Group Policy Management

Use Group Policy Management to review and apply HQ defaults across linked PRO locations.

Where to find it - Web: All locations -> Policies. Mobile: Not available.

TL;DR

• Policies shows group policy domains for a multi-location group.
• The current domains are Notification timing defaults and Campaign and discount guardrails.
• Each policy shows Inherited, Override, Blocked, and Unsupported counts.
• Use Review policy to see controls, exclusions, location status, and source links.
• Group owners and regional managers can click Apply policy when rollout preview is enabled.

Requirements

Group Policy Management requires the group admin console, policy management, and rollout preview to be enabled for the group.

Requirement	Details
Plan	Designed for linked PRO group workflows.
Workspace	Open from All locations -> Policies.
Permission to review	Users must have access to the group workspace.
Permission to apply	Group owner or regional manager permission is required.
Feature flags	Group policy management and group rollout preview must be enabled for apply flows.
Platform	Web only. Mobile has no policy management screen.

If policy management is not enabled for the group, the router returns Group policy management is disabled for this group.

Available policy domains

Group Policy Management currently includes two policy domains.

Policy	Summary	Rollback support
Notification timing defaults	Standardise quiet hours and appointment reminder timing across locations.	Supported
Campaign and discount guardrails	Keep promotional discounts within safe limits before local campaigns go live.	Not supported

Both policies can be reviewed before apply. Policy application uses the group rollout framework, so locations are previewed before changes are written.

Notification timing defaults

Notification timing defaults control quiet hours and appointment reminder defaults for linked locations.

Area	Details
Controls	Quiet hours for non-urgent customer messages; appointment reminder timing and default channel; reminder reply-action defaults.
Does not control	Booking confirmations or magic links; marketing campaign send approval; payment, deposit, cancellation, or refund policies.
Default quiet hours	Enabled from 21:00 to 08:00.
Default appointment reminder	Enabled 24 hours before the appointment, channel sms, reply actions included.

When a location inherits this policy, the venue Customer message quiet hours card shows Inherited from HQ. Local editing is disabled while the policy is active. If the location differs from HQ, the source setting can show Local override until HQ replaces the override.

Campaign and discount guardrails

Campaign and discount guardrails control promotional discount limits and discount-linked campaign rules.

Area	Details
Controls	Maximum percentage and fixed discount thresholds; whether storefront promotion is allowed; saved-audience requirement for promotional discounts; owner review for campaigns linked to discounts.
Does not control	Discount redemption accounting; existing sent campaigns; payment, checkout, deposit, cancellation, or refund policy.
Default discount limits	Percentage discounts up to 25%. Fixed discounts up to 50.00 in the venue's currency.
Default promotion rules	Storefront promotion is not allowed. Promotional discounts must use a saved audience.
Default campaign rules	Discount-linked campaigns require owner review and cannot send with a discount that is not currently active.

When an active guardrail policy applies, OpenChair can block local discount or campaign writes with messages such as HQ policy limits percentage discounts to 25%., HQ policy does not allow storefront promotion for discounts., or HQ policy requires discount-linked campaigns to use a saved audience.

Review policies

Review policies before applying them so you understand what each policy controls and which locations will be affected.

1. Open All locations.
2. Open Policies.
3. Find the policy card you want.
4. Review the Active or Ready badge.
5. Review the Inherited, Override, Blocked, and Unsupported counts.
6. Select Review policy.
7. Review the detail sheet before applying.

The page header shows Management enabled when the current user can manage policies. It shows Read-only when the user can review policy state but cannot apply changes.

Understand policy status

The policy catalogue and detail sheet use location status to explain where each policy stands.

Status	Meaning
Inherited from HQ	The location matches the active HQ policy.
Local override	The location differs from the active HQ policy, or still uses local settings when no policy is active.
Blocked	A local condition prevents policy adoption, such as a discount-linked campaign already scheduled, sending, or sent.
Not supported	The location cannot receive the policy, often because it is not on PRO.

The policy card summarises these statuses as Inherited, Override, Blocked, and Unsupported.

Use the policy detail sheet

The policy detail sheet shows exactly what the selected policy does and does not control.

The detail sheet includes:

Section	What it shows
Active HQ policy or Ready to apply	Whether an active group policy already exists.
Rollback supported or Rollback not supported	Whether the policy adapter supports rollback metadata.
Controls	Settings or behaviours HQ can control.
Does not control	Related areas that the policy does not change.
Group policy location status	Location, status, reason, and source link.

Use Open in the Source column to jump to the source setting or campaign area for that location when a source link is available.

Apply a policy

Apply policy opens the rollout preview sheet. Nothing is applied until the preview is current and Apply to selected locations is available.

1. Open a policy with Review policy.
2. Click Apply policy.
3. Choose Local overrides.
4. Select Target locations.
5. Click Preview rollout.
6. Resolve conflicts or change the override mode.
7. Click Apply to selected locations.

If rollout preview is disabled, the detail footer says Rollout preview is disabled for this group. If rollout preview is enabled, it says Local override handling is selected during rollout preview.

Local override handling

Local override handling decides what happens to locations that differ from HQ.

Mode	Effect
Preserve local override	Local override rows stay as conflicts and cannot be applied.
Replace local override	The HQ policy becomes the controlling default for selected eligible locations.

Policy apply can be blocked with Resolve local override conflicts before applying. when selected rows still have conflicts.

What policy management does not cover

Group Policy Management is intentionally limited to the two current policy domains.

It does not manage:

• payment, deposit, cancellation, refund, or checkout policy
• arbitrary settings sync
• AI policy changes
• legal documents
• native mobile policy management
• existing sent campaigns
• discount redemption accounting

Who can use this

Policy access depends on group role and feature access.

Role	Access
Group owner	Can review policies and apply policy rollouts when enabled.
Regional manager	Can review policies and apply policy rollouts when enabled.
Permitted group operator	May review policy cards and detail sheets in read-only mode.
Location-only team member	No group policy management access unless they also have permitted group access.

Apply actions can be blocked with Group owner or regional manager permission is required.

Common mistakes

Do not treat policy management as a general settings copier. It supports only the listed policy domains.

Do not apply without previewing location status. The rollout sheet is designed to show affected, skipped, unchanged, and conflict rows before apply.

Do not expect Campaign and discount guardrails to change already sent campaigns. The policy does not control existing sent campaigns.

Do not expect a non-PRO location to inherit a policy. Non-PRO locations appear as Not supported.

Troubleshooting

Issue	Solution
Group policy management is disabled for this group.	Policy management is not enabled for the group. Use other group admin surfaces or request enablement before applying policy.
Policies are unavailable	Return to All locations or click Retry to reload group policies.
Apply policy is disabled	Confirm the user is a group owner or regional manager and rollout preview is enabled for the group.
A location shows Not supported	Confirm the location is on PRO and linked to the group.
A location shows Blocked	Review the reason in Group policy location status. For campaign guardrails, scheduled, sending, or sent discount-linked campaigns can block adoption.
Local editing is disabled on quiet hours	The location has inherited Notification timing defaults from HQ. Change the group policy or replace the local override through policy rollout.

FAQ

What is Group Policy Management?

Group Policy Management is the All locations policy surface for applying HQ notification timing defaults and campaign discount guardrails across linked PRO locations.

Who can apply a group policy?

Group owners and regional managers can apply a group policy when policy management and rollout preview are enabled for the group. Other permitted group users may see the page in Read-only mode.

What policies are available?

The current policy domains are Notification timing defaults and Campaign and discount guardrails. Other areas, such as payment, checkout, AI policy changes, legal documents, and arbitrary settings sync, are not managed by this surface.

What does a location see when an HQ policy applies?

A location can see Inherited from HQ or Local override on supported source settings such as Customer message quiet hours. Active campaign and discount guardrails can also block local discount or campaign changes that break HQ policy.

Related Articles

• Group Admin Rollouts
• Group Admin Audit Trail
• Communication Settings
• Campaign Discount Codes