The Non-Member Settings tab allows administrators to configure access permissions and restrictions for users who are not members of the organization. This powerful feature enables organizations to open their facilities to the public while maintaining control over usage limits, approval workflows, and required deposits.

Prerequisites

• Active Reserving account with verified email
• Administrator role (Super Admin, Admin, or Manager) in the organization
• App must be in Admin mode
• Organization must have 'Search Visibility' enabled (configured in Details tab)
• Resources must individually enable non-member access for these settings to apply
• For deposits: Payment processing configured (Stripe or cash payments)

Steps

Progress: 0 of 15 steps

1

Navigate to Admin mode in Dashboard

Result:

App switches to Admin mode showing admin badge and controls

Notes:

Tap the mode toggle button in the Dashboard header

2

Access Organization Settings

Result:

Opens the settings page with multiple tabs

Notes:

From Dashboard, tap your organization card, then navigate to Settings

3

Tap the 'Non-Member Settings' tab

Result:

Displays the non-member access configuration interface

Notes:

Fourth tab in the settings navigation bar

4

Toggle 'Show Member Count' to display membership size

Result:

Shows the total number of members in your organization's public profile

Notes:

Useful for demonstrating community size. Can be hidden for privacy

5

Toggle 'Show Resource Count' to display available facilities

Result:

Shows the number of bookable resources in your organization's profile

Notes:

Helps non-members understand the scale of your facilities

6

Toggle 'Show Upcoming Events' in public calendar

Result:

Displays upcoming events in the public-facing calendar view

Notes:

Good for marketing and community engagement

7

Toggle 'Show Contact Info' to display contact details

Result:

Makes phone, email, and address visible to non-members

Notes:

Essential for inquiries but may increase spam

8

Set 'Max Reservations Per Day' for non-members

Result:

Limits how many reservations a non-member can make in a single day

Notes:

Range: 1-10. Prevents abuse while allowing trial access. Default: 1

9

Set 'Max Duration Minutes' for non-member reservations

Result:

Limits the maximum length of a single reservation for non-members

Notes:

Range: 15-480 minutes. Helps manage capacity. Default: 120 (2 hours)

10

Toggle 'Require Approval' for non-member reservations

Result:

Forces admin review before confirming non-member bookings

Notes:

Recommended for security. Auto-approval is faster but riskier

11

Set 'Advance Days' for non-member booking window

Result:

Limits how far in advance non-members can make reservations

Notes:

Range: 1-90 days. Shorter window prioritizes members. Default: 7 days

12

Toggle 'Allow Vouchers' for non-member use

Result:

Permits non-members to use voucher codes when booking

Notes:

Useful for promotions and partnerships

13

Toggle 'Require Deposit' for non-member reservations

Result:

Mandates upfront payment before confirming non-member bookings

Notes:

Reduces no-shows but requires payment processing setup

14

Enter 'Deposit Amount' if deposit is required

Result:

Sets the monetary value required for non-member deposits

Notes:

Minimum: 0.01. Uses organization's default currency

15

Tap 'Save Settings' to apply all changes

Result:

Validates and saves non-member configuration

Notes:

Settings apply immediately to new non-member reservation attempts

Interactive States

Visibility Controls Section

Toggles for controlling what information is publicly visible:

• Show Member Count: OFF by default, shows green when enabled
• Show Resource Count: OFF by default, shows green when enabled
• Show Upcoming Events: OFF by default, shows green when enabled
• Show Contact Info: OFF by default, shows green when enabled

Reservation Limits Section

Numeric inputs with validation:

• Max Reservations Per Day: Number picker (1-10), default: 1
• Max Duration Minutes: Number picker (15-480), default: 120
• Advance Days: Number picker (1-90), default: 7

Access Policies Section

Toggles and conditional inputs:

• Require Approval: ON by default (recommended), shows green when enabled
• Allow Vouchers: OFF by default, shows green when enabled
• Require Deposit: OFF by default, shows green when enabled
• Deposit Amount: Currency input, only visible when Require Deposit is ON

Tips

• Start with strict settings and relax them based on experience
• Enable 'Require Approval' initially to review non-member behavior
• Set Max Reservations Per Day to 1-2 to prevent resource monopolization
• Use a shorter Advance Days window (3-7 days) to prioritize members
• Show Member Count if you want to demonstrate community size
• Hide Contact Info to reduce spam and unsolicited calls
• Require Deposit for high-value resources or to reduce no-shows
• Allow Vouchers for promotional campaigns and partner organizations
• Set Max Duration to match typical usage patterns (60-120 minutes)

Warnings

• Disabling 'Require Approval' allows instant booking - monitor for abuse
• Too restrictive settings may discourage potential new members
• Deposit requirements need payment processing configured to work
• Contact info visibility may increase spam emails and calls
• Settings apply organization-wide - individual resources can be more restrictive but not more permissive
• Changes take effect immediately for new reservation attempts
• Existing pending reservations are not affected by setting changes
• Showing too much information publicly may compromise privacy
• Max Duration limit may frustrate legitimate users if set too low

Troubleshooting

Solution

Check the Details tab and ensure 'Search Visibility' is enabled. Non-member settings only apply if the organization is publicly searchable.

Solution

Verify that individual resources have 'Allow Non-Member Reservations' enabled in their settings. Organization-level settings work with resource-level permissions.

Solution

Ensure 'Require Deposit' toggle is ON first. Deposit amount must be at least 0.01 and use only numbers with up to 2 decimal places (e.g., 10.50).

Solution

Limits apply per user account per day. If users create multiple accounts, they can bypass limits. Consider requiring email verification or deposits to prevent abuse.

Solution

Verify 'Require Approval' is ON and saved. Check that admins have notification permissions enabled. Pending reservations appear in the admin dashboard under 'Pending Approvals'.

Solution

Ensure 'Allow Vouchers' toggle is ON. Check that vouchers are active and not expired. Vouchers must be created through the Vouchers management page.

Solution

Toggle must be ON and contact information must be filled in the Details tab. Empty contact fields won't display even if toggle is enabled.

Solution

Duration limit applies at booking time. Existing reservations are not affected. Non-members will see an error if they try to book longer than the maximum.

Solution

Check for validation errors. Ensure values are within allowed ranges. Verify stable internet connection during save. Try refreshing page and saving again.

Solution

Window applies from current date. If set to 7 days, non-members can only book within the next 7 days. Check that resource availability extends beyond the window.

FAQ

Do these settings apply if organization is not publicly visible? No, non-member settings only apply when 'Search Visibility' is enabled in the Details tab. Private organizations don't allow non-member access.

Can individual resources override these settings? Resources can be more restrictive (e.g., disallow non-members entirely) but cannot be more permissive than organization-level settings.

What happens if non-member exceeds limits? They receive an error message explaining the limit and cannot proceed with the reservation until it complies with restrictions.

Can non-members become members through the app? Only if 'Allow Membership Requests' is enabled in the Details tab. They can then request to join, which admins must approve.

How do deposits work for non-members? If deposits are required, non-members must pay the specified amount upfront. This requires Stripe or cash payment setup. Deposits can be refunded based on cancellation policies.

What's the difference between Max Reservations Per Day and Max Duration? Max Reservations limits how many separate bookings (e.g., 2 different time slots). Max Duration limits how long each individual booking can be (e.g., 2 hours max per booking).

Can non-members see member information? No, non-members only see public organization information. Member lists and detailed profiles are private unless explicitly made public.

How does Require Approval workflow work? Non-member reservations enter a 'Pending' state. Admins receive notifications and must manually approve or reject each request from the admin dashboard.

Can I test non-member access before enabling it? Yes, create a test account that's not a member of your organization. Use it to attempt reservations and verify settings work as expected.

What's a recommended starting configuration? Conservative approach: Require Approval ON, Max Reservations 1, Max Duration 60-120 min, Advance Days 7, Deposit optional based on your needs.

Related Content

• Organization Settings - Details
• Organization Settings - Custom Fields
• Organization Settings - Payments
• Organization Settings - Notifications
• Manage Resources
• Reservations Approval
• Vouchers Management