Bookings and check-in

A booking records which member wants which session, how many places and when they booked. It starts as requested. The front desk confirms it after the member and session are checked and the places fit the session’s capacity, counting every booking that is not cancelled. If the member has no active package covering the treatment, confirmation raises a pending charge for the accounts clerk. Confirming twice returns the original result, so a double click never books two places or raises two charges.

When the guest arrives, the therapist checks them in against the confirmed booking. Exactly one attendance record is written with the check-in time and who recorded it, the booking is marked attended and, for a package holder, one session is used from their allowance. A second check-in on the same booking does nothing more.

Guests who do not arrive are marked as no-shows, and cancelled bookings are kept as cancelled. Either way the session can complete once every booking on it is resolved.

The front desk confirms and resolves bookings; therapists check guests in.

• Capacity checked at confirmation. A session never holds more places than it has.
• One check-in per booking. The allowance is used once.
• Charge raised when needed. Guests without a package get a pending charge.

Agree how guests book (desk, phone or online), who confirms and how quickly. Agree your no-show and late-cancellation rules and whether a no-show uses a package session. Decide who may check guests in when the therapist is busy. Prepare examples of a member booking with a package, a walk-in without one, a no-show and a cancellation.

A member with a ten-session package requests a Saturday massage. The front desk confirms it; no charge is raised because her package covers it. A walk-in guest books the slot after; her booking is confirmed with a pending charge.

On Saturday the therapist checks the member in at 10:02. The attendance record shows the time and therapist, the booking is attended and her package has one session fewer. The walk-in does not arrive; at the end of the slot the front desk marks her booking as a no-show and the session completes.

• Requested bookings — Requests waiting for the front desk to confirm.
• Confirmed bookings — Confirmed guests with treatment and start time.
• Recent check-ins — Check-ins with time and who recorded them.

• Booking to treatment: From request to delivered session.
• Payment confirmation: What happens to the charge.

Check the data model before importing open bookings.