Order Statuses
Orders can either be open or closed.
Open Orders | Closed Orders |
An open order allows additional bookings to be added before the order is finalized. | A closed order cannot be modified, and no additional bookings can be added. |
When a coach creates an order by manually booking a child or re-running and auto-enrolling, the order will remain open.
Keeping the order open enables you to add:
This ensures that the parent/carer receives a single, combined invoice instead of multiple separate invoices for each booking. | Orders are automatically closed when a parent/carer completes a booking.
During the checkout process, they have the opportunity to add any additional classes or bookings before finalizing their purchase. Once the order is completed, it is closed. If the parent/carer makes another booking later, a new order will be created. |
An order is automatically closed once a booking confirmation or invoice has been sent. After this point, no further bookings can be added to that order. | An order is automatically closed once the booking confirmation and invoice have been issued. After this point, no further bookings can be added to that order. |
Click here to access our booking template that you can send to parents and carers to get them booked into your classes.
For more information on how parents/carers book Standard and Subscription classes, please refer to the guides below:
How to Add a Booking Manually
Add a Child to your System Manually
We recommend that parents/carers register themselves on the system whenever possible. This ensures they can:
Accept your Terms & Conditions
Complete any required registration questions
Provide important information, such as medical details and emergency contact information.
If you choose to add a parent/carer to the system on their behalf, please be aware that, under GDPR, you must have their explicit permission to do so.
Additionally, registering them yourself means you may not collect the important information listed above. For this reason, the recommended approach is to invite the parent/carer to register and make the booking themselves
However, if you need to do this, you can.
Click onto the class register > 'Add to register' > 'Add a child':
Click 'Add a New Child':
Click:
'Add a Child Quickly' which will only add the child to your system
'Add a New Parent' which will set up a parent/carer account.
Please note: 'Add a Child Quickly' is intended only as a way to add a child to your system. It does not create a fully registered parent/carer account.
Once the child has been added, the parent/carer can activate and manage their account by requesting a password reset. This will allow them to access their account, update their personal details, complete any required registration information, and manage their bookings.
Add a Booking to a Class Manually
You can add a booking on behalf of the parent/carer.
To do this:
access the Class register you want to book them into
click 'Add to Register' > 'Add a Child':
search for the child's name
choose from the following options to either book them into a trial, the full term, or add them to the waiting list:
The child will then be booked onto the class, and the register or waiting list will automatically update to include them.
No booking confirmation will be sent at this stage, allowing you to review and make any necessary changes before confirming the booking.
When you are ready to confirm the booking:
navigate to the Class Register
select the checkbox next to the child's name
choose 'Message' > 'Booking Confirmation'
This will send the booking confirmation to the parent/carer and finalize the booking.
How to Transfer a Child to Another Class
You can easily move a child to another class using the Transfer option. This is useful if a parent/carer requests a class change or if the child was booked onto the wrong class.
To transfer a child:
Open the register for the class the child is currently booked into
Select the child by ticking the checkbox next to their name
Click 'Transfer'> 'Transfer to a different class'
You will be presented with a list showing the child's current class alongside the other available classes you run.
Click Transfer next to the class you want to move the child to.
Before the transfer is completed, you'll be shown a summary of both the current class and the new class, allowing you to review the details and confirm that the information is correct.
You also have the option to notify the parent/carer of the transfer by sending them an email before completing the process. -
Here is an example of the email they will receive -
The 'Booking Record' for each class register displays a history of all transfer activity associated with that register.
You can also view an individual child's transfer history by opening the 'Booking Record' for their booking. This provides a record of any transfers made to or from their classes.
If you want a child's previous attendance record to appear in their new class, click the plus (+) icon to add the attendance boxes.
How Balance Works When Transferring a Child
The order balance is outstanding | Child is transferred | The order balance remains outstanding |
If you transfer a child to a class with a different price, the invoice will not be updated automatically.
After completing the transfer, open the order and manually adjust the invoice amount to reflect the price of the new class. This ensures the parent/carer is charged the correct amount.
The order has been partially paid for | Child is transferred | The amount they have paid will move over to their new booking and the money they owe will show as outstanding. |
If the new class costs more than the child's current class, update the invoice amount to include the additional cost of the new class.
If the new class costs less and the outstanding balance from the original booking fully covers the new class fee, you can update the invoice amount to £0.00. This will mark the invoice as paid, as no additional payment is required from the parent/carer.
The order has been paid for | Child is transferred | The £0 value moves over to the new booking |
If the new class is the same price as the current class, the parent/carer will not need to make another payment.
If the new class costs more, update the invoice to include the additional amount that needs to be paid.
If the new class costs less, you can either:
Issue a refund for the difference
Provide the parent/carer with a discount code to use towards a future booking.
Transferring to a Subscription Class
If you transfer a child from a standard payment class to a subscription payment class, you should then send the parent/carer an invoice to allow them to set up payment for their subscription.
If you transfer a child from a subscription payment class to another subscription payment class, the parent/carer's plan will remain the same. If you are looking to change how much you charge them, you can change their subscription plan.
If you transfer a child from a subscription payment class to a standard payment class, you will need to cancel the parent/carer's subscription if you no longer wish for them to be charged monthly.
How to View Bookings
There are a few different ways to view bookings on your management system depending on what information you are looking for.
The Order Page
You can view an overview of all bookings from your 'Orders' page -
You can use the filter to view bookings within a certain time period and can view all details of the booking -
You can also use the features of the right side to view any order and send the parent/carer an invoice for any outstanding payments -
You can also use the 'Outstanding' page to view any outstanding orders -
The Booking Record
By accessing the 'Booking Record' from a class register, you can view all the bookings for that particular class including cancelled and transferred bookings.
This section will show information on:
When the booking was made or cancelled
The sessions that were booked
If the booking was made by the parent/carer or a coach
The name of the child
The overall cost of the booking and their balance
You can also view the booking record for a specific contact by accessing their profile and scrolling down to the 'Booking Record' -
You will be able to view the same information as within the class register's booking record, however, this will be for a specific contact.
How to Cancel a Booking
There are numerous reasons why you would need to cancel a booking and various ways to do this.
Parents and carers cannot cancel their own booking, this must be done by the club.
This is just to ensure that you are kept fully up to date with any changes to your register.
From the Class Register
Select the child you want to want to remove by clicking the box to the left of their name, then click 'Remove' -
You can also cancel multiple bookings by multi-selecting any children using the box to the right of their name and clicking 'Remove'
From the Booking Record
You can access this option either from the 'Booking Record' on the class register or within the child/ parent's profile.
You can cancel the booking by clicking the red 'Cancel Booking' button -
When you cancel a booking, parents/carers are not notified of this. If you would like to let parents and carers know about this, you would need to send them a message manually.
Cancelling a booking doesn't automatically refund the parent/carer to ensure you are in control of offering a refund if necessary.
If a booking has been cancelled in error, this can be restored. Please see our section below on how to restore a booking.
How to Restore a Booking
If a booking has been cancelled in error, you can restore this.
You can do this within the 'Booking Record' either within the class register or the child/parent/carer's profile.
From here, you can see any cancelled bookings and can add them back to the register by clicking 'Restore Booking' -
The parent/carer will not be notified of this. If you would like to let them know about this, you would need to send them a message manually.
Restoring the booking may also set their invoice amount to £0, so if they have an outstanding balance, you can adjust the invoice amount within the order page to add the price to the order.