Content
Comparing Manual Booking Options
| Invite for a Paid Booking | Add a Non-Paid Booking |
Who completes it | The customer completes the booking and payment | You (the provider) manually add the attendee |
Payment | Customer pays during booking | No payment taken at this stage (you can invoice separately) |
Space reserved | No - space is not held until customer books | Yes – attendee is added to the register immediately |
Appears on register | Only after the customer completes their booking | Appears immediately (with green icon) |
Email sent | Invite email with booking link | Confirmation email (and if enabled, Booking Questions) sent to parent |
Useful for | Customers you want to book themselves and pay | Walk-ins, staff bookings, or when booking on behalf of families |
Invite Customers to Book and Pay
This sends an invitation email to the customer with a direct link to book and pay.
Go to the Register for the class you'd like to add an attendee to
Click the More button in the top-right corner of the register
Select Add Attendee(s) from the dropdown menu
You’ll now see two options:
Invite a customer to book
Add a booking (charge optional)
Choose Yes, invite for a paid booking
Enter the email address(es) of the customer(s)
Click Send booking invitations
Inviting someone does not reserve a space on the register or put the attendee on the register. The customer must complete the booking for their spot to be confirmed and for the attendee to appear on the register.
Manually add attendees to individual or block session registers
This lets you manually add someone immediately to the register without taking payment up front.
Go to the Register for the class you'd like to add an attendee to
Click the More button in the top-right corner of the register
Select Add Attendee(s) from the dropdown menu
You’ll now see two options:
Invite a customer to book
Add a booking (charge optional)
Choose Add a booking (charge optional)
Choose between:
This and all available sessions (for block bookings)
Individual sessions.
Search for an existing customer, or enter their details manually and click Next
Choose the ticket type and click Next. Depending on the minimum capacity across the sessions you are adding attendees to - you will be able to select multiple tickets.
Enter the attendees details and click Next: Review
Review the booking you are creating - choose if you want to send confirmation comms to customer (if not, untick this box)
Click Confirm booking
🚨Important:
If you only want to add someone to a single session but your activity is set up as a block (with no individual sessions), you’ll need to temporarily enable individual session bookings and assign a ticket type to that session before adding the attendee.
Once added:
The attendee will immediately appear on the register with a green icon to indicate they were added manually
The customer will receive a confirmation email (if not unticked in previous step)
If Booking Questions are enabled, customers will be emailed to complete the booking questions.
If you want to charge for this booking you can send an invoice at the end of the journey.
Manually add attendees to subscriptions registers
This lets you manually add someone immediately to the subscription register. The subscription will start immediately and the attendee will be added to the next session.
Go to the Register for the class you'd like to add an attendee to
Click the More button in the top-right corner of the register
Select Add Attendee from the dropdown menu
You’ll now see two options:
Invite a customer to book
Add a booking
Choose Add a booking
Search for an existing customer, or enter their details manually and click Next
The system will automatically check if we have the parent’s payment information on file from a previous booking. If do then you'll see two options:
Unpaid subscription: No payment will be setup - you can adjust the cost of an existing subscription for this customer if needed.
Paid subscription: New monthly payment will be setup for this subscription using customer's saved details.
Once you choose an option, you'll select the ticket (e.g Standard, Sibling Discount):
For Paid Subscriptions: Ticket prices will be displayed next to each option.
For Unpaid Subscriptions: Ticket prices are hidden, as no payment is being processed through the system
Enter the attendees details and click Next
Review the subscription booking you are creating
Click Confirm booking to create the booking
🚨Important:
We do not automatically charge for the first month of the subscription booking. If you would like to charge the customer a a pro-rated amount based on the number of sessions left in the month then you can create a one-off invoice at the end of the manual add paid subscription booking journey.
If you are adding attendees to a subscription with a deferred start date then the first payment will not be collected until the deferred date set against the subscription.
FAQs
Can I invoice someone I added manually?
Yes. Once you've added them, you can invoice the customer separately using the Invoice functionality.
Can I refund a manually added booking?
Manually added paid subscription bookings can be refund once the first monthly payment is captured.
Can I cancel a manually added booking?
Yes, manually added attendees can be cancelled in the same way as any other booking.