Configure Access Windows and Visit Caps

When to use this

Use this article when you need to configure Access Windows and Visit Caps in Topo. The main staff surface is plan form. It is written for Owners, Managers.

What this covers

• Day/time windows

• Visit caps

• Location access

• Reciprocal access caps

• Surcharge behavior

• Check-in enforcement

Before you start

• Use a staff role that can view and edit membership products.

• Create needed locations, categories, tax rates, and payment setup before publishing a sellable plan.

• Decide whether this workflow affects member signup, POS, staff-only sales, existing members, or billing rules.

• Review the plan summary and test with a realistic member before making the product broadly available.

• When changing sold terms, use the guided version, migration, switch, freeze, cancel, or refund workflow instead of assuming old access records update automatically.

Steps

1. Open the plan form and find access rules.

2. Set day/time windows for when the plan can be used.

3. Set visit caps or reciprocal access caps if your gym uses them.

4. Review location access and surcharge behavior if configured.

5. Save and test check-in inside and outside the allowed window.

What happens after saving or completing this

• Topo saves the record in your gym account and updates the related staff screens.

• Member-facing visibility, checkout behavior, access, email delivery, inventory, or reports may change depending on the workflow.

• Review the affected profile, checkout, signup page, report, or audience before considering the task complete.

Common issues and fixes

• A visible plan does not appear to a member: review active status, signup visibility, age rules, dependent suitability, and location scope.

• Editing a sold plan opens a guided change flow: existing members keep their current terms unless you migrate or switch them.

• Stripe sync fails: save did not fully complete for billing checkout. Retry after payment setup is ready or ask an owner to review Stripe readiness.

Related articles

• Plan and Access Model Overview

• Sell Access from POS

• Understand Customer Access