Manage bookings

Overview

This article guides you through the process of Booking a Member into a Session.
The article is divided into the following fourteen topics:

Prerequisites
   Role
   Scope
Use case
   Class sessions
   Ad-hoc class sessions
   Personal training sessions
   Administrative sessions
Navigation
   Branch level
Book a session
Cancel a booking
Check-in a member
Cancel a check-in

 

Prerequisites

Role

All Roles permit Staff members to Book a Session.

 

Scope

You must have at least one Role in the Branch you wish to Book a Session.

 

For more information on Roles, click here.
For more information on Permissions, click here.

 

Use case

Sessions define the time an event occurs and contain a registry of the Members that will be attending.
Booked Members can be "Check-in" to confirm their attendance.
Sessions are created at Branch level and enable you to Book Members into:

 

Class sessions

A Group Fitness Class session.
A Class must be created first. For information on how to create a Class, click here.
e.g. Earlybird, Bootcamp, Crossfit, Zumba, Yoga and Pilates

 

• Class session colours are derived from the Class settings
• displays Bookings / Max capacity
• indicates the Session is available online
• indicates the Session is repeated weekly

 

Ad-hoc class sessions

A Class created on the fly.
e.g. A special one-off Class

• Ad-hoc Class sessions colour is always black
• displays Bookings / Max capacity
• they cannot be Booked online
•  indicates the Session is repeated weekly

 

Personal training sessions

Personal Training sessions or one-on-one training.

• Personal Training sessions colour is always black
• displays Bookings / Max capacity
  Max capacity is usually set to one, as Personal Training sessions are usually one-on-one
• they cannot be Booked online
•  indicates the Session is repeated weekly

 

Administrative sessions

Meetings, appointments, reminders or tasks for Staff members

• Administrative sessions colour is always black
• displays Bookings / Max capacity
  Max capacity is not usually set, therefore only the Booked Members are displayed
• they cannot be Booked online
•  indicates the Session is repeated weekly

 

Navigation

Members are Booked into Sessions via the Calendar within Branch level:

 

Branch level

To Book a Member into a Session:
Navigate to Branch level (blue menu)
Select a Branch (optional)

Click on Calendar

All Class sessions, Ad-hoc Class sessions, Personal Training sessions and Administrative sessions are displayed:

Note: The default Calendar view is Day view, however, the above image displays the Calendar in Week view.

Click on the Session you want to Book a Member into.
The Session panel is displayed, containing details of the Session, and a list of Booked Members:

 

Book a session

To Book a Member into a Session:

		In Calendar, select the Session the Member wants to Book
		Booked Members are displayed at the bottom of the Session panel,
		Search for a Member using the search box More information on searching here
		Click the Member's name
		The Member will now appear in the list of Booked Members for that Session

 

Cancel a booking

To cancel a Member's Booking:

		In Calendar, select the Session you want to cancel a Member's Booking
		Booked members are displayed at the bottom of the Session panel
		Click on the three vertical dots (on the right-hand side of the Member you wish to remove the Booking for)
		Select Remove from the Contextual menu

 

Check-in a member

To register Member attendance, you can check Members into the Session as you take a roll of attendees. This is useful for billing purposes or fire evacuation safety.

To Check-in a Member:

		In Calendar, select the Session you want to check Members into
		Booked members are displayed at the bottom of the Session panel
		Click on the three vertical dots (on the right-hand side of each Member you wish to Check-in)
		Select Check-in from the Contextual menu

 

Alternatively, to Check-in a Member:

		Navigate to the Member list
		Select the Member you want to Check-in
		Select the Activities section (top of the screen)
		Click on the three vertical dots (on the right-hand side of the Class Activity)
		Select Check-in

 

Cancel a check-in

To cancel a Check-in:

		In Calendar, select the Session where the Member is Check-in
		Booked members are displayed at the bottom of the Session panel
		Click on the three vertical dots (on the right-hand side of the Member you wish to cancel the Check-in)
		Select Cancel check-in from the Contextual menu