Creating a maximum number of entries to limit over booking/entry that applies to Athletes ONLY

On some systems, entries on booking forms, or schedule forms need to be kept to a specific maximum number within a set period. There is now a new Form properties and it will ONLY appear for Schedules or Appointments called "Limit Entries" .

It enables you to set a maximum number of entries for a given period.

The maximum will only apply to saved/booked/scheduled entries (e.g. draft data will NOT be counted)

The maximum will only apply to athletes (e.g. not a coach or a user who has access to enter/read data for multiple athletes/users) entering in data for the given period.

The period can be set for:

  • Week (Monday to Sunday)
  • Work week (Monday to Friday)
  • Weekend (Sat and Sun).

A new form Property has been added that can limit the number of entries made in a specific period, called "Limit Entries"

By default this will be set to No, and entries can be entered as required. When it is set to Yes, you can specify a limit for the number of entries on a weekly basis (note that day, month, year etc will NOT be supported).

Once Limit entries is selected,  the Limit Period and Limit Amount fields appear. For the Limit Period, it can be set based on either Week, Work week or Weekend.  Think VERY carefully about what limit you need.

Once Limit entries is selected,  the Limit Period and Limit Amount fields appear. For the Limit Period, it can be set based on either Week, Work week or Weekend.  Think VERY carefully about what limit you need.

It is crucial that this is set correctly. The specific limit you set will be used to define where the maximum number limit is set for:

  • Week (Monday to Sunday) means that for each 7 day period, the limit will be applied and it will be reset the following Monday.
  • Work week (Monday to Friday) means that for each 5 day period during the work week (Monday to Friday), the limit will be applied, but the user can enter in unlimited entries on the weekend.
  • Weekend (Saturday and Sunday) means that the limit will ONLY apply across the weekend (Saturday and Sunday) and the user can enter in unlimited entries during the work week.

Note that this works retrospectively, so if a maximum is entered in one period, and a user goes to a previous limit period which already has the a maximum limit, they will not be able to enter in additional entries.

Note, ONLY one limit type can be set. You cannot set a max for the work week and for the weekend.

Set the Limit Amount that will be used as a Maximum number of entries for the specific Limit Period

Set the Limit Amount that will be used as a Maximum number of entries for the specific Limit Period

Set the Limit which is used as the maximum. For example, if 3 is set, a user will only be able to enter in 3 entries for the given period.

Based on the previous example, the following steps show that an athlete can only enter in a Maximum of 3 entries for Mon-Friday

Two appointments had been entered by the athlete for the Work Week (Mon-Friday)

The athlete enters in a third appointment in the same work week

The athlete enters in a third appointment in the same work week

Once saved and the maximum limit is reached, any previously available times turn orange and no additional appointments times can be selected for that Work week

N.B., the athlete can enter in a new record in the weekend as the limit does not apply to this period ("Work week" was specified as the limit period, but if "Week" was specified then no appointments could be made in the weekend period once the limit was reached)).

If an appointment or scheduled entry entered by the athlete is rescheduled or cancelled, this entry is removed from the limit count and an additional entry can be made by the athlete

Opened and cancelled by the athlete (N.B. if a coach cancels it, the same count changes are applied).

Opened and cancelled by the athlete (N.B. if a coach cancels it, the same count changes are applied).

The entry appears as cancelled on the Calendar

The entry appears as cancelled on the Calendar

As there only two appointments for the work week, another appointment can now be made by the athlete via the booking calendar

A new entry can be made

A new entry can be made

With the new entry the block then reappears as the max number (3) is reached again.

A Coach can enter as many entries as they require for an athlete, and the coach entries do not count towards the athlete limit

N.B. The Limit entries functionality can also be used in conjunction with the forward and backward entry limit which restricts scrolling

N.B. The Limit entries functionality can also be used in conjunction with the forward and backward entry limit which restricts scrolling

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