Booking System
The booking system is the heart of Bookicorn. Here you will learn everything about bookings, confirmations, and cancellations.
Overview
What is a booking?
A booking connects:
- A customer with a course session
- Consumes credits or is made via direct payment
- Has a status (confirmed, pending, cancelled)
Booking channels
Customers can book in different ways:
| Channel | Description |
|---|---|
| Customer portal | Independently through the member dashboard |
| Widget | Embedded on your website |
| Admin | You book manually on behalf of the customer |
| On-site | Walk-in check-in without a prior booking |
Booking Process
Standard flow
- Customer selects a course from the schedule
- System checks credits/eligibility
- Booking is created with status "Confirmed"
- Confirmation by email
- Reminder before the course
- Check-in on the day of the course
With waitlist
- Course is fully booked
- Customer is added to the waitlist
- On cancellation: automatic move-up
- Notification sent to the next person in line
- Booking is confirmed
With manual confirmation
If enabled:
- Booking with status "Pending"
- Admin reviews and confirms
- Only then: confirmation email is sent
Booking Status
| Status | Meaning | Credits |
|---|---|---|
| Confirmed | Spot reserved | Consumed |
| Pending | Awaiting confirmation | Reserved |
| On waitlist | Waiting for a spot | Not consumed |
| Attended | Check-in completed | Consumed |
| No-show | Did not attend | Depends on settings |
| Cancelled | Booking cancelled | Refunded if applicable |
Booking Rules
Booking window
Define when bookings are possible:
- Opening: X days/weeks in advance
- Closing: X hours before the course
Cancellation deadline
Until when customers can cancel:
- Globally for all courses
- Individually per course
- With/without credit refund
Maximum bookings
Limit bookings per customer:
- Per day
- Per week
- Per month
Features
For admins
For customers
- Book independently
- View bookings
- Cancel (within the deadline)
- Join the waitlist
For trainers
- View participant lists
- Perform check-in
- Record attendance
Notifications
On booking
- Booking confirmation
- Course details
- Cancellation conditions
Before the course
- Reminder (24h, 2h, etc.)
- Course information
- Directions/location
After the course
- Optional: feedback request
- Credit status
- Next recommendations
Best Practices
Clear rules
- Define clear cancellation conditions
- Communicate booking windows
- Explain no-show policy
Fair treatment
- Consistent rule enforcement
- Leniency for first-time cases
- Documentation of exceptions
Monitoring
- Check no-show rate
- Analyze booking patterns
- Optimize capacities