Quotas
Quotas limit an individual, or a group of individuals, to a certain booking count or time-usage threshold that's highly customizable via various filters.
Learn more about special workarounds and more in the FAQs section!
What is a quota and how does it work?
By default, users will be able to create an unlimited number of bookings across all spaces; create Quotas to limit this. You have the option to limit the total amount of time users book, or the number of individual bookings.
Quotas can additionally be defined based on:
Individual or group basis
User tag
Time usage or booking count
Space
Timeframe/period (calendar day, week, or month)
Time of the day/week
The limit of how many Quota rules you can create depends on the subscription plan you are on. You can confirm the number of Quota rules included with your plan here for Workplace and here for AllBooked.
Quotas take a conservative/strict interpretation – meaning, if you have 2 different quota rules that apply to the same user (with two user tags that are assigned to two different quotas), Skedda will go with the stricter (smallest) quota rule. They will not be added together to have a cumulative time.
Multi-space bookings are accounted for. If someone makes a booking with 3 spaces for 1 hour, this will count 3 hours towards their time-usage quota or 3 bookings towards their booking-count quota.
System Users can break the quota rules when creating/editing bookings. You can test out your quota rules with the instructions here. Change the test-login user tags accordingly to test out quotas across your user tags.
Time-Usage Maximum
Time-usage maximum quotas make sure that all of the time booked within the quota timeframe and considered days/times is within a defined limit.
In the second line of a quota rule choose the time-usage maximum.
Examples:
Limit all individuals to a per-user maximum of 4 hours per day across all spaces.
Limit individuals with the user tag Monthly Member or Yearly Member to a per-user maximum of 10 hours per week across the gym spaces.
Limit the group of users with the tag Coach to a total group maximum of 50 hours per calendar month across the badminton courts.
Booking-Count Maximum
Booking-count maximum quotas ensure that the number of total bookings made within the quota timeframe and considered days/times is restricted.
In the second line of a quota rule select 'booking-count maximum'.
Choosing the 'at any given moment' timeframe will restrict users to a certain number of bookings at one time. This is perfect if you don't want your users to book multiple spaces at once.
Examples:
Limit all individuals to 1 booking per day in the gym spaces
Limit the group of Coaches to 2 bookings at any given moment in the courts
Consider only specific times/days
Choose to count bookings towards a quota only if they are within a certain time window on specific days. This works well if you just want to enforce a quota for certain days or during peak hours.
In the 4th section of a quota rule choose 'only the specific times' option from the drop-down menu.
If a booking spans inside and outside of this time, the part of the booking that is inside of quota hours will count towards the quota, and anything outside won’t count. For example, if the quota is a maximum of 3 hours between 12 pm - 4 pm, then a booking from 11 am - 3 pm is ok! Only the 3 hours between 12 pm - 3 pm are considered.
Examples:
Limit individuals with the user tag Monthly Member or Yearly Member to a per-user maximum of 10 hours per week across the gym spaces during peak hours (M-F 7 am - 8 pm).
Limit the group of Coaches to 1 booking at any given moment in the courts on weekends.
Alternatively, my spaces are very busy before and after the traditional work day. I would limit individuals to 1 hour per day M-F between 6 am - 9 am and in another rule limit individuals to 1 hour per day M-F between 3 pm - 7 pm.
How users will see their quota
Once quota rules have been configured, non-admin users will see an informative error message if they attempt to make a booking that goes over an applicable quota rule.
Non-admin users can see their usage for a selected date range under 'My bookings' in the 'List view':
Allowances
Note: This feature is available on the Advanced plan for Membership tags it is not available for custom tags.
Allowance Rules are designed to grant membership users recurring free booking time or booking counts, rather than restricting bookings like quotas. This allows you to offer memberships with included usage such as “10 free hours per month” or “5 free bookings per week”. Once a user’s allowance has been used, they can continue booking at the venue’s standard pricing.
How allowances differ from quotas
Feature | Quotas | Allowances |
Purpose | Restrict usage | Grant free usage |
When limit is reached | Booking is blocked | Booking continues according to pricing rules |
Behaviour | Hard limit | Soft limit with overage |
Use case | Control access | Membership benefits |
Tags | Custom & Membership | Membership |
Plans | Core, Business & Advanced | Advanced |
Additional reset options
When creating an allowance rule, you have access to additional reset options:
Weekly or monthly from eligibility date (rolling reset)
The allowance resets based on when a user becomes eligible (e.g. when a membership tag is assigned)
Meaning each user has their own reset cycle
Example:
If a user is assigned a tag on 10 October with a monthly allowance, it will reset on:
10 November
10 December
Important note:
For membership tags assigned before 6th February 2026, the exact assignment date is not available. As a result, these users are treated as having an eligibility date of 1st February 2026, and their allowance resets are calculated from that date.
When are allowances applied?
Allowances are applied automatically during booking.
If the user has remaining allowance → that portion of the booking is free
If the allowance is exceeded → the remaining time is charged at normal pricing
There is no need for users or admins to manually track or apply credits as this is automatically calculated.
Multi-space bookings
For multi spaces bookings allowances follow the similar logic to quotas so a booking across multiple spaces counts per space
Example: 2 spaces booked for 1 hour =
2 hours of allowance used OR
2 booking-count credits used
How users experience allowances
Users will not see a hard stop when they reach their allowance.
Instead, they will:
Continue booking as normal
Be charged only for usage beyond their free allowance
This creates a smoother booking experience compared to quotas.
FAQs
I have reached the limit and still need to create more quota rules. What do I do?
I have reached the limit and still need to create more quota rules. What do I do?
If you need more quota rules, there may be workarounds to solve this! For example, you manage an office building with a shared conference room that 30 different teams can use. Each team can have up to 5, 10, or 20 hours of bookings per week in this space. It would not be possible to set up individual tagged users and have 30 different group quotas.
All users with the Marketing tag get 5 hours total to use amongst the team, Operations 10 hours, Accounts 5 hours, Finance 20 hours. Instead give each team one user account (marketingbooking@email.com, operationsbooking@email.com, etc.) and use an individual quota. Individuals with the tag Marketing and Accounts get 5 hours, Operations 10 hours, and Finance 20 hours.
This decreases the total number of quotas from 30 (number of teams) to 3 (number of unique time limits).
Restrict booking this space to the company-wide accounts with a user tag and booking condition. For all other spaces, regular user accounts can be used.
If a user has 2 tags with 2 different quotas, what happens?
If a user has 2 tags with 2 different quotas, what happens?
Skedda will enforce the more strict/smaller quota.
Can I limit the number of spaces a user can book at one time?
Can I limit the number of spaces a user can book at one time?
Yes! Choose the booking-count maximum option with a limit of 1 and the timeframe option at any given moment.
How do quota time frames work? Ex. for one week is it from Monday to Monday or is it one week from the booking date?
How do quota time frames work? Ex. for one week is it from Monday to Monday or is it one week from the booking date?
The quota periods (day/week/month) are based on calendar units. If you choose a week, it will start on the day that you've specified as the beginning of your week under Settings > Basics.
I need the quotas to be cumulative for multiple rules, is there a workaround?
I need the quotas to be cumulative for multiple rules, is there a workaround?
You could create a new user tag and quota for this situation (ex. Tag 1 +2) and remove the individual tags (Tag 1, Tag 2) from the user. Just remember to update any other rules you have in place for these tags (ex. space visibility, booking conditions, etc.)
Do unused allowances roll over to the next period?
Do unused allowances roll over to the next period?
No. Allowances do not roll over. Any unused time or booking count is lost when the allowance resets.
Can allowances stack across periods?
Can allowances stack across periods?
No. Allowances are not stackable. Each period resets independently and does not accumulate unused credit from previous periods.
What happens if a user qualifies for multiple allowance rules?
What happens if a user qualifies for multiple allowance rules?
If multiple allowance rules apply to a user, we will still enforce the most limiting rule. Allowances are not combined or added together.
Can I add allownace rules for custom tags?
Can I add allownace rules for custom tags?
Allowance rules are only available for use with Membership tags