Bookings

A booking connects one member to one session and records the number of places requested. Its status distinguishes a request, a confirmed reservation, an attended visit, a no-show and a cancellation. The Booking Coordinator can prepare a request without treating it as a reserved place. The Studio Manager reviews entitlement, session state and available capacity before confirming it. This is the critical handoff between interest and a place the studio has committed to deliver.

The booking number follows the record into attendance and payment. A cancellation reason and release marker help staff explain what happened to a reserved place. Keep the original booking linked to its member and session so a later question can be answered from the recorded chain. Do not use a second booking to repair an uncertain confirmation unless the original operation has been checked.

• Request. Record the member, chosen session and places while the booking is still awaiting a decision.
• Decision. Review the member plan, open session and confirmed demand before changing the booking status.
• Outcome. Follow confirmed, attended, no-show and cancelled bookings without erasing their source.

Agree who can confirm a place and which member plan qualifies for the service. Define how multiple places are counted, how cancellations release capacity and who records a no-show. The manager should be able to see the booking and its session at the same time. If staff take a payment after confirmation, the Finance Clerk needs the same booking reference on the payment record.

The booking operation uses a key to distinguish a retry from a new request. For the first rehearsal, prepare an open session with a known capacity, an active member enrollment and a second request competing for the last place. Review the result with the manager before taking live reservations.

A member requests one place on a Saturday session. The coordinator confirms the member identity and sees an active enrollment with a remaining session. The schedule says the session is open. The manager checks confirmed places and approves the request. Its status becomes confirmed, and any payment raised for a priced service stays linked to that booking. The coordinator can tell the member exactly which session is reserved.

Now consider a second request arriving for the final place at the same time. The manager needs the current confirmed total, not a stale list, before approving either request. The request that cannot fit stays visible for a deliberate response. If the first booking is later cancelled, the cancellation record carries the reason and release state so capacity can be reviewed without losing the earlier decision.

• Booking Operations Board — Review requested and confirmed bookings on the board.
• Booking Work Queue — Review requests and confirmed reservations needing staff attention.

Follow a booking to attendance. See the session plan.