Bookings and Lanes

A booking reserves places for a member in a session, with the time it was made. It starts as Requested. The Front Desk Coordinator confirms it only when the member is entitled to book and the session is Open with places left. Confirmation commits the places and raises a pending charge when the booking is chargeable, such as a casual swim or a lesson outside the member’s plan.

For lane hire and squad sessions, the confirmed booking is split into lane bookings. Each lane booking records the lane number, start and end time and the number of swimmers. The interval and counts are checked against the booking and session before it is saved, and the record goes to the Aquatics Manager for review.

• One queue of requests. Requests from the desk, the phone or a connected booking page wait as Requested.
• Capacity locked at confirmation. The session’s capacity is checked as places are confirmed, so two coordinators cannot sell the last place twice.
• Lanes inside the session. A lane booking must sit inside the session’s time and match the booking it belongs to.

Agree how many swimmers a lane takes for lap swimming, squads and aqua classes. Decide which bookings raise a charge. Set the cancellation window. Agree who allocates lanes: the instructor for squads, the desk for lane hire.

A triathlon club books two lanes for Tuesday’s 6:00 to 7:00 lane hire session for 12 swimmers. The front desk confirms the booking for 12 places and a pending charge for lane hire is raised. The club coach is recorded as the member.

The desk then records two lane bookings: lane 5 for 6 swimmers and lane 6 for 6 swimmers, both 6:00 to 7:00. A third lane booking for 6:30 to 7:30 is refused because it runs past the session’s end. The Aquatics Manager reviews the lane plan the evening before.

• Bookings by Status — Every booking grouped by Requested, Confirmed, Attended, no show and Cancelled.
• Lane Bookings by Starts At — Upcoming lane allocations with lane, start, end and swimmer count.
• Bookings by Booked At — Bookings in the order they were made.

The Business Overview page shows bookings by state, key figures and recent bookings, filtered by member, session and date.

• Booking to attendance: From request to checked-in swimmer.
• Lane allocation: Split a booking into lanes and review it.

Check permissions before inviting the front desk team.