Is it possible to set a minimum number of participants for online sales?

Introduction

When an activity requires a minimum number of participants, it can be tempting to impose this requirement when booking online. However, Yoplanning does not allow you to set a minimum number of participants for online sales, in order to avoid blocking registrations and discouraging customers from booking.

However, there is a simple and effective solution: inform customers directly in the product description and provide for flexible cancellation management. In this guide, we explain how to clearly communicate this condition and what best practices to adopt to ensure a smooth experience for your customers while minimizing cancellations.

Tips for implementing this solution

Indicate in the product description that the activity will only take place with a certain number of participants (e.g., 3 people). If cancellation occurs, offer an alternative date or a full refund.

Steps to inform customers about the minimum number of participants

1. Edit the product description

• Go to Administration > Products.

• Select the relevant product and click on "Edit".

• Add a note about the minimum number of participants required in the "Post-booking message" field of the "Online sales" section.

• Save the changes.

2. Define a refund policy

• If you use Stripe, please note that refunds are full, including transaction fees.

• Plan an alternative solution (refund or postponement) in the event of cancellation.

3. Communicating with customers

• Inform customers in the product description that the activity may be cancelled if the minimum number of participants is not reached.

• Prepare standard emails or text messages to offer an alternative (date change) or a refund in the event of cancellation.

Example message for product description:

Cette activité nécessite un minimum de 3 participants pour avoir lieu. Si ce minimum n'est pas atteint, nous proposerons une autre date ou un remboursement intégral. Merci de votre compréhension.

Conclusion

Although Yoplanning does not allow you to set a minimum number of participants for online sales, clear and advance communication with your customers helps avoid misunderstandings and limit cancellations.

By stating this condition directly in the product description, implementing a appropriate refund policy, and providing automated communications, you ensure smooth registration management while providing a transparent and professional experience for your customers.

With these best practices, you can effectively manage your customer expectations and maintain optimal booking rates. If you need help configuring these options, please contact our support.

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