Bookings

What this page is for

Every booking at the gym is listed here: class places, trainer sessions and room hires, whether made at the desk or by the client online. From here you book clients in, check them in, approve room requests and cancel bookings.

What you see

The heading with the total number of bookings.
New booking — only if your role may create bookings.
Export — Excel, CSV, PDF or Print of every booking that matches your filters.
Search client or service…, a status filter (All statuses, Awaiting approval, Pending, Confirmed, Checked In, Completed, Cancelled, No Show, Released (no-show auto)), and From date / To date.
The list — Client, Service, Date & Time, Trainer, Status, Payment and Amount. A room hire shows as "Room hire". A waitlist place says On Waitlist.
Booking Details — click a row to open it. It shows the trainer, room, notes, amount due and paid, attendance, and the buttons you may use.

How to book a client in

Press New booking and choose the client. Blacklisted or suspended clients can't be booked.
Pick a tab: Class, Trainer or Facility.
• Class: choose a date, then a session. A full session with room on its waitlist can still be picked: the client joins the waitlist and nothing is charged.
• Trainer: choose the Session type, the trainer, the date, the Start time and the Duration. Only times inside the trainer's schedule are offered.
• Facility: choose the facility, date, start time and duration.
Add Notes and a Discount code if the client has one. Press Apply.
Check the price: Price before VAT, any voucher, and To pay. This is what will be charged.
Choose the Payment: one of the gym's payment methods, Send payment link, Membership credit or Pay later. With a membership credit, choose which membership pays if there is more than one.
Press Create Booking (or Add to waitlist for a full class).

How to check a client in

Open the booking.
Press Check In Client. If the booking is not today, you are asked first.
If the client did not come, press Mark No-Show instead.

How to approve a room request

Filter by Awaiting approval and open the booking.
Press Approve, or Reject and add an optional note.

How to cancel a booking

Open the booking and press Cancel Booking.
Read the question — it names the client, service and time — and press Cancel Booking to confirm, or Keep booking.

Good to know

Check-in and no-show need the right to update bookings (or to manage attendance). Cancelling needs the right to delete bookings.
Staff whose role sees only their own bookings see only bookings they lead.
A checked-in booking can't be cancelled. Give money back with a refund on Payments instead.
Cancelling frees the place, and the first person on the waitlist moves up. A membership credit goes back to its membership, a voucher use is given back, and an open payment link is closed. Money paid is not returned automatically: refund it from Payments.
A waitlist place has no seat, so it can't be checked in or marked a no-show. The client pays when moved up.
If a room names an approver, only that person or the gym owner can approve or reject its requests. If it names none, anyone allowed to update bookings can. Rejecting a paid request gives the money back.
The desk can't book a closed day, a class that has ended, the same client twice in one session, a trainer outside their schedule, or a room that is inactive or closed.
Bookings a client did not show up for can be released by the room's auto-release rule. They show as Released.

Common questions

Where do I take the money for a cancelled booking back? On Payments, with a refund. Cancelling alone does not return money.

Why can't I pick a time with a trainer?
They have no schedule block that day, or the session would end after their working time. Set their hours on the Schedule page.

Why does the price differ from the service's base price?
Pricing rules, VAT and vouchers are applied. The form shows the real amount before you book.

The client paid by credit. What does Amount show?
It says the booking was paid with a membership credit, and its value.