Booking Management Overview

The Booking Management screen is your central hub for viewing, managing, and tracking all your class and service bookings. This guide covers everything you need to know about using this powerful tool.

Two Views: List and Calendar

The Booking Management screen offers two different ways to view your bookings:

List View

The default List View displays all bookings in a scrollable list format. This view is ideal for:

• Searching and filtering specific bookings
• Viewing detailed information about each booking
• Managing individual bookings with quick actions

Calendar View

The Calendar View provides a visual weekly calendar layout showing your bookings organised by date and class. This view is perfect for:

• Getting a quick visual overview of your week
• Seeing booking counts at a glance
• Managing bookings directly from the calendar interface

You can switch between views using the toggle buttons at the top right of the Booking Management section.

List View Features

Searching Bookings

Use the search box at the top to find bookings by:

• Client name
• Client email address
• Class or service name

The search is case-insensitive and searches across all these fields simultaneously.

Sorting Bookings

Use the "Sort By" dropdown to organize your bookings:

• Date (Newest First) - Most recent bookings first
• Date (Oldest First) - Oldest bookings first
• Name (A-Z) - Alphabetical by client name
• Name (Z-A) - Reverse alphabetical by client name

Filtering Options

Today Only

Check the "Today Only" checkbox to show only bookings for today's date.

Date Range Filters

Expand the "Date & Time Filters" section to set:

• From Date - Show bookings from this date onwards
• To Date - Show bookings up to this date

Time Filters

Filter bookings by time:

• Any Time - No time filtering
• Specific Time - Show bookings at a specific time (e.g., 6:00 PM)
• Time Range - Show bookings between two times (e.g., 9:00 AM to 12:00 PM)

Click "Clear Filters" to remove all active filters at once.

Calendar View Features

The Calendar View displays a weekly calendar with your classes and bookings:

Navigate Weeks - Use the Previous/Next buttons to move between weeks

• Today Button - Jump straight to the current week
• Class Cards - Each class appears as a card showing the number of bookings for that day
• Click to View - Click any class card to see all clients booked for that class on that date
• Class Registers - You can print or email a class register from the top of the class view

All the same actions available in List View (mark attended, edit, cancel) are accessible directly from the Calendar View.

Booking Information Displayed

For each booking, you'll see:

Client Information

• Client name and email address
• Phone number (if provided)
• Click on the client name to view their full profile

Booking Details

• Class or Service Name - Which class/service the booking is for
• Date and Time - When the booking is scheduled
• Booking Type Badge - Shows whether it's a:
  • Single booking
  • Package booking
  • Membership booking
  • Service booking
  • Free booking

Payment Information

• Payment Method Badge - Shows how the booking was paid:
  • Stripe (card payment)
  • PayPal
  • Bundle (session bundle used)
  • Cash
  • Free
• Payment Amount - The amount paid (or owed for unpaid cash bookings)
• Payment Status - Unpaid cash bookings show in yellow and can be clicked to mark as paid

Attendance Status

• Attended Badge - Green badge with checkmark if the client has attended
• Not Attended - No badge if attendance hasn't been marked

Marking Attendance

Mark as Attended

1. Find the booking in List View or Calendar View
2. Click the "Mark Attended" button
3. The booking will be marked as attended and a green "Attended" badge will appear

Unmark Attendance

1. Find the booking that's already marked as attended
2. Click the "Unmark" button (the button text changes when a booking is attended)
3. The attendance status will be removed

Note: You can mark or unmark attendance at any time, even for past bookings. This is useful for correcting attendance records.

Entering Cash Payments

If a client has booked with cash but hasn't paid yet, you'll see:

• A yellow payment amount badge
• The badge is clickable and shows "Click to mark as paid"

To mark a cash booking as paid:

1. Click on the yellow payment amount badge (or use the "Mark as Paid" option if available)
2. Enter the amount paid (defaults to the booking amount)
3. Confirm the payment
4. The booking will be marked as paid and the client's balance will be updated

Related: For more information on managing client cash balances, see our Cash Balance Tracking guide.

Cancelling Bookings

To cancel a booking:

1. Find the booking you want to cancel
2. Click the "Cancel" button (red button with trash icon)
3. In the cancellation dialog:
   • Choose whether to issue a refund (for paid bookings)
   • Enter the refund amount if different from the booking amount
   • Confirm the cancellation
4. The booking will be removed and, if applicable, a refund will be processed

Related: For detailed information on cancellation policies and refunds, see our Cancelling Bookings guide.

Rescheduling Bookings

To reschedule a booking to a different date or time:

1. Find the booking you want to reschedule
2. Click the "Edit" button (pencil icon)
3. In the reschedule dialog:
   • View recommended alternative dates (if available)
   • Select a new date from the available options
   • Optionally move to a different class (if enabled for that class)
4. Click "Update Date" to confirm

The system will:

• Show you available dates based on class schedule
• Consider package booking windows (if applicable)
• Recommend dates that work best for the client
• Send a notification email to the client (if enabled)

Note: You can only reschedule bookings that haven't been marked as attended.

Related: For more details on rescheduling options and client self-rescheduling, see our Rescheduling Bookings guide.

Additional Actions

Create Manual Booking

Click the "Create Booking" button at the top right to manually create a new booking for a client. This is useful for:

• Walk-in bookings
• Phone bookings
• Bookings made outside the online system

Related: See our Creating Manual Bookings guide for step-by-step instructions.

Import Bookings

Use the "Import" button to bulk import bookings from CSV files. This is helpful when:

• Migrating from another booking system
• Adding historical bookings
• Bulk importing attendance data

Related: See our Importing Bookings guide for import instructions and file formats.

Tips for Efficient Booking Management

• Use Today Only Filter - Quickly see today's bookings when checking people in
• Search by Email - Fastest way to find a specific client's booking
• Calendar View for Overview - Switch to calendar view to see your week at a glance
• Mark Cash Payments Promptly - Keep your payment records up to date by marking cash payments as soon as they're received
• Filter by Date Range - Use date filters to review past bookings or plan ahead

Need Help?

If you have questions about managing bookings or need assistance with any of these features, please contact our support team or visit our help center at help.classta.co.