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Book a class or course and take the register

Goal​

Give a customer a place in Tuesday's yoga or on the beginners' swimming course, and on the day mark who was there.

Prerequisites​

  • You hold Sports & Leisure — receptionist or centre manager to book. To mark a register you may also be the session's instructor.
  • The session is Scheduled, or the course Open for booking — see Run classes and Run a course.

Steps​

  1. Open the session from Classes → Timetable (or the course from Classes → Courses). On its Bookings tab, select New, choose the Customer, and Save. When it is and what it is for are filled in from the session.
  2. Select Confirm. The booking is checked and priced as a court booking is, and the session shows one more place booked.
  3. To cancel, open the booking and choose Cancel booking → Cancelled by the customer (or by the centre, or No-show).
  4. To take the register, open the session's Attendance tab. Open each line and select Present, Absent or No-show.
  5. To record a visit with nothing booked — somebody using the gym — open Classes → Attendance, select New, and choose the Customer and the Location.

What happens behind the scenes​

A place is booked exactly as a court is: the customer must be active, a member must have an active membership that includes the activity (or gives a discount on it), and every booking rule applies. A place is for one person — book a party a place each. A course is booked once, for every session.

The price comes from the price list. A place is priced a person: a price rule charged A person for the activity sets it — Yoga — weekends, £12 a place — and otherwise the session's own Price a place does. A membership that includes the class makes it £0, and a discount takes its percentage off. How the price was worked out on the booking says which.

Confirming writes the register: one line for a class, one for each session of a course. Cancelling the booking marks its lines Cancelled, refunds it by the class's or course's cancellation policy, and frees the place.

Marking No-show does not change what the customer paid. Whether they are charged is the booking's: cancel it as a No-show and nothing is refunded.

Troubleshooting​

  • "Yoga is full — all 20 places are booked." — every place is taken. A place given back by a cancellation can be booked again.
  • "… does not include this, so member … cannot book it." — their membership gives nothing for this activity. Somebody who is not a member books at the full price.
  • "… is planned, not yet scheduled, so it cannot be booked." — schedule the session, or open the course, first.
  • "A place is for one person — make a booking for each."
  • "A class or a course is booked from its session or its course." — choose the session or course on the booking rather than typing its type.