Validation rules

Overview

A validation rule checks a record every time it’s created or changed — in the dashboard, the members portal or the apps — and blocks the save with your own error message if it doesn’t meet your conditions. Use rules for checks Nexudus doesn’t offer as a setting, such as making a field required, checking a format, or allowing a resource to be booked only with a certain product. Each rule is a formula that returns true or false. True lets the record be saved. False blocks it and shows your error message.

How to access

Go to Settings → Data management → Validation rules.

Adding a rule

Select Add rule, then either pick one of the ready-made rules or choose to enter your own.

Ready-made rule	Record type	What it does
Make VAT number required	Customers	New customers must have a VAT number.
Validate VAT number format	Customers	VAT numbers must match the UK format.
Prevent last minute purchases	Bookings	Customers can’t add a chosen product to a booking less than 24 hours before it starts.
Fixed booking times	Bookings	Bookings must start and end on the hour or half hour.
Make customer emails unique	Customers	New customers can’t use an email address that another customer already has.
Require first and last name	Customers	Customers’ full names must have at least two words.
Prevent multiple contracts	Contracts	Customers can have one active contract at most.
Check for full admin role	Contracts	Only users with a full admin role can create or change contracts.

For your own rule, fill in:

Field	What to enter
Name	A name for your team.
Location	The location the rule belongs to. Rules at a network location also apply to its other locations.
Description	Optional notes on what the rule is for.
This rule is active	Turn off to pause the rule without deleting it.
Record type	What the rule checks: Customers, Bookings, Contracts, Visitors, Product sale, Proposal contract, Invoice, Teams, Event attendee or Commands.
Error message to display if the validation rule is not met	What people see when the rule blocks a save. Say what to fix.
Formula	The condition the record must meet.

A formula with an error blocks every save of that record type, with a message that the rule failed. Test each new rule straight away by doing what it should allow and what it should block — and turn it off if something goes wrong.

Writing formulas

The record being saved is called record. You reach its fields with a dot, and follow links to other records the same way — record.Resource.ResourceType.Id is the ID of the booked resource’s type. The fields available are the record’s fields in the Nexudus API.

You can use	Example
Comparisons: `=`, `<>`, `<`, `>`, `<=`, `>=`	`record.Resource.Id <> 123`
`AND`, `OR`, `NOT`	`record.Coworker = null OR record.Notes <> null`
`null` for an empty field, and `""` for empty text	`record.TaxIDNumber <> null AND record.TaxIDNumber <> ""`
`if(condition, value if true, value if false)`	`if(record.Coworker <> null AND record.Notes = null, false, true)`
`IsMatch(text, pattern)` to check a format	`IsMatch(record.MobilePhone, "\\+[1-9]\\d{1,14}")`
Arithmetic and dates, such as `record.FromTime.Minute`	`record.FromTime.Minute = 0`

OR stops at the first true condition, so put the cheapest or broadest checks first. To find a pass, product, resource or plan ID, open it in the dashboard — the ID is in the address bar.

Variables

Variable	What it holds
`record`	The record being saved.
`isCreate` / `isUpdate`	Whether the record is new or being changed.
`user`	The signed-in user, such as `user.Email` or `user.IsAdmin`.
`isLoggedIn`	Whether someone is signed in.
`userIsAdmin` / `userHasAnyRoles`	Whether the signed-in user is an admin, or has any admin role — useful to let your team bypass a rule.

Functions

Customers

Function	Returns
`EmailExists(customer)` / `EmailExistsSameType(customer)`	Whether another customer — or another customer of the same type — already uses this email address.
`AccessCardExists(customer)` / `AccessPincodeExists(customer)`	Whether another customer already uses this access card or PIN.
`MobilePhoneExists(customer)` / `CompanyNameExists(customer)` / `BillingNameExists(customer)`	Whether another customer already uses this mobile number, company name or billing name.
`IsInPlan(customer, planId or "plan name")`	Whether the customer has an active contract for the plan.
`WasInPlan(customer, planId)` / `WasIsInPlan(customer, planId)`	Whether the customer had — or has or had — a contract for the plan.
`IsInTeam(customer, "team name")`	Whether the customer is in the team.
`HasPass(customer, passId)`	Whether the customer has the pass.
`HasProduct(customer, productId)` / `ProductQuantity(customer, productId)`	Whether — and how many of — the product the customer has bought or has in their basket.
`HasPaidProduct(customer, productId)` / `PaidProductQuantity(customer, productId)`	The same, for products they’ve paid for.
`UnpaidInvoices(customer)` / `UnpaidInvoicesAmount(customer)`	How many unpaid invoices the customer has, and their total.
`HasBookingCredit(customer)` / `BookingCreditAmount(customer)`	Whether the customer has booking credit, and how much.
`HasTimeCredit(customer)`	Whether the customer has time credit.
`HasCheckedInAtEvent(customer, eventId)`	Whether the customer checked in at the event.

Bookings

Function	Returns
`HoursToStart(booking)` / `MinutesToBooking(booking)` / `HoursToEnd(booking)`	Time from now until the booking starts or ends.
`MinutesFromMidnightFromTime(booking)` / `MinutesFromMidnightToTime(booking)`	The booking’s start or end time, as minutes after midnight.
`WeekDayName(booking)`	The day of the week the booking starts.
`HasOverlappingBooking(booking)`	Whether the customer already has a booking at the same time.
`HasOveralappingBookingByResourceId(booking, resourceId)` / `HasOveralappingBookingByType(booking, resourceTypeId)`	Whether there’s an overlapping booking for that resource, or for a resource of that type.
`BookingsCountThisDay(booking)`	How many bookings the customer has that day. Also `…ByResource` and `…ByType`, and `BookingsCountThisWeek…` and `BookingsCountThisMonth…` versions.
`BookedMinutesThisDay(booking)`	How many minutes the customer has booked that day. Also `…ByResource`, `…ByType`, `…ThisWeek…` and `…ThisMonth…` versions.
`HasProduct(booking, productId)` / `ProductQuantity(booking, productId)` / `HasTaggedProduct(booking, "tag")`	Whether — and how many of — a product is added to the booking.
`HasEnoughCredit(booking)` / `HasEnoughBookingCredit(booking)` / `HasEnoughTimeCredit(booking)`	Whether the customer has enough credit to pay for the booking.

Other

Function	Returns
`IsInRole(user, "role name")`	Whether the signed-in user has the admin role.
`IsDirtyProperty(record, "Field1,Field2")`	Whether any of the listed fields are being changed.
`GetDateTimeUtcNow()` / `GetDateTimeLocalNow(record.Business)`	The current date and time.
`ToLocalTime(time, record)`	Converts a time to the location’s local time.
`IsBlank(text)`	Whether the text is empty.

Spelling matters, including in HasOveralappingBooking….

Examples

Replace the IDs with your own.

To…	Record type	Formula
Require notes on bookings for a customer	Bookings	`record.Coworker = null OR record.Notes <> null`
Stop admins making bookings without a customer	Bookings	`record.Coworker <> null`
Only let customers with a pass book a resource	Bookings	`record.Resource.Id <> 123 OR record.Coworker = null OR HasPass(record.Coworker, 456)`
Require a product when booking a resource	Bookings	`record.Resource.Id <> 123 OR HasProduct(record, 456)`
Let members book a resource, but make others buy a product	Bookings	`record.Resource.Id <> 123 OR record.Coworker.IsMember() OR HasProduct(record, 456)`
Only add a product to bookings of at least 60 minutes	Bookings	`record.GetLengthInMinutes() >= 60 OR HasProduct(record, 456) = false`
Stop a resource being booked before a date	Bookings	`record.Resource.Id <> 123 OR record.FromTime > ToDateTime("2026-12-01")`
Block one resource while another is booked (one way only)	Bookings	`HasOveralappingBookingByResourceId(record, 123) = false OR record.Resource.Id <> 456`
Stop customers without booking credit booking, except contacts and your team	Bookings	`isLoggedIn = false OR record.Coworker.IsContact() OR BookingCreditAmount(record.Coworker) > 0`
Stop customers signing up for the same plan twice	Contracts	`record.Tariff.Id <> 123 OR WasInPlan(record.Coworker, 123) = false OR userHasAnyRoles`
Check mobile numbers are in international format	Customers	`IsMatch(record.MobilePhone, "\\+[1-9]\\d{1,14}")`
Make access card numbers 10 characters	Customers	`record.AccessCardId = null OR record.AccessCardId.Length = 10`
Stop customers using a network location as their home location	Customers	`record.InvoicingBusiness.RootLocation <> null`
Only let a team’s paying member or administrator buy a product	Product sale	`record.Product.Id <> 123 OR record.Coworker.IsPayingMember() OR record.Coworker.IsTeamAdministrator()`
Only allow visitors hosted by members or contacts	Visitors	`record.Coworker.IsMember() OR record.Coworker.IsContact()`
Stop draft invoices being created	Invoice	`not(record.Draft)`

Resource rules — booking rules you set up without formulas
Custom fields — extra fields you can check in rules

Overview

Operations

Virtual Offices

Billing & Products

Finance

CRM

Community

Access Control

Settings & Configuration

Analytics & Reporting

Proactive AI Agents

Overview

How to access

Adding a rule

Writing formulas

Variables

Functions

Examples

​Overview

​How to access

​Adding a rule

​Writing formulas

​Variables

​Functions

​Examples

​Related

Overview

How to access

Adding a rule

Writing formulas

Variables

Functions

Examples

Related