Managing participants
As an admin you have full control over the participant lists of your courses. Here you will learn all the management functions.
Accessing the participant list
Via the calendar
- Go to Calendar
- Click on a session
- Choose "Participants"
Via courses
- Go to Courses
- Select the course
- Click on a session
- Tab "Participants"
Overview
The participant list shows:
| Column | Information |
|---|---|
| Name | Customer name with profile link |
| Status | Confirmed, checked in, no-show |
| Booking time | When the booking was made |
| Credit type | Which package was used |
| Notes | Special notes |
Filters
- By status (all, checked in, pending)
- By booking time
- By package type
Sorting
- Alphabetically
- By booking time
- By check-in status
Adding participants
Customer with credits
- Click "Add participant"
- Search for the customer
- System checks credits
- Create the booking
Without credits/payment
- Click "Add participant"
- Search for the customer
- Choose "Without credit/payment"
- Optional: enter a reason
Walk-in (new customer)
- Click "New walk-in"
- Enter name and email
- A customer account is created
- Booking is made automatically
Removing participants
Regular cancellation
- Select the participant
- Click "Cancel"
- Choose: refund credits?
- Confirm
Special cases
Remove no-show:
- Participant did not attend
- Credits depend on settings
Admin cancellation:
- Without customer notification
- For internal corrections
Bulk actions
Select multiple
- Activate checkboxes
- Or "Select all"
Available actions
- Check in all: Mark all as present
- Send email: Message to selected participants
- Export: List as CSV
- Cancel: Cancel multiple at once
Waitlist
Display
Below the participant list you see:
- Waitlist position
- Wait time
- Contact
Move up
- Select the waitlist entry
- Click "Move up"
- System checks credits
- Booking is created
Notify manually
If automatic move-up is disabled:
- Contact the customer
- Ask whether they are still interested
- Book manually
Notes & Flags
Participant note
For a specific session:
- Click on the note icon
- Enter text
- Visible to trainers
Customer note
In the customer profile, applies permanently:
- Allergies
- Injuries
- Special needs
Color flags
Quick visual indicators:
| Color | Meaning |
|---|---|
| Green | Checked in |
| Yellow | New/first time |
| Red | Attention (note present) |
| Gray | Pending/waitlist |
Export & Print
PDF list
- For the instructor
- To post on a notice board
- With/without contact details
CSV export
- For Excel/Sheets
- All columns
- With booking details
- Click "Print"
- Choose format
- Check the preview
Communication
Contact individually
- Email from the list
- Click on the contact icon
- Predefined templates
Contact the group
- Select all
- "Send email"
- Compose the message
- Send
Example templates
- "Course change"
- "Reminder"
- "Feedback request"
- "Welcome new customers"
Frequently asked questions
Can I change the order?
The order is based on booking time. You can sort, but cannot reorder manually.
What does "overbooking" mean?
When there are more participants than spots available:
- System warning
- Manual review required
- Cancellation/rebooking may be necessary
How do I identify regular customers?
In the customer profile you can see:
- Number of previous bookings
- Booking history
- Favourite courses