> For the complete documentation index, see [llms.txt](https://easy-space.gitbook.io/easy-space-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://easy-space.gitbook.io/easy-space-docs/space-settings/member-self-service.md).

# Booking rules and member access

Managers configure each setting in the area it affects. Select the location first when your organization has more than one.

## Cancellation notice

Open **Space Settings → Rooms** for room cancellations, or **Space Settings → Desk Zones** for Flex entries. Under **Booking rules**, choose **Edit**, enter the required notice in hours, and save. These rules apply across the selected location.

A 24-hour rule allows a booking starting tomorrow at 10:00 to be cancelled until today at 10:00. Zero allows cancellation until the booking starts. Full-day entries start at midnight in the space timezone. Late member cancellations are blocked; staff can cancel from the dashboard. Cancellation restores room credits or a Flex entry once. Fixed and recurring desk access is managed by staff.

## Room duration

Open **Space Settings → Rooms → Add Room**, or choose **Edit room** from a room's menu. In **Booking rules**, set the minimum, booking increment and maximum duration together, then save.

Leave the maximum blank for no limit. A maximum must be at least the minimum and a multiple of the increment. For example, use a 30-minute minimum, 15-minute increment and 90-minute maximum.

The maximum applies to each new booking, including staff bookings and free rooms, independently of credit balance. Existing bookings remain unchanged.

## Product audience

Open **Space Settings → Products** and add or edit a product. Under **Access → Who can buy this product?**, choose **All members** or **Selected membership plans**. For selected plans, check at least one plan and save. A new product and its audience are saved together.

All members means no membership plan is required, subject to your portal access rules. Selected plans require a current, paid, uncancelled membership. Exhausted Flex entries do not remove access; future or expired memberships do not qualify.

Access controls discovery and new purchases. **Membership Plans → Included products** sets quantities included with a plan separately. Staff can sell on members' behalf. Previous purchases and already initiated purchases remain available.

## Plan change requests

Open **Members App → App Homepage**. Beside the **Get in Touch** contact settings, edit **Plan change requests** and enter a **Request inbox**. Member Home shows **Request plan change** beside the membership summary. It opens a prefilled message in the member's email app; your team handles the request manually.

Leave the request inbox blank to hide the link. Your public contact email remains separate. **Use contact email** copies it only when you choose that action.

## Team alerts

On Advanced and higher, open **Space Settings → Email Notifications → Team alerts → Edit**. Turn on **Email activity alerts**, enter the team inbox, select activities, and save. Turn off the switch and save to stop alerts while retaining the inbox.

These emails go to the shared inbox. **Member emails** contains customer email templates; personal bell preferences remain in User Settings. Supported team alerts cover new members, room bookings and cancellations, Flex entry bookings and cancellations, and product purchases.

Home shows balances together. For Entry-Based (Flex) memberships, it also groups upcoming activity by date. See [The Members App](/easy-space-docs/what-members-see/the-members-app.md).