Summary

Clash Detection helps prevent double-booking of facilities, resources, and instructors.

A clash can occur when:

• Two activities are scheduled at the same time and share the same location, resource, or instructor.
• A facility/resource is closed.
• A session falls outside the facility's opening hours.
• There are existing customer bookings.

The main exception is Allow Overlap Until Booked (AOUB), which is available only on Resource schedules.

Key Rules

• Classes, Courses, Camps, Ticketed Activities, Resources, and Block Bookings will usually create a Clash when scheduled at the same time and place.
• Multiple AOUB Resources can exist at the same time and location while there are no customer bookings.
• Once one AOUB Resource receives a customer booking, the remaining overlapping AOUB Resource schedules become unavailable.
• Block Bookings use Resource templates but do not support AOUB behaviour.
• Facility closures, Resource closures, and Opening Hours are always checked as part of clash detection.

Before Scheduling: What Should I Check?

Use this table as a quick checklist before creating or publishing schedules.

Legend

• ✓ = Check this before scheduling.
• – = Not applicable.

Activity Overlap Matrix

Assumption: The activities share the same location, resource, or instructor.

Notes

* The scheduled activity can proceed. The overlapping AOUB Resource becomes unavailable until the overlap is resolved or booking conditions change.

** Multiple AOUB Resource schedules can coexist at the same time and location while there are no customer bookings.

Note 1: Ticketed Activities may overlap other Ticketed Activities in specific configured scenarios, such as matching recurrence settings, supported overlap configuration, and available capacity.

Note 2: When an unbooked AOUB Resource overlaps another activity, the other activity can proceed. The AOUB Resource becomes unavailable until the overlap is resolved or booking conditions change.

AOUB Resource Examples

Multiple AOUB Resources Before Booking

The following Resource schedules can all exist at the same time and location:

Because no customer booking exists, all three activities remain available.

After a Customer Booking Is Made

A customer books:

Badminton - Court 1 - Monday 8:00 AM

Once a customer booking exists, the booked activity takes priority and the remaining overlapping AOUB Resource schedules become unavailable.

Detailed Clash Detection Rules

Overview

Flow evaluates individual scheduled sessions rather than schedule templates.

When sessions overlap, Flow checks:

1. Whether the schedule types are allowed to overlap.
2. Whether they share the same location, instructor, or resource.
3. Whether facility availability rules allow the session to operate.

A clash occurs when two sessions cannot both operate at the same time according to these rules.

Schedule Statuses

Cancelled sessions do not participate in clash checking.

Classes

Classes are treated as standard scheduled activities.

Classes cannot normally overlap with:

• Other Classes
• Courses
• Camps
• Ticketed Activities
• Resources
• Block Bookings

when they share the same location, resource, or instructor.

AOUB Exception

Classes may overlap an unbooked AOUB Resource.

In this situation:

• The Class remains available.
• The AOUB Resource becomes unavailable until the overlap is resolved or booking conditions change.

Courses

Courses follow the same clash rules as Classes.

AOUB Exception

Courses may overlap an unbooked AOUB Resource.

In this situation:

• The Course remains available.
• The AOUB Resource becomes unavailable until the overlap is resolved or booking conditions change.

Camps

Camps follow the same clash rules as Classes and Courses.

AOUB Exception

Camps may overlap an unbooked AOUB Resource.

In this situation:

• The Camp remains available.
• The AOUB Resource becomes unavailable until the overlap is resolved or booking conditions change.

Resources

Resources can operate with or without Allow Overlap Until Booked (AOUB).

Resources with AOUB Disabled

Resources without AOUB follow standard clash rules.

They cannot overlap with other activities that require the same:

• Location
• Resource
• Instructor

Resources with AOUB Enabled

AOUB allows multiple Resource schedules to be created for the same time and location before a customer booking exists.

Multiple AOUB Resources

Two or more AOUB Resource schedules can be created for the same:

• Date
• Time
• Location

There is no limit to the number of overlapping AOUB Resource schedules, provided no customer booking exists.

Once a Customer Booking Exists

When a customer books one of the overlapping Resource activities:

• The booked activity remains available.
• The remaining overlapping AOUB Resource schedules become unavailable.

From that point onward, standard clash rules apply.

Ticketed Activities

Ticketed Activities generally follow the same clash rules as Classes, Courses, and Camps.

They cannot normally overlap activities that share the same location, resource, or instructor.

Ticketed Activity Exception

Ticketed Activities may overlap other Ticketed Activities only in specific configured scenarios, including:

• Matching recurrence settings
• Supported overlap configuration
• Available capacity

AOUB Exception

Ticketed Activities may overlap an unbooked AOUB Resource.

In this situation:

• The Ticketed Activity remains available.
• The AOUB Resource becomes unavailable until the overlap is resolved or booking conditions change.

Block Bookings

Block Bookings are treated as strict reservations.

Although they use Resource templates, they do not support AOUB behaviour.

Block Bookings cannot normally overlap:

• Other Block Bookings
• Booked Resources
• Other activities sharing the same location, resource, or instructor

AOUB Exception

Block Bookings may overlap an unbooked AOUB Resource.

In this situation:

• The Block Booking remains available.
• The AOUB Resource becomes unavailable until the overlap is resolved or booking conditions change.

Facility Opening Hours and Closures

A clash is not always caused by another activity.

A session may show as Clash because:

• The facility is closed.
• The resource is closed.
• The session falls outside published opening hours.

These availability rules are treated as hard restrictions and prevent the session from operating during the affected period.

If a closure is removed or opening hours are extended, the clash can be cleared provided no other conflict remains.

Resolving a Clash

When a clash is resolved, the affected session may either:

1. Return to OK automatically, or
2. Require manual intervention.

The outcome depends on the type of clash.

Reinstating a Session After a Clash Is Resolved

What Is Reinstating?

Reinstating is the process of manually returning a session to OK after the clash that blocked it has already been removed elsewhere.

This typically occurs when:

• A conflicting session is moved.
• A conflicting session is cancelled.
• A closure is removed.
• Another schedule is changed to remove the clash.

Although the clash no longer exists, the affected session may still remain unpublished or show a Clash status until it is refreshed.

How Reinstating Works

On the Resource Timeline, a session whose clash has already been resolved may appear as:

Available for Publishing

Opening the session provides a:

• Reinstate
• Publish Now

option.

This allows the individual occurrence to be restored without republishing the entire schedule.

What Reinstating Does

Reinstating:

• Makes the specific occurrence available again.
• Returns the session to OK.
• Restores the original schedule settings, including:
  • Online availability
  • Front of House availability
  • Session timings

A reinstated occurrence is treated as a one-off publish from the calendar.

Future edits to the parent schedule may not automatically apply to that reinstated occurrence.

Automatic Clearance vs Reinstating

Automatic Clearance

Some clashes can clear automatically when Flow processes the update.

Examples include:

• AOUB-related clashes
• Clashes caused only by closures
• Clashes caused only by opening-hours restrictions

Reinstating

Reinstating is most commonly required when:

• The clash was resolved by changing another schedule.
• The session originally lost the clash.
• The session still shows Clash or remains unpublished despite the conflict being removed.

If a Reinstate option is not available, saving or republishing the affected schedule will also refresh the session.

Troubleshooting Checklist

If a session shows Clash, check the following:

1. Is another activity using the same location?
2. Is another activity using the same instructor?
3. Is another activity using the same resource?
4. Is an AOUB Resource involved?
5. Does an overlapping AOUB Resource already have a customer booking?
6. Is the facility closed?
7. Is the resource closed?
8. Does the session fall outside opening hours?
9. Was the clash resolved on another schedule and now requires reinstating?

Working through these checks will identify the most common causes of scheduling conflicts.