Bookings

A booking reserves one or more places for a member in a scheduled session. It records the member, the session, the number of places and the date it was made. Every booking starts as Requested. The Front Desk Coordinator confirms it only after checking three things: the member is Active, the member holds an Active plan, and the session is Open with enough places left.

Confirmation is the decision that matters. It commits a place in the room and raises a pending charge against the booking for accounts to collect. A request that fails a check stays Requested while the desk talks to the member, or is marked Cancelled.

• Requests in one queue. New requests from the desk, the phone or a connected booking page land as Requested and wait on one screen for confirmation.
• Capacity checked at confirmation. The session’s capacity is compared with the places already confirmed. When the last place goes, the session shows Full.
• Outcomes kept on the booking. A booking ends as Attended, no show or Cancelled. Its history stays with the member for later questions about attendance or refunds.

Agree whether members may hold more than one place per booking and whether guests book through a member. Set the cancellation window and what a late cancellation or no-show means for the member’s plan. Decide who may confirm a request when the session is close to full, and who may override it. Import open future bookings with their member and session references so the first week’s capacity is correct.

A member asks for two places in Thursday’s 18:30 Yin and Meditation session, one for herself and one for her partner, who joined last month. The front desk opens the request from Bookings Awaiting Confirmation. Both are Active members, but the partner’s plan is Paused while he recovers from an injury. The coordinator confirms one place for the member and asks the partner to resume his plan or book a single class.

The member’s place moves to Confirmed and counts against the session’s capacity, and a pending charge appears for accounts. On Thursday the instructor sees the booking on the check-in list. If the member cancels on Wednesday, the coordinator marks the booking Cancelled and the place returns to the session.

• Bookings Awaiting Confirmation — Requests waiting for the front desk, with member, session, places and booking date.
• Bookings by Status — Every booking grouped by Requested, Confirmed, Attended, no show and Cancelled.
• Cancelled and no show — Bookings that did not end in attendance, for follow-up and refund decisions.

The Business Overview page summarises bookings by status, the work assigned to each person and recent bookings that still need review.

• Booking to attendance: From an open session to a checked-in member and a completed class.
• Charge to receipt and refund: Collect the charge raised at confirmation and handle cancellations.

Check permissions before inviting the front desk team.