Bookings

A booking is the unit of revenue. Every reservation - a member joining a class, renting an area, booking a one-on-one with an instructor, or buying an event ticket - is stored as a booking row with one or more transactions attached. Members book themselves from the app, portal, website, or kiosk, and the front desk and managers create bookings for them in the admin.

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When to use it

Because every reservation is a booking, staff handle them all the same way: one list, one detail page for payment, check-in, cancellation, and notes, and a full money trail of transactions, payments, and refunds per booking. You create bookings in the admin for phone and walk-in reservations, and you open existing ones to take payment, check a member in, or cancel. Typical uses:

• A padel court booked over the phone - reception records tonight’s court for a regular, collects the balance at the desk when they arrive, and gives each doubles player their own share.
• A personal-training session covered by a plan - book the coach, then switch the entrance to the member’s membership so the booking carries no charge.
• A standing weekly court - reserve the same court every Tuesday at 18:00 for the whole season in one go, then edit or cancel a single week without touching the rest.
• A drop-in class paid in cash - record the class booking and the payment at the desk, without sending a confirmation email the member doesn’t need.

See Worked examples for the steps behind each of these. If you haven’t picked a check-in flow yet, start with Check-in models. The payment and cancellation rules are set per booking policy.

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The list page

The list page lives under Schedule > Bookings (open it from the calendar’s More actions menu); the detail page is where you handle payment, check-in, cancellation, and notes. The bookings list has four tabs with live counts: All, Upcoming, Past, and Cancelled. Upcoming is the default tab. Each tab is paginated and sortable; the cancelled tab uses a dedicated endpoint with a leaner response shape. Click any row to open the booking detail page. Click Add booking in the top right to create one from scratch.

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Creating a booking

The booking dialog has three sections:

• Contact - pick the member from your contacts. If the matching booking policy allows anonymous bookings, the contact is optional and admins can record bookings for people who don’t have a profile yet.
• Type - pick Area, Class, or Instructor. Each routes to its own selector (gym filter applies). Selecting a class also locks the date/time to the class occurrence.
• Schedule - start time, end time, and notes. The booking duration step from the policy controls how the end time snaps to allowed lengths.

The price breakdown appears below the type section. It shows the line item (area price per hour, instructor price, or class price), any promotion or manual price adjustment, and the total. If membership benefits or external programs cover the booking, that’s reflected here. At the end of the create form, Send confirmation email controls whether the member gets the confirmation. It’s checked by default; uncheck it when you’re recording a booking that’s already been communicated out-of-band. The checkbox is only on create - editing an existing booking does not re-send confirmation. Bookings created from the admin dashboard are confirmed without payment, whatever Enforce payment says, so you can record a reservation that will be paid later. The balance stays owed until you collect it. See Booking policies for the three enforcement modes.

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Warnings and scheduling conflicts

The booking dialog tells you what a slot crosses before you save, on one line on the left of the footer, next to Add. The footer stays in view while you scroll, so the note is there when you click. There are three kinds of note.

• A rule for members - the slot is outside the booking policy’s notice, advance-booking, duration, or grid limits, outside the working hours, outside who the area or class is open to, or the member’s deposit is short of a deposit rule. These rules bind members booking for themselves, not staff. The note reads like “Members book up to 7 days ahead”, the button stays Add, and the first click books it. The working hours, the audience, and the deposit are checked when you save, so the confirmation names them if they apply.
• The coach’s schedule or a blocked area - the instructor is on time off, on a break, or outside their working hours, or the area is blocked. The note reads like “Instructor on time off”, and Add books past it on the first click. The booking records the override: who made it, and what it went past.
• A genuine conflict - the court or the coach is already booked for that time. This opens a dialog that names exactly what’s being overlapped (an existing booking, a class, a blocked period, time off, or a break) and requires a note before you can save. The note is stored on the booking and shown on its calendar card, so anyone glancing at the schedule can see the overlap was deliberate - useful for something like two half-court groups sharing one tennis court, or a one-off exception the team has agreed to.

A live event taking over an area or an instructor is never overridable - that stays a hard stop. If something changes after the dialog checked the slot - time off entered a moment ago, say - and your role can book past it, the save still goes through and the confirmation names what it booked past. You are never asked to press the same button twice.

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The booking detail page

The detail page header shows the booking title with status chips (confirmed, pending, cancelled, paid/unpaid) and a row of actions: Add payment, Notify participants, Edit, Cancel, and (when the booking is pending) Confirm. Once a booking is confirmed and within the check-in window, an Add check-in action also appears. The body uses a two-column layout. The left column is the info table: created at, created by with the booking source (one of admin, portal, app, network, website, kiosk, integration, api), customer or coach, recurrence summary, entrance method, and any discount. The right column lists Players for area bookings whose area type allows multiple participants (each player can carry their own per-share payment) and shows a yellow note card if the booking has notes. When the booking is part of a multi-line order, the order summary is rendered alongside the info table so you can see the other lines and the order total. Cancelled bookings show a red alert at the top with the cancellation reason, timestamp, and the user who cancelled. Event-ticket bookings are titled with the event name, the order line item names the event and ticket type, and the booking’s transaction reference reads Event: {title} - {ticket}. See Events for the attendee list and check-in. Below the info layout, three tabs hold the booking’s financial and audit history:

• Transactions - every transaction tied to the booking, with payment status and remaining balance.
• Payments - every payment across those transactions (most useful for split or partial payments).
• Bookings - only shown for recurring bookings; lists sibling occurrences in the same recurrence series.

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Paying for a booking

The Add payment action opens the payment dialog. If the booking has one outstanding transaction, the amount is editable and defaults to the remaining balance. If the booking has multiple outstanding transactions (for example, a recurring series or a multi-line order), the amount is locked to the sum of all remaining balances and the server settles them atomically. Partial multi-transaction payments are not supported - use the Transactions tab to pay them individually. The right-click and mobile-tap menus on the Schedule page expose the same Add payment action without opening the booking.

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Cancellations

The cancel action opens a dialog where you record a reason. The refund follows the cancellation rules on the matching policy: tiered refund percentages based on how many hours in advance the cancellation happens. If no cancellation rules are configured on the policy, the cancellation refunds 100%. The cancellation creates a refund transaction (visible on the Transactions tab) and emits a cancellation notice to the member. The booking row moves to the Cancelled tab.

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Recurring bookings

When the booking type is area or instructor, you can set a recurrence pattern in the dialog: how often it repeats, and how the series ends - Until date, After N times, or Never. Editing a recurring booking lets you change the current instance only, or apply changes to all future occurrences. Deleting offers the same scoping. A series that ends on a date or after a set number of repeats is created in full when you save, so a court held for a season shows as occupied for every one of those dates straight away. Never keeps a rolling eight-week horizon instead. A series can cover up to 520 occurrences; see Repeating schedules. Each occurrence is priced and checked for availability on its own date. An occurrence that cannot be placed is skipped rather than double-booked - the court is blocked or already taken at that time, or the class it attends is full or does not run that day. The Bookings tab on the detail page lists every sibling occurrence in the recurrence series.

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Worked examples

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Padel court booked over the phone

A regular calls to book a court for tonight. Reception opens Add booking, picks the contact, sets Type to Area, selects the court, and sets the hour. The price breakdown shows the court’s per-hour rate. Because the booking is admin-created, At booking payment enforcement is bypassed - the reservation is recorded and the balance is collected at the desk when they arrive. For a doubles game, add the other players so each guest seat carries its own share.

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Court lesson with any available coach

A member calls for a lesson on court 3 tonight and doesn’t mind which coach teaches it. Reception opens Add booking, selects the court, and sets Instructor to Any instructor. The booking holds the court and is priced as the court alone, and no coach’s time is reserved. On the schedule it shows Any instructor in its own color, so the desk can see at a glance which lessons still need a coach. The booking’s detail page shows Instructor: Any instructor until a coach is named. When a coach is free, open the booking, click Edit, and pick them under Instructor. The booking stops waiting and is re-priced as a court with that coach. If that coach later drops out and is taken off the booking, it goes back to Any instructor, because the member still wants a lesson. No instructor is the choice for a court booking nobody asked a coach for, and choosing it withdraws the request. Any instructor needs a court, so pick the area first.

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Personal-training session

To book a one-on-one, set Type to Instructor and pick the coach. The instructor’s session price seeds the breakdown. If the member’s plan covers PT, switch the entrance to their membership and the booking price resets to 0.

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Standing weekly court

A member wants the same court every Tuesday at 18:00 for the season. Create an Area booking, turn on recurrence with a weekly pattern, and set Ends to Until date with the last Tuesday of the season. Every one of those Tuesdays is reserved when you save, so the court is visibly occupied for the whole season rather than just the next few weeks. The Bookings tab lists every occurrence; edit or cancel one week without touching the rest, or apply a change to all future weeks.

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Recording a class booking that’s already paid

A member paid cash at the desk for a drop-in yoga class. Create a Class booking, add the payment on the detail page, and uncheck Send confirmation email if they were already told in person.

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Tips & best practices

• Use admin bookings for phone and walk-in reservations. They are not held to upfront-payment enforcement, so you can record the booking now and collect at check-in.
• Check the price breakdown before saving. It’s the fastest way to confirm a membership or external program is covering the visit, or that a promotion applied.
• Pay multi-transaction bookings from the right place. For a single balance, use Add payment; for individual lines of a recurring series or multi-line order, use the Transactions tab.
• Cancel with a reason. The reason and refund are recorded and the member is notified automatically, which keeps disputes clean.
• Prefer entrance switching over manual price edits. Setting the entrance to a membership or external program zeroes the price correctly, rather than hand-editing the total.

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Troubleshooting

Issue: The check-in dialog says the gym asks for payment at check-in. Solution: The matching booking policy enforces payment at check-in (or at booking with an outstanding balance). That rule binds members checking themselves in, not you. Take payment with Add payment, confirm an active membership, or apply an external program - or check the member in anyway and the amount stays owed. Issue: The booking price is 0 and I expected a charge. Solution: The entrance method is set to a membership or external program, both of which carry no per-booking charge. Switch the entrance to a paid method to recalculate the price. Issue: The end time won’t snap to the length I want. Solution: The booking duration step on the policy controls allowed lengths. Adjust the step (or min/max slot) on the matching booking policy. Issue: A partial payment across several transactions was rejected. Solution: Partial multi-transaction payments aren’t supported from Add payment - it settles all balances atomically. Pay the lines individually from the Transactions tab instead. Issue: The member didn’t get a confirmation email. Solution: Send confirmation email is only offered on create, and editing never re-sends it. If it was unchecked, notify the member from Notify participants or Compose. Issue: I get “This area is already booked for this slot” (or the instructor equivalent) and can’t save over it, or the footer says a blocked area can’t be booked. Solution: Booking into an already-taken slot or a blocked area needs Full access on Booking (or Classes, for a class) at Club scope or higher - Front Desk and Instructor don’t have it by default. Grant it in the permissions editor, or make the change from a Manager or Admin account.

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Related

• Booking policies - Payment timing, cancellation refunds, lead times.
• Schedule - The calendar where these bookings show up.
• Classes - Class-bound bookings have their own list and detail flow.
• Events - Event tickets become bookings with their own attendee list and check-in.
• Payments and Transactions - Money side of every booking.
• Check-in models - Entrance method that satisfies payment-at-check-in.