Overview
The booking management system is the core of your club’s reservation operations. You can create bookings for areas, classes, or instructors, manage their status, track payments, and handle cancellations. The system automatically calculates pricing, checks availability, and integrates with your billing system. Key capabilities:- Multi-Type Bookings: Create bookings for areas, classes, or instructors
- Availability Checking: Automatically verify availability before booking
- Pricing Calculation: Automatic price calculation based on duration and rates
- Status Management: Track booking status (confirmed, pending, cancelled)
- Recurring Bookings: Set up repeating reservations
- Payment Integration: Link bookings to invoices and transactions
- Conflict Prevention: Prevent double bookings and scheduling conflicts
Managing Bookings
Viewing All Bookings
- Navigate to Operations → Bookings in the admin panel
- Use the tabs to filter bookings:
- All: All bookings in your system
- Upcoming: Future bookings only
- Past: Completed bookings only
- Click on any booking to view detailed information
Understanding the Bookings Grid
The bookings grid shows:- Member: Contact name and information
- Date & Time: When the booking occurs
- Duration: How long the booking lasts
- Type: Area, class, or instructor booking
- Status: Current booking status
- Price: Total cost of the booking
- Actions: View details, edit, or cancel options
Booking Statistics
The top of the page shows:- Total Bookings: All bookings in the system
- Upcoming Bookings: Future reservations
- Past Bookings: Completed bookings
- Revenue: Total income from bookings
Creating Bookings
Adding New Bookings
- Click “Add Booking” in the top right
- Fill in the booking details:
- Booking Type: Choose area, class, or instructor
- Member: Select from your contacts
- Date & Time: Set start and end times
- Duration: Automatically calculated
- Notes: Additional information
- Status: Confirmed or pending
- Click “Save” to create the booking
Booking Types
Area Bookings
- Court Reservations: Tennis, basketball, volleyball courts
- Room Bookings: Meeting rooms, studios, fitness rooms
- Field Bookings: Soccer fields, baseball diamonds
- Pool Bookings: Swimming pools, hot tubs
Class Bookings
- Group Classes: Fitness classes, yoga, pilates
- Training Sessions: Personal training, coaching
- Workshops: Special events and seminars
- Private Lessons: One-on-one instruction
Instructor Bookings
- Personal Training: Individual coaching sessions
- Private Lessons: One-on-one instruction
- Consultation: Member consultations
- Assessment: Fitness assessments
Recurring Bookings
- Enable “Recurring” when creating a booking
- Set recurrence pattern:
- Daily: Every day
- Weekly: Specific days of the week
- Monthly: Same date each month
- Set start and end dates for the series
- The system creates individual booking instances
Booking Details
Viewing Booking Information
- Click on any booking in the grid
- View comprehensive booking details:
- Booking Information: Date, time, duration, status
- Member Details: Contact information and history
- Area/Class Details: Facility or class information
- Payment Information: Pricing and payment status
Booking Status Management
Confirming Bookings
- Click “Confirm” for pending bookings
- System automatically creates transaction
- Booking status changes to confirmed
- Member receives confirmation
Cancelling Bookings
- Click “Cancel” for confirmed bookings
- Add cancellation reason
- System creates cancellation transaction
- Booking status changes to cancelled
- Member receives cancellation notice
Payment Integration
The booking system automatically:- Calculates Pricing: Based on duration and rates
- Creates Transactions: Links bookings to billing
- Generates Invoices: For payment processing
- Tracks Payments: Monitors payment status
Common Tasks
Setting Up Court Reservations
- Create area booking for tennis court
- Select member from contacts
- Set date and time (e.g., 2:00 PM - 3:00 PM)
- System calculates price based on hourly rate
- Confirm booking to make it active
Managing Class Bookings
- Create class booking for fitness class
- Select member and class
- Set date and time
- System checks class capacity
- Add to class participant list
Handling Personal Training
- Create instructor booking
- Select member and instructor
- Set date and time
- System checks instructor availability
- Calculate pricing based on instructor rate
Processing Cancellations
- Find the booking to cancel
- Click “Cancel” button
- Add reason for cancellation
- System creates refund transaction
- Notify member of cancellation
Booking Policies
Availability Rules
- Operating Hours: Bookings must be within area hours
- Advance Booking: How far ahead members can book
- Duration Limits: Minimum and maximum booking times
- Capacity Limits: Maximum participants per booking
Cancellation Policies
- Time Limits: How close to booking time cancellation is allowed
- Refund Rules: Full or partial refund policies
- No-Show Policy: Consequences for missed bookings
- Rescheduling: Rules for changing booking times
Payment Policies
- Payment Timing: When payment is required
- Deposit Requirements: Upfront payment requirements
- Refund Processing: How refunds are handled
- Late Payment: Consequences for overdue payments
Tips & Best Practices
- Regular Monitoring: Check bookings daily for conflicts
- Clear Communication: Notify members of changes promptly
- Capacity Management: Monitor class and area capacity
- Pricing Consistency: Keep rates competitive and fair
- Cancellation Handling: Process cancellations quickly
- Member Service: Provide excellent booking experience