☰ Contents Page 10 of 27 · Bookings & money

Bookings

From the organiser's Help guide. This is the page an organiser reads inside their own admin, exactly as they see it. On the demo you can read it but not open the admin behind it.

What happens when someone books

On the day, and afterwards

Bookings → Bookings

• Find someone — search by name, email or booking reference.
• Check people in on your phone — on Today (the admin's front page) press Check in beside the class under Coming up this week (or Bookings → Check People In, or Check in at the top of the event's page). Pick the event, then tap each name as they arrive; tap again to undo. The count at the top shows how many are here. For a course, choose the date at the top: it starts on today's. Search by name. It needs a signal; if you might not have one, print the A4 register as a back-up.
• Someone turns up without booking — press Add someone on the door at the bottom of the check-in page. Type their name and email, choose the price (or the amount for pay-what-you-can) and press Cash taken or Pay by card. Cash books them in straight away and writes down who took it (see below). Card opens the usual secure card page: hand them your phone, or they can pay on theirs; until it's paid they sit under Waiting for a card payment, where you can open the card page again or press Cash instead. A free (£0) price just books them in. Check-in helpers can do all of this too.
• "£X to pay" beside a name — they paid a deposit and owe the rest on the day. Press Cash £X taken or Card £X right there on the check-in page (or Cash received on their booking page).
• Who took the cash — every handful of cash taken at the door is listed under Money → Cash Taken: when, who paid, how much, and which of your team took it. It can't be edited afterwards, so it's the list to count the float against.
• Or from the computer — open someone's booking and press Mark as checked in, or select several in the Bookings list and use the Mark selected as checked in action.
• The Bookings list shows bookings for events still to come. Choose When: Past or All to see older ones. Click a guest's name to open their booking page: what they booked and paid, their answers, your notes, and a button for each thing you can do to the booking.
• Their answers — the booking page shows what they told you; health answers are kept to their client card (press See client card). They stay in here, and never go into the spreadsheet.
• 🖨 Client card — press Client card & print on the booking (or 🖨 in the list): one printable page per person: contact, dates, what they paid, and all their answers. Press Ctrl/Cmd + P. This is the one to use if you want answers on paper.
• 🖨 Register — open the event and press Print register for an A4 sign-in sheet. See Events.
• Spreadsheet — select bookings and use Export selected to CSV. It's a register: names, emails, dates, amounts, who's checked in. No questionnaire answers of any kind, so it's safe to print or pass around.
• Cash in advance, or a comp place — press Record a booking on Today and set Paid via to Cash or Complimentary. Set Role to Assistant if that's what they are, with a note of what they give in kind. (On the day itself, use Add someone on the door on the check-in page instead: it logs who took the cash.)
• Solidarity fund — under Money → Solidarity Fund. It shows what guests have added to their bookings, the places the fund has paid for, and what's left. To give someone a reduced or free place from it, press Give a funded place, choose the event, and set Amount to what the fund covers.
• Refund — open the booking and press Refund (it asks you to confirm, then refunds through Stripe and emails them). Only a full admin can refund. For several at once, tick them and use the action Refund and email guest (card payments).
• Cancel without a refund — open the booking and press Cancel without refund. The place is freed, a pass class goes back on their pass, any payment plan stops, and we email them. Use this for cash, free and pass bookings too.
• Move to another date — on a weekly class, or a drop-in booked by the date, press Move to another date on the booking and choose the new date. No money changes hands, so it's only offered where the price is the same; otherwise cancel and rebook. We email them the new date. Resend confirmation sends their booking email again.
• Cancel one date of a drop-in — when someone booked several single dates and can't make one, open their booking and press Cancel one date. Choose the date; for a card booking the owner can refund that date's share (what it cost them, discounts included) or cancel it without a refund. A pass booking gets the class back. Their other dates stay booked and we email them. It isn't offered on a booking for just one date (cancel the whole booking instead) or for a booking on a payment plan.
• Cancel a whole event — open the event and, under More, press Cancel this event. You see exactly what will happen first: card bookings refunded in full, pass classes given back, cash and complimentary places cancelled (you settle any cash yourself, and the page lists who), and everyone emailed with your message if you write one. The event comes off your site. Only a full admin can do it. If a refund doesn't go through, that booking stays paid and the event page offers Finish cancelling to try again.
• Cancel and give credit — instead of a refund, open the booking and press Cancel and give credit. Choose how much (it starts at what they paid) and the use-by date (12 months unless you change it), and we email them. Their credit comes off what they pay next time they book with the same email. See every credit under Money → Credit: what's left, what it was spent on, and the use-by date, which you can change any time. You can also add credit by hand there. Cancelling a whole event offers Give credit instead too. Only a full admin can give credit.
• Guests cancelling themselves — if the event's terms set allows it, guests can cancel from My bookings while one of its refund bands applies, and get that band's share back. On a drop-in booked for several dates they can also cancel just one date, with the band counted from that date. They need to have opened an emailed link on that device in the last day. The booking shows as Cancelled (or Refunded), with a note saying they did it online, and you get an email. If you switch on Guests cancelling online can take credit instead (Site Settings → Features → Credit), they can choose credit for the full amount they paid instead of their refund band's share. See Terms & conditions.