Confirming bookings
In some cases you may want to review bookings before confirming them. This guide shows you how to use the confirmation process.
When is manual confirmation needed?
Typical scenarios
- Premium courses: Only for certain members
- Workshops: With a limited number of participants
- Trial sessions: Screening new customers
- Special requirements: Health check, prior knowledge
Automatic vs. manual
| Mode | Booking goes... | Ideal for |
|---|---|---|
| Automatic | Straight through | Standard courses |
| Manual | To admin for review | Special courses |
Setup
Enable globally
- Go to Settings → Bookings
- Enable "Manual confirmation"
- Choose: all bookings or only specific ones
Enable per course
- Go to the course
- Tab "Settings"
- Enable "Confirmation required"
- Optional: enter a reason
The Confirmation Process
1. Booking arrives
- Status: "Pending"
- Credits are reserved (not consumed)
- Customer receives an email: "Booking is being reviewed"
2. Admin reviews
You see under Bookings → Pending:
- Customer name and contact
- Booked course
- Credit status
- Booking time
3. Make a decision
Confirm:
- Booking becomes active
- Credits are consumed
- Customer receives confirmation
Decline:
- Booking is cancelled
- Credits are released
- Customer receives a rejection (with optional reason)
Quick Actions
Single booking
- Click on the booking
- Choose Confirm or Decline
- Optional: add a message
Multiple bookings
- Select bookings in the list
- Click "Confirm selected"
- All are processed at the same time
Via email
Using magic links in the notification:
- Click "Confirm" → booking is confirmed
- Click "Decline" → a form opens
Automatic Rules
Auto-confirm for
Automatically confirm certain bookings:
- Regular customers (> X bookings)
- Members with specific packages
- Recurring bookings
Auto-decline for
Automatically decline when:
- Blocked customers
- Exceeded limits
- Missing prerequisites
Notifications
For admins
- New pending booking
- Daily summary
- Reminder for long-pending bookings
For customers
- Booking received
- Booking confirmed/declined
- Waiting time information
Configure
Under Settings → Email:
- Customize templates
- Set recipients
- Configure timing
Wait time
Recommendation
Confirm bookings within:
- Instant courses: 1-2 hours
- Standard courses: 24 hours
- Workshops: 2-3 days
Set up a reminder
- Go to Settings → Notifications
- Enable "Pending bookings reminder"
- Choose the time period (e.g. after 12 hours)
Communicating a decline
With a reason
Good reasons for declining:
- "The course requires prior knowledge"
- "Please attend the introductory course first"
- "Unfortunately the course is fully booked"
Offer an alternative
- Suggest a different session
- Offer the waitlist
- Recommend alternative courses
Frequently asked questions
What happens to reserved credits?
- On confirmation: credits are consumed
- On decline: credits are released immediately
- On timeout: automatic release after X days
Can the customer cancel while pending?
Yes, pending bookings can be cancelled by the customer at any time. Credits will then be released.
How long can a booking remain pending?
By default 7 days, after which it is automatically declined. Configurable in settings.