The system classifies violations into different levels (Minor and Major), allowing each office to configure its own penalty policy and apply progressive restrictions based on user recurrence.
Penalty Configuration (ADMIN)
From the office settings, administrators can enable the automatic penalty model and define the rules that will be applied to users.
Enable Automatic Penalties
Administrators can enable or disable the automatic penalty model.
When the model is disabled:
No violations are generated.
No penalties are applied.
No penalty notification emails are sent.
No booking restrictions are enforced.
Minor Violation Configuration
Minor violations are used to control cancellations made within a specific time window.
The following parameters can be configured:
Minor violation start time.
Minor violation end time.
Maximum number of minor violations.
Validity period (days).
Hide Delete Reservation button.
Minor Violation Time Window
This setting defines the time interval during which cancelling a reservation generates a Minor Violation.
Configuration example
Start: 07:00
End: 09:00
If a user cancels a reservation between 07:00 and 09:00, a Minor Violation is recorded.
If the reservation is cancelled before or after this period, it is not considered a Minor Violation.
Hide Delete Reservation Button
Once the configured end time for Minor Violations has passed, the system can hide the Delete Reservation button for reservations scheduled for the current day.
This prevents users from cancelling reservations after the allowed cancellation period.
Major Penalty Configuration
Major penalties are organized into three severity levels.
Each level allows the administrator to configure:
Validity period (days).
Suspension period (days).
Maximum number of violations before escalating to the next level (except for Level 3).
Escalation Rules
The system allows administrators to define when an accumulation of violations automatically escalates to the next penalty level.
The following thresholds can be configured:
Every N Minor Violations ⇒ 1 Level 1 Major Violation
Every N Level 1 Major Violations ⇒ 1 Level 2 Major Violation
Every N Level 2 Major Violations ⇒ 1 Level 3 Major Violation
These values are fully configurable for each office.
Escalation, Maximum Violations and Validity
For each violation level, administrators can configure two parameters:
Maximum Violations: Defines how many violations of the same level a user can accumulate before the system automatically generates a violation of the next level.
Validity: Defines how many days a violation remains active and can be considered for escalation. If the user commits another violation of the same level during this validity period, both violations will count toward the configured threshold. If the validity period expires without additional violations, the violation will no longer be considered for future escalations.
The escalation process works as follows:
Level | When the configured maximum is reached |
Minor | Minor Violations become Consumed, and a Level 1 Major Violation is automatically generated. |
Level 1 Major | Level 1 Major Violations become Consumed, and a Level 2 Major Violation is automatically generated. |
Level 2 Major | Level 2 Major Violations become Consumed, and a Level 3 Major Violation is automatically generated. |
Level 3 Major | This is the highest penalty level and does not escalate any further. |
In addition, each Major Violation level includes a configurable Suspension Period, which determines how many days the user will be prevented from creating new parking reservations when a penalty of that level is applied.
During the suspension period:
The user cannot create new parking reservations.
Any existing parking reservations that fall within the suspension period are automatically removed.
Configuration Example
Maximum Minor Violations: 3
Maximum Level 1 Major Violations: 2
Level 1 Major Validity: 30 days
Level 1 Major Suspension: 2 days
Scenario
A user accumulates three cancellations within the configured Minor Violation time window.
Result
When the user commits a fourth violation:
The three Minor Violations are marked as Consumed.
A Level 1 Major Violation is automatically generated.
The user is suspended from making parking reservations for 2 days.
Any parking reservations falling within the suspension period are automatically removed.
If the user receives another Level 1 Major Violation within the configured 30-day validity period, and the configured maximum number of Level 1 Major Violations is reached (2 in this example), then upon the third qualifying violation, the system automatically generates a Level 2 Major Violation.
If the new violation occurs after the validity period has expired, the previous Level 1 Major Violation will no longer be taken into account for escalation.
Users Exempt from Violations
From Permission Groups or Employee Types, administrators can enable the Ignore Violations option.
Users configured with this option:
Do not generate violations.
Do not accumulate violation counters.
Do not receive penalties.
Are never blocked from making reservations.
Can continue using the Parking module without restrictions.
To configure this option, navigate to Permissions → Groups, where you will find the list of existing permission groups. Select the desired group and open the Configuration tab to enable the Ignore Violations option.
System Behavior
Cancellations Within the Minor Violation Time Window
When a user cancels a reservation within the configured Minor Violation time window:
A Minor Violation is recorded.
The user's Minor Violation counter is incremented.
A notification email is sent to the user.
If the user reaches the configured maximum number of Minor Violations, the system:
Marks those violations as Consumed.
Automatically generates a Level 1 Major Violation.
No Check-In
If a user does not perform the Check-In for a parking reservation:
A Level 1 Major Violation is automatically generated.
The event is recorded in the violation history.
The standard escalation process is applied.
Notifications
Whenever the system records a violation, a notification email is automatically sent to the user.
Depending on the violation level, the email includes:
Violation type.
Violation level.
Date of application.
Validity period.
Suspension period (if applicable).
Reason for the penalty.
Impact of an Active Penalty
While a Major Penalty is active:
The user cannot create new parking reservations.
Any future parking reservations that fall within the suspension period are automatically removed.
The user is informed of the reason for the penalty and the duration of the suspension.
Penalties apply only to the Parking module.
All other Hybo modules (Desk, Visitors, Catering, etc.) continue to operate normally.
Manual Penalty Management
Administrators can manage penalties from:
Users → Penalties
From this section, administrators can:
View the complete penalty history.
Apply filters.
Group results by user.
Export the history as a CSV file.
Delete one or multiple penalties simultaneously.
View the status of each penalty.
Create new manual penalties.
Creating a Manual Penalty
Administrators can manually register a violation for a user.
When creating a manual penalty, the following information must be provided:
User.
Violation type:
Minor (Level 1)
Major (Level 2)
Severe Major (Level 3)
Application date.
Origin:
Manual.
Reservation cancellation.
No Check-In.
Escalation.
Manually created penalties participate in the same escalation process as automatically generated violations.
Penalty Status
Status | Description |
Active | The penalty is currently active and continues to participate in the escalation process. If the penalty level includes a suspension period, the user remains blocked until the configured expiration date. |
Consumed | The penalty has already been used to generate a higher-level penalty and is no longer considered for future escalations. It remains available for historical reference. |
Expired | The penalty has reached the end of its validity or suspension period and no longer affects the user. It is retained for audit and historical purposes only. |
Deleted | The penalty has been manually removed by an administrator from the Penalty Management module. Once deleted, it no longer has any effect on the user. |
The status of each penalty is displayed in the penalty list alongside the user's name, making it easy to identify active, consumed, expired, and deleted penalties.
Examples
Example | Configuration / Scenario | Result |
Cancellation within the Minor Violation time window | Configuration: Minor Violation window from 07:00 to 09:00. | • A Minor Violation is recorded. |
Escalation from Minor Violations to Level 1 Major | Configuration: Maximum Minor Violations: 2. | • The Minor Violations are marked as Consumed. |
No Check-In | Scenario: The user fails to perform Check-In for a parking reservation. | • A Level 1 Major Violation is automatically generated. |
Escalation to Level 2 Major | Scenario: The user already has an active Level 1 Major Violation and reaches the configured threshold for that level again. | • A Level 2 Major Violation is automatically generated. |
User Exempt from Violations | Scenario: The user belongs to a permission group or employee type configured to Ignore Violations. | • No violations are recorded. |
Manual Penalty | Scenario: An administrator manually registers a penalty for a violation not detected automatically (for example, parking in the wrong parking space). | • The selected penalty is recorded. |