How Book the Circle fits together

Choose Weekly Class, One-Day Workshop, Course, or Retreat first. Sensible options are pre-selected and advanced settings are tucked neatly under "(more options)".

Define a recurring class (weekday, time, venue, teacher, capacity), then generate a whole term of dates at once—skipping holiday weeks and copying prices & questions automatically.

Guests pick their room on the booking form (single, twin, dorm…), each with its own places left. Every room type has its own number of beds, and the room comes off the form when it's full.

Add a per-person extra for a room (e.g. £100 for a single), let a shared room be booked as a single, and offer that only once the single rooms are full. Guests can ask for priority if a single frees up.

Offer camping places (one person each, no extra unless you set one), and hide a room type from the website while you wait for the venue, without deleting it.

Group multiple dated sessions inside one event (e.g. a 5-weekend training), each with optional labels, capacity, per-date reminders, and per-date check-in.

Tick "Drop-in?" on a price option to sell individual drop-in dates right alongside the full course booking option.

Bookers tick the specific dates they can attend, with per-date capacity protection and an optional percentage discount if they select every date.

Displays a "This Week" card, compact rows with date chips for weekly classes, and dedicated showcase cards for one-off workshops, courses, and retreats.

Database-level locking makes overselling impossible. Optionally display "X places left" on each event page.

Publish, draft, or cancel single-day or multi-day events complete with cover imagery, venue details, and map links.

A main picture of any shape on the card and page, plus as many extra pictures as you like in a gallery underneath, with captions, in your order.

Copy selected events as drafts or copy booking questionnaires directly from an earlier workshop.

Add About, Venue, and custom pages to your site menu alongside a built-in contact form so Book the Circle can serve as your complete website.

Point selected events to an external partner venue link, or use the cached JSON feed to display upcoming dates on another website.

Create any number of named tiers (e.g. Thriving / Striving / Surviving) with minimum and maximum places per booking and per tier.

Let guests type the amount they can afford, with a minimum floor and an optional suggested guide amount.

Early-bird prices replace full prices in their group until your deadline (defaults to 23:59), then full prices take over automatically.

Create off-menu prices revealed only when you share a private signed link—ideal for volunteers, assistants, or scholarship places.

Percentage or fixed-amount codes scoped to all or selected events, date windows, and usage limits—validated live on the booking form.

On class pages, students choose to pay for this class, use an existing pass, or buy a pass (showing the per-class saving) and return straight to the class.

Simple classes book on one fast screen; events with questions, dates, or instalments use three clear steps with the running total always in view.

Bookers can add a solidarity contribution in the same Stripe payment. The admin Solidarity Fund ledger tracks money in, places funded ("Paid via: Solidarity fund"), and current balance.

Holds a guest's spot for 30 minutes while they complete checkout, and automatically releases unpaid holds every hour.

Guests submit an application first; once you approve them in the admin, the platform emails a time-limited checkout link.

Health checklist, policy agreement, yes/no, single/multi-choice, short/long text, mailing opt-in, and reusable question libraries across events.

Health answers are admin-only, never included in CSV exports, and automatically deleted 30 days after the event (unless the guest ticks "keep for future").

Sold-out events, single dates and rooms offer a waitlist. When a place frees up, the next person is emailed and the place is kept for them; if they don't book in time it moves on to the next.

Maintain separate terms for Weekly Classes vs Residential Retreats, and record the exact policy version agreed on every booking.

Record assistant spots (with custom amounts or in-kind notes), cash payments on the door, or complimentary guests while keeping capacity accurate.

Offer unlimited classes that renew monthly or yearly via Stripe, or single-payment passes valid for N days.

Sell bundles (e.g. 5 or 10 classes) with optional credit rollover. If a booking is cancelled, the credit is automatically returned to the student's pack.

One emailed link signs the student's device in for 90 days—no passwords to forget—and brings them straight back to their class.

Pass holders claim covered series classes at £0 in one click, while Stripe webhooks handle renewals and past-due card notifications automatically.

Every payment lands directly in your own Stripe account. The 2% platform fee is deducted automatically and refunded proportionally if you refund a guest.

Take a deposit (% or £) followed by scheduled payments, or the rest in cash on the day. Payment links are emailed 3 days before each due date and overdue instalments are gently chased.

Issue a refund in one click from the booking (with automatic confirmation email), or give credit instead that comes off their next booking. Cancel a whole event in one step. Plus friendly retry links if a guest abandons checkout.

Customise confirmations, receipts, 24h & 2h class reminders, instalment links, waitlist alerts, and pass emails—protected by a send log that prevents duplicates.

One menu link shows upcoming & past bookings, active passes, next instalment payment button, Stripe card management, and GDPR data download.

Set tiered refund bands (e.g. 60+ days 100%, 30–59 days 50%, 14–29 days 25%). Guests see the exact refund band and pound amount before confirming (or can take credit instead, if you allow it), and the freed place goes to your waitlist.

Linked from every event page and footer, explaining in plain English only the specific features you have switched on for your site.

A short email at 7am on days when something is on: today's events with places taken and any waitlist, plus anything waiting for you, each with a link.

Open your phone at the door, tap each student's name as they arrive, see flags for pass usage, money owed, or health notes, and add walk-ins on the door. Give helpers a check-in-only login.

Print a clean A4 tick-box register (great when rural retreat venues have no mobile signal) plus individual printable Client Cards and privacy-safe CSV exports.

The event overview lists every room with the names of the people in it, and anyone not placed yet. Move someone to another room from their booking in one click.

Run on yourname.bookthecircle.com or your own custom domain with your own colours, fonts, and complete data isolation.

Hide any feature you don't use with a tick-box so your admin stays uncluttered, plus an optional Easy-Read mode with larger black text and underlined links.

Plain-English help pages linked directly from every admin screen, with step-by-step pictures that read top to bottom on a phone, and a printable A4 Organiser's Guide.

Automatic monthly fee & revenue statements on the 1st of each month, backed by nightly encrypted backups, health monitoring, and two-step staff security.

Moving from Eventbrite, Bookwhen, Workshop Angel or a spreadsheet? Upload their CSV and the people already booked land on your register, check-in list and reminder emails.

Sell private sessions next to your classes: set your weekly hours and session types (length, price or free, in person, online or phone), and guests pick a free time from a calendar.

While any of your events is on, plus your prep and travel time, nobody can book a 1-to-1. Partners can each have a diary and close it only for the events they teach.

Busy times in your Google, Apple or Outlook calendar are kept out of the diary, and with Google each booking is written straight into your calendar.

Block a morning, take a week off or open different hours on a single date, straight from a week view of your diary.

Paid sessions go through your own Stripe with a 30-minute hold while the guest pays. Free intro calls go straight in. Tick “needs my approval” on any session type to confirm each request yourself.

Each guest gets a confirmation with a calendar file, a reminder the day before, and a private link to move or cancel up to your notice period. Online sessions send the meeting link to booked guests only.

Confirm a request, cancel with an automatic card refund, refund a session the guest cancelled, or mark a no-show. Every step emails the guest for you.