peak usage periods
• Overbooking statistics
• Waitlist metrics

Waiver Management

Waivers are legal documents customers must accept for certain activities.

Understanding Waivers

What are Waivers?

• Legal consent forms
• Risk acknowledgment
• Activity-specific requirements
• Compliance documentation

When Required:

• High-risk activities
• Legal requirements
• Age restrictions
• Special conditions

Creating Waiver Templates

Step 1: Basic Information

• Template Name: Identifier
• Version: Version number (for updates)
• Content: Waiver text (HTML/markdown)
• Locale: Language version

Step 2: Configuration

• Requires Signature: Digital signature required
• Applicable For: All, specific products, specific sites
• Scope IDs: Which products/sites require this

Step 3: Content

• Legal text
• Terms and conditions
• Risk acknowledgment
• Signature section

Multi-Language Support:

• Create templates per language
• Same template, different locales
• Automatic selection by customer locale

Waiver Versions

Version Management:

• Templates have versions
• Track version history
• Old signatures preserved
• New bookings use latest version

Versioning Rules:

• Increment version for changes
• Old versions remain accessible
• Signatures linked to version
• Compliance maintained

Waiver Signing

Digital Signatures:

• Customer signs electronically
• Signature captured and stored
• Timestamp recorded
• Legal validity maintained

Signature Process:

1. Customer views waiver
2. Reads terms
3. Provides signature
4. Signature stored
5. Linked to booking

Signature Storage:

• Secure storage
• Immutable records
• Audit trail
• Compliance ready

Waiver Compliance

Compliance Features:

• Required waivers enforced
• Signature validation
• Age verification
• Guardian signatures for minors

Audit Trail:

• All signatures logged
• Timestamp records
• IP address tracking
• User agent information

Managing Waivers

Template Management:

• Create new templates
• Update existing templates
• Deactivate old templates
• Version control

Waiver Analytics:

• Signing rates
• Version usage
• Compliance statistics
• Missing signatures

Notification Configuration

Notifications keep customers informed about their bookings.

Notification Types

Booking Notifications:

• Confirmation emails
• Reminder notifications
• Cancellation notices
• Reschedule confirmations

Operational Notifications:

• Hold expiration warnings
• Payment confirmations
• Refund notifications
• No-show alerts

Notification Channels

Email Notifications:

• Primary communication channel
• HTML email templates
• Branded templates
• Multi-language support

SMS Notifications:

• Text message alerts
• Short, concise messages
• Important updates only
• Opt-in required

Push Notifications:

• Mobile app notifications
• Real-time alerts
• Requires mobile app
• User preferences

Configuring Notifications

Notification Settings:

• Enable/disable per type
• Delivery preferences
• Timing settings
• Language selection

Template Configuration:

• Customize email templates
• Brand colors and logos
• Message content
• Personalization variables

Notification Preferences:

• Default language
• Business contact information
• Support email/phone
• Booking website URL

Notification Templates

Template Variables:

• Customer name
• Booking details
• Dates and times
• Pricing information
• Cancellation policies

Customization:

• HTML templates
• Brand styling
• Logo and images
• Footer information

Notification Scheduling

Automatic Notifications:

• Sent at key events
• Configurable timing
• Follow-up sequences
• Reminder schedules

Reminder Settings:

• Days before booking
• Hours before booking
• Multiple reminders
• Custom timing

Follow-Up Notifications:

• After booking completion
• Feedback requests
• Rebooking suggestions
• Loyalty information

Notification Providers

Email Provider (Brevo):

• Transactional emails
• Template management
• Delivery tracking
• Analytics

SMS Provider (Twilio):

• Text messaging
• Delivery confirmations
• International support
• Usage tracking

Tax Configuration

Tax configuration defines how taxes are calculated and applied to bookings.

Understanding Tax Configuration

Tax Modes:

• INCLUSIVE: Tax included in price (VAT-style)
• EXCLUSIVE: Tax added to price (Sales Tax style)

Tax Hierarchy:

• Tenant-level defaults
• Site-level overrides
• Product-level overrides (future)

Creating Tax Configuration

Step 1: Basic Information

• Tax Name: Display name (e.g., "VAT", "Sales Tax")
• Tax Rate: Percentage (e.g., 0.20 for 20%)
• Tax Mode: Inclusive or Exclusive
• Jurisdiction: Country/state/city code

Step 2: Scope

• Tenant-Wide: Applies to all sites
• Site-Specific: Override for specific site

Step 3: Applicability

• Base Price: Tax base booking price
• Add-ons: Tax add-on items
• Shipping: Tax shipping costs (if applicable)

Step 4: Validity Period

• Effective From: Start date
• Effective To: End date (optional)

Tax Modes Explained

INCLUSIVE Mode (VAT-style)

• Tax included in displayed price
• Common in Europe
• Example: €100 includes €20 VAT (20%)

Calculation:

Display Price: €100 (includes tax)
Tax Rate: 20%
Tax Amount: €16.67 (20% of €83.33)
Net Price: €83.33

EXCLUSIVE Mode (Sales Tax style)

• Tax added to base price
• Common in US
• Example: €100 + €8 tax = €108

Calculation:

Base Price: €100
Tax Rate: 8%
Tax Amount: €8
Total Price: €108

Jurisdiction Support

Jurisdiction Types:

• Country: Country-level tax (e.g., "GB", "US")
• State/Province: Regional tax (e.g., "US-CA", "CA-ON")
• City: Local tax (e.g., "US-CA-LA")
• Custom: Custom jurisdiction codes

Jurisdiction Hierarchy:

• Most specific applies
• Site location determines jurisdiction
• Customer location considered (future)

Tax Calculation

What Gets Taxed:

• Base booking price
• Add-ons (configurable)
• Shipping (if applicable)
• Service fees (if applicable)

Tax Exemptions:

• Certain products
• Specific customer types
• Jurisdiction exemptions
• Special circumstances

Tax Reporting

Tax Reports:

• Tax collected by period
• Breakdown by jurisdiction
• Tax-exempt transactions
• Compliance reports

Tax Compliance:

• Accurate tax calculation
• Jurisdiction tracking
• Audit trail
• Export for accounting

Advanced Configuration Workflows

Setting Up Multi-Tenant Environment

Initial Setup:

1. Create tenant organization
2. Configure default settings
3. Set up first site
4. Configure policies
5. Set up pricing
6. Test booking flow

Adding Sites:

1. Create new site
2. Configure site settings
3. Set timezone
4. Link products
5. Configure resources
6. Set up schedules

Configuring Capacity Pools

Pool Setup:

1. Create capacity pool
2. Set total capacity
3. Configure allocation strategy
4. Link resources to pool
5. Test capacity allocation
6. Monitor utilization

Implementing Waivers

Waiver Setup:

1. Create waiver template
2. Add content (legal text)
3. Configure applicability
4. Test waiver display
5. Verify signature capture
6. Review compliance

Notification Setup

Email Configuration:

1. Configure Brevo/SendGrid
2. Set up email templates
3. Customize branding
4. Test email delivery
5. Configure preferences

SMS Configuration:

1. Configure Twilio
2. Set up SMS templates
3. Configure opt-in
4. Test SMS delivery
5. Monitor usage

Tax Setup

Tax Configuration:

1. Determine tax mode (inclusive/exclusive)
2. Identify jurisdictions
3. Set tax rates
4. Configure applicability
5. Test tax calculation
6. Verify reporting

Best Practices

Multi-Tenant Management

1. Clear Naming: Use descriptive tenant names
2. Consistent Structure: Standardize site setup
3. Policy Templates: Create reusable policy templates
4. Regular Audits: Verify tenant isolation

Capacity Pool Management

1. Monitor Utilization: Track pool usage regularly
2. Optimize Allocation: Adjust strategies based on usage
3. Plan Capacity: Forecast demand
4. Document Rules: Document allocation logic

Waiver Management

1. Legal Review: Have waivers reviewed by legal
2. Version Control: Track all version changes
3. Clear Language: Write clearly for customers
4. Compliance: Ensure regulatory compliance

Notification Management

1. Test Templates: Test all notification types
2. Monitor Delivery: Track delivery rates
3. Personalize: Use customer information
4. Respect Preferences: Honor opt-outs

Tax Management

1. Accurate Rates: Keep tax rates current
2. Jurisdiction Updates: Update for law changes
3. Regular Audits: Verify tax calculations
4. Compliance: Maintain compliance records

Troubleshooting

Multi-Tenant Issues

Data Leakage:

• Verify RLS policies
• Check tenant context
• Review API guards
• Test isolation

Configuration Issues:

• Verify tenant settings
• Check site configuration
• Review policy inheritance
• Test tenant switching

Capacity Pool Issues

Capacity Not Allocating:

• Verify pool configuration
• Check resource links
• Review allocation strategy
• Test booking flow

Overbooking Issues:

• Verify overbooking settings
• Check pool limits
• Review allocation rules
• Monitor utilization

Waiver Issues

Waivers Not Showing:

• Check template active status
• Verify applicability rules
• Review product configuration
• Test waiver retrieval

Signature Issues:

• Verify signature capture
• Check storage permissions
• Review signature format
• Test signing process

Notification Issues

Emails Not Sending:

• Verify provider configuration
• Check template syntax
• Review delivery logs
• Test email delivery

SMS Not Sending:

• Verify Twilio configuration
• Check opt-in status
• Review message format
• Test SMS delivery

Tax Issues

Tax Not Calculating:

• Verify tax configuration active
• Check jurisdiction matching
• Review tax mode setting
• Test tax calculation

Wrong Tax Amount:

• Verify tax rate
• Check tax mode
• Review applicability rules
• Test with sample booking

Sandbox Mode

Sandbox mode allows testing booking flows without affecting production data or sending real notifications/payments.

Understanding Sandbox Mode

What is Sandbox Mode?

• Test environment for the tenant
• No real notifications sent
• No real payments processed
• Clear visual indicators in responses
• Complete audit logging

Use Cases:

• Testing new product configurations
• Training new staff
• Demonstrating system to stakeholders
• Integration testing

Enabling Sandbox Mode

Toggle Sandbox Mode:

• Admin with elevated permissions required
• Toggle via admin panel or API
• Takes effect immediately
• All subsequent operations in sandbox

API Endpoint:

POST /api/v1/admin/tenants/sandbox/toggle
Authorization: Bearer <admin-token>

{
  "enabled": true,
  "reason": "Testing new pricing configuration"
}

Sandbox Behavior

Notifications:

• Emails are logged but not sent
• SMS messages are logged but not sent
• Push notifications are simulated
• All notification attempts recorded

Payments:

• Stripe test mode automatically used
• No real charges to cards
• Payment flows work normally
• Refunds simulated

Bookings:

• Bookings created normally
• Visible in admin panel
• Marked as sandbox bookings
• Can be cleaned up easily

Sandbox Indicators

API Responses:

All responses include sandbox indicator when active:

{
  "success": true,
  "data": { ... },
  "sandbox": true,
  "sandboxMessage": "This operation was performed in sandbox mode"
}

Admin Panel:

• Clear banner indicating sandbox mode
• Visual indicators on bookings
• Sandbox badge on relevant screens

Sandbox Best Practices

1. Document Testing: Log what you tested
2. Clean Up: Remove test data after testing
3. Limited Access: Restrict sandbox toggle permissions
4. Regular Disable: Don't leave sandbox enabled long-term

Cancellation & Reschedule Policies

Each site has configurable cancellation and reschedule policies stored as JSON. These are set at the site level — different brands can have different policies.

Cancellation Policy

The cancellation policy supports sliding-scale fee tiers based on how far in advance the cancellation is made:

Time Before Event	Fee	Customer Receives
More than 7 days	0% (free)	Full refund
3–7 days	50%	Half refund
Less than 3 days	100%	No refund

Policy fields:

Field	Description
fee_calculation	SLIDING_SCALE or NO_FEE
sliding_scale_rules	Array of {threshold_value, threshold_unit, fee_percentage}
auto_refund_enabled	Automatically process refunds
refund_processing_days	Business days for refund processing (default: 5)

Reschedule Policy

Field	Description
allowed	Whether rescheduling is permitted
minimum_notice_value	Minimum notice required (e.g., 2)
minimum_notice_unit	HOURS or DAYS
capacity_check_required	Verify capacity at new time
max_reschedules_per_booking	Maximum reschedules allowed (default: 3)

Policies are configured per site and applied automatically during booking cancellation and reschedule flows.

Auto-Reschedule Engine

The auto-reschedule engine automatically handles booking conflicts when resources become unavailable.

Understanding Auto-Reschedule

What is Auto-Reschedule?

• Automatic conflict detection
• Alternative slot suggestions
• Admin approval workflow
• Customer notification
• Complete audit trail

When Triggered:

• Resource enters maintenance
• Schedule changes affect bookings
• Capacity reductions
• Resource deactivation

Reschedule Strategies

SAME_DAY Strategy:

• Finds alternative on same date
• Minimal disruption to customers
• Preferred when available
• Default strategy

NEARBY Strategy:

• Looks within configurable window
• Usually ±3 days from original
• Good for flexible activities
• Respects customer preferences

FLEXIBLE Strategy:

• Broader search window
• Considers capacity optimization
• May suggest different times
• Best for high-demand periods

CUSTOMER_CHOICE Strategy:

• Presents multiple options
• Customer selects preferred time
• Higher engagement required
• Best for VIP bookings

Configuration

Tenant-Level Settings:

{
  "autoRescheduleEnabled": true,
  "defaultStrategy": "SAME_DAY",
  "searchWindowDays": 7,
  "requireAdminApproval": true,
  "notifyCustomerAutomatically": true
}

Site-Level Overrides:

• Override strategy per site
• Different windows per location
• Custom approval workflows

Reschedule Workflow

Step 1: Conflict Detection

1. Resource marked unavailable
2. System identifies affected bookings
3. Suggestions generated automatically

Step 2: Admin Review (if enabled)

1. Admin sees pending suggestions
2. Reviews each affected booking
3. Approves, modifies, or rejects

Step 3: Customer Notification

1. Customer notified of change
2. New booking details provided
3. Option to decline (if configured)

Step 4: Execution

1. Booking moved to new slot
2. Capacity updated
3. Audit trail created

Managing Suggestions

Viewing Suggestions:

GET /api/v1/admin/reschedule/suggestions
Authorization: Bearer <admin-token>

Approving Suggestions:

POST /api/v1/admin/reschedule/suggestions/{id}/approve
Authorization: Bearer <admin-token>

Bulk Operations:

• Approve multiple suggestions
• Reject with reason
• Generate alternative suggestions

Customer Self-Service

Customer Endpoints:

• View pending reschedule
• Accept proposed time
• Decline and request alternatives
• Contact support

Customer Portal:

• Clear notification of reschedule
• Easy acceptance flow
• Alternative time selection
• Cancellation option

Auto-Reschedule Best Practices

1. Set Reasonable Windows: Don't search too far ahead
2. Use Approval: Review before executing
3. Clear Communication: Notify customers promptly
4. Track Success: Monitor acceptance rates
5. Handle Declines: Have fallback procedures

Next Steps

• Review Operations for daily management
• Learn about Pricing Configuration for pricing rules
• Explore Catalog Management for product setup
• Check Reports for advanced analytics