Configure Organization Settings¶

This article covers every setting available on the Organization Settings page — from your org's name and branding through session policies, email notifications, and cancellation rules.

Before You Begin¶

You need Organizational Admin access.
Changes on this page apply to your entire organization. Trainers and customers are affected immediately after you save.

Open Organization Settings¶

Log in to the admin portal.
In the top navigation, click Settings.

You land on the Organization Settings page. Each section is collapsed by default. Click a section heading to expand it, or use the Expand All button in the top-right corner to open everything at once.

When you are ready, click Save Settings at the bottom of the page. All sections are saved together in one click.

Basic Information¶

Your organization's name, contact details, and display timezone.

Field	What it does
Organization Name	The name shown across the admin portal and in customer-facing emails.
Support Email	Used as the Reply-To address on outgoing emails and in "contact support" links customers see. Required.
Support Phone	Optional phone number shown in customer-facing contexts.
Default Timezone	Sets the timezone used when displaying times in the admin portal. Available options include UTC, US timezones (Eastern, Central, Mountain, Pacific), and major international zones.

Branding¶

Control how your organization appears visually.

Field	What it does
Logo URL	A publicly accessible URL pointing to your organization's logo image. Paste the full URL (for example, `https://example.com/logo.png`).
Primary Color	Your brand's primary color, picked with a color picker. Stored as a hex value (for example, `#1a73e8`).

Tip: If your logo is hosted privately or behind authentication, it will not load for customers. Use a publicly accessible URL or a CDN link.

Dayparts (Pricing Time Periods)¶

Dayparts define named time windows — such as "Weekdays" or "Weekends" — that you can use to set different prices at different times of day. They are the foundation of Enhanced pricing.

Each daypart has: - Key — A short identifier used internally (for example, weekday). Letters, digits, and underscores only. Changing a key after you have set pricing will break the prices linked to that daypart. - Label — The human-readable name shown in the admin portal (for example, Weekdays). - Start / End — The time window this daypart covers. - Days — Which days of the week this daypart applies to.

New organizations start with three default dayparts: Weekdays (Mon–Fri 9 AM–5 PM), Weeknights (Mon–Fri 5 PM–9 PM), and Weekends (Sat–Sun 9 AM–5 PM).

You must keep at least one daypart. Click + Add Daypart to add more, or the × button on a row to remove one.

Note: Dayparts affect pricing configuration, not trainer availability. For how dayparts interact with prices, see Set Up Pricing for Sessions.

Seasons (Pricing Date Ranges)¶

Seasons let you apply price adjustments for certain times of year — for example, charging more during peak summer months. Seasons are optional: if you do not configure any, pricing uses base prices only with no seasonal adjustment.

Each season has: - Key — A short identifier (for example, peak). Changing a key after pricing is set will break existing season premiums. - Label — The human-readable name (for example, Peak Season). - Start / End — Date range in MM-DD format (for example, 06-01 to 08-31). For seasons that span a year boundary (for example, winter), set the start month after the end month (for example, start 12-01, end 02-28).

Click + Add Season to add a season, or × to remove one.

Note: Seasons are used only in Enhanced pricing mode on session types. For the full pricing workflow, see Set Up Pricing for Sessions.

Session Settings¶

These settings control which session lengths customers can book and how payment holds work.

Session Durations¶

Check the lengths (in minutes) you want to offer across your organization. The standard palette is: 15, 30, 45, 60, 90, and 120 minutes.

If you need a length outside this set, type it in the Add custom (minutes) field. Use whole numbers; separate multiple values with commas (for example, 240). At least one duration must be selected.

Session lengths selected here are the org-wide master list. Individual session types draw from this list and can further restrict which lengths they offer. For the full workflow, see Configure Session Lengths and Session Types.

Default Currency¶

The currency used for all pricing in your organization.

Option	Currency
USD	US Dollar
EUR	Euro
GBP	British Pound
CAD	Canadian Dollar
AUD	Australian Dollar

Slot Hold Duration¶

When a customer selects a time slot and proceeds to checkout, that slot is temporarily reserved so no other customer can book it at the same time.

Default: 60 minutes. You can set any value from 15 to 180 minutes. If the customer does not complete payment before the hold expires, the slot is released and becomes available again.

Choose a value that gives customers enough time to complete checkout without locking slots for too long. Most organizations leave this at the default 60 minutes.

Scheduling Policies¶

These settings control timing rules for the booking lifecycle.

Field	Default	What it does
Claim Deadline (hours)	48	If no trainer claims a request within this many hours, the request is escalated. Range: 1–168 hours.
Scheduling Link Expiry (hours)	72	How long a customer has to select a time slot after receiving the scheduling link. Range: 1–168 hours.
Booking Link Expiry (days)	14	How long confirmation links in booking emails remain valid. Range: 1–90 days.
Payment Expiry Policy	Contact Support	What happens when a customer's payment link expires before payment is completed. Contact Support requires the customer to reach out; Auto Reschedule releases the slot and allows a new one to be selected.
Block tentative calendar events	On	When enabled, calendar events marked as "tentative" count as busy time and block trainer availability. Turn this off if your trainers frequently use tentative events for non-blocking holds.
Require 2FA for trainers	Off	When enabled, trainers must have two-factor authentication active to access the portal.

Email Notifications¶

Control which automated emails are sent to customers and trainers.

Customer Emails¶

Toggle	Default	What it does
Send request confirmation email	On	Sends the customer an email immediately when their session request is submitted.
Send feedback request email	On	Sends the customer a follow-up email after their session asking for feedback.

Trainer Confirmation Email¶

Controls whether trainers receive an email when a booking is paid and confirmed.

Option	Behavior
Always send (trainers cannot opt out)	Every trainer receives a confirmation email. They cannot turn this off in their own settings.
Each trainer's choice	Each trainer can decide in their own profile whether to receive these emails. This is the default.

Session Reminder Hours¶

Enter a comma-separated list of hours before the session when reminders should be sent to customers (for example, 24, 1 sends a reminder 24 hours before and again 1 hour before). Leave blank to disable reminders. Valid values are 1–168 hours.

Session Booked Page¶

Control what customers see on the confirmation page after they complete booking and payment.

Toggle	Default	What it shows
Show trainer name	On	Displays the assigned trainer's name on the confirmation page.
Show customer name & email	On	Displays the customer's own name and email address on the confirmation page.
Show session duration	On	Displays the length of the booked session.
Show "Questions? Contact us" footer	On	Displays a footer with your support contact information.

Custom Note¶

You can add an optional note that appears inside the booking details on the confirmation page — for example, preparation instructions or what to bring.

Custom Note Label — The heading shown above your note (for example, Before you arrive). Defaults to Notes.
Custom Note — The note text. Plain text only; line breaks are preserved. Leave blank to hide the section entirely.

Cancellation & No-Show Policies¶

Define how cancellations and no-shows are handled. These policies are displayed to customers during booking and govern refund behavior.

Field	Default	What it does
Free Cancellation Window (hours)	24	Customers can cancel without penalty up to this many hours before the session. Range: 0–168 hours.
Cancellation Policy	Contact Support	What happens to payment when a customer cancels. See options below.
Partial Refund Percentage	50	Used only when Cancellation Policy is set to Partial Refund Within Window. Range: 0–100%.
No-Show Policy	Contact Support	What happens when a customer does not show up for their session.

Cancellation Policy options:

Option	Behavior
Full Refund Within Window	Customer receives a full refund if they cancel within the free cancellation window.
Partial Refund Within Window	Customer receives a partial refund (set by the percentage above) within the window.
No Refunds	No refunds are issued regardless of when the customer cancels.
Contact Support	Cancellations are handled case-by-case; customers are directed to contact support.

No-Show Policy options:

Option	Behavior
No Refund	Customer forfeits payment when they do not attend.
Contact Support	No-shows are handled case-by-case; customers are directed to contact support.

Note: Refund processing is not currently automated within Ordinatus. These policy settings determine what is communicated to customers and recorded on the booking, but actual refund execution occurs outside the platform (for example, through Shopify).

Session Completion¶

Control how sessions are marked complete after they end.

Field	Default	What it does
Completion Policy	Trainer Must Close	How sessions move to a completed status. See options below.
Auto-Complete After (hours)	72	When policy is Reminder Then Auto-Close, sessions are automatically marked complete this many hours after the session ends. Range: 1–168 hours.

Completion Policy options:

Option	Behavior
Trainer Must Close	Trainers must manually mark each session as complete. Sessions do not close automatically.
Reminder Then Auto-Close	Trainers receive a reminder to close the session; if they do not, it closes automatically after the configured number of hours.

Saving Your Settings¶

Click Save Settings at the bottom of the page. All sections save together. You will see a confirmation message at the top of the page when the save is successful.

If there are validation errors, all sections automatically expand so you can see which fields need attention.

Troubleshooting¶

I changed a daypart key and now pricing is missing. Daypart keys are used as identifiers in the pricing matrix. Changing a key creates a new daypart from the pricing system's perspective, and existing prices linked to the old key are orphaned. If this happens, re-enter the original key to restore the link, then save.

The slot hold expired before my customer finished checkout. The slot was released when the hold expired. The customer will need to select a new time slot. Consider increasing the Slot Hold Duration if customers frequently run out of time during checkout.

Trainer reminder emails are not being sent. Check the Trainer Confirmation Email setting under Email Notifications. If it is set to Each trainer's choice, verify that the individual trainer has not opted out in their own profile settings.