Book in and manage participants
In the Manager you book people in yourself, for example at the front desk, after a phone call or for regular customers. This page shows how booking someone in works and what you can do in a session's participant list.
How do I quickly book someone in?
The quickest way is Book someone in:
- On the Dashboard, tap Book someone in at the top.
- Offering: choose the offering and below it the session.
- Person: search for the person by name or email and tap them. If they are new, you create them as a guest (see below).
- Payment: choose the payment method and check the price.
- Tap Book in.
The Manager then reports "… has been booked in." With Send confirmation email (on by default), the person receives the same booking confirmation as for a booking they made themselves.
Other ways to book someone in:
- In the session: Add participant at the bottom. The session is then already selected, and it continues with Person.
- On the dashboard in the card with the next session: Book someone in.
- In the customer sheet: Add participant at the bottom. The person is then preselected.
Admins can always book people in. Trainers need the right to add participants.
Offering step when booking someone in
In the Offering step you search with Search offering … or filter with All, Fixed dates, Blocks and Open slots. Each card shows the next session, the price and how many spots are free. When you tap an offering, its sessions expand:
- Fixed sessions: list of the next sessions with free spots. Full sessions are shown with "Full … · can overbook".
- Blocks: list of blocks. A running block has the note "already started".
- Free time selection: calendar with the free times, with a choice of duration and number of people if needed. Under Another time you can also assign a time outside your availability. Anything already occupied stays blocked.
Person step: choose a customer or create a guest
In the Person step, Recently booked is at the top and All customers below it. The search finds name, email and membership number. Anyone already booked for this session has the Booked badge and can't be chosen again. Customers with the status Inactive aren't in the list.
Book in as a new guest ("Guest Booking" addon): for a person without an account, you enter First name, Last name and Email, while Phone (optional) is optional. If the email already belongs to an account, the Manager shows "This email already belongs to … The booking will be assigned, no duplicate is created." Without the addon, a note with the way to the Addon Store appears here.
Payment step when booking someone in
In the Payment step, you choose under Payment method:
- On site: collected on site.
- Bank transfer/PayPal: payment by bank transfer or PayPal.
- Credits: deducts credits from the person's account. Only for customers with an account, not for guests, and only if the offering accepts credits. This also works for a complete block, which then deducts the credits of the block. If it is not possible, the entry shows the reason, for example "not for this offering". Only credits that apply to this offering count as available. If a package only applies to another category or trainer, the entry says so, and without matching credits you cannot choose Credits.
You can adjust the Price. With 0 the booking is free, and if the price differs, the standard price is shown next to it. There is no online card payment when booking someone in.
With the "Invoicing System" addon, payment on site or by bank transfer with an amount above 0 creates an invoice with the status pending. If the person's address is missing, the Manager asks for Street + no., Postcode and City under Billing address before you can book them in.
What is different when you book someone in compared to customer bookings
When you book someone in yourself, some rules of customer bookings don't apply:
- The booking is confirmed immediately, even for offerings that otherwise run on request.
- Booking window and booking cutoff don't apply.
- You can also book people into private offerings.
- Full sessions: the Manager asks "This session is full … You can still book, the session will be overbooked." With Book anyway you book beyond the capacity. This doesn't work with companions, where enough spots have to be free.
- Already booked: if the person is already booked, the Manager reports "This person is already booked in here."
Blocks, companions and booking for someone else
Blocks: if you choose a session that belongs to a block, the Payment step asks under Book into whether you book the Entire block or Only this session. The default is Entire block. The price for a single session is the block price divided by the number of sessions.
Companions ("Group Booking" addon): for a customer with an account, you can book further people along in the Person step under Companions, or create new ones with Add companion. If the customer is already booked, the chosen companions are added to their booking. With companions, there is no payment with credits and no entire block.
For someone else: with Booking for someone else, the customer's own spot is dropped. Only the people you choose or enter under Who takes part? take part, for example a child. The account pays and receives the email.
You book several independent people in one after the other, each in their own round.
A session's participant list
Tap a session in the calendar to open the participant list. At the top you see how many spots are taken and free. The list has three tabs:
- Confirmed: all active bookings, including open requests. For each person, the amount, payment method, when they booked and, if you are allowed to see them, email and health notes are shown.
- Waitlist: the people waiting, with the Promote next person button ("Waitlist" addon).
- Cancelled: cancelled bookings with a note on who cancelled and any message sent along.
In the Confirmed tab, you write an email to all participants with Email all.
Actions for individual participants
The three dots next to a person offer:
- Check-In or Undo check-in ("Digital Attendance" addon)
- Open customer profile
- Send email
- Note on this session ("Documentation" addon)
- Rebook ("Rebooking" addon)
- Cancel booking
If an addon is missing, the entry leads to the addon's page.
Export or print the participant list
You export the participant list in the session via the share icon at the top: under Export participant list you choose Export PDF or Export CSV.
- The PDF is a checklist with participants, cancellations and the waitlist, good for printing.
- The CSV file contains, among other things, name, email, phone, status, booking date, payment method and amount.
Frequently asked questions
How do I quickly book someone in? On the dashboard, tap Book someone in, choose the offering and session, choose the person, choose the payment method and tap Book in.
Can I book someone in without a customer account? Yes, with the "Guest Booking" addon via Book in as a new guest. You need first name, last name and email.
Can I overbook a full session? Yes. When you book someone in, the Manager asks you to confirm, and with Book anyway you book beyond the capacity.
Can I book someone in for free? Yes. In the Payment step, set the Price to 0.
Where can I see who is attending a session? In the session, in the Confirmed tab. To get there, tap the session in the calendar.
Can I print the participant list? Yes. In the session, choose Export PDF via the share icon.