Order Statuses
Orders can either be open or closed.
Open Orders | Closed Orders |
An open order can still have additional bookings added to it before it is finalised. | A closed order cannot have any more bookings added. |
If a coach creates an order (either by manually booking the child or re-running and auto-enrolling) then the order remains open.
This gives you the opportunity to add any siblings or additional classes before sending one grouped invoice (rather than the parent/carer receiving multiple separate invoices for each booking) | If a parent/carer makes a booking, this is automatically closed. This closes as they have the opportunity to add additional classes at checkout but have chosen to complete the order. No other bookings can then be added to that order. If the parent/carer books again, this will start a new order. |
The order will close as soon as a booking confirmation is sent. | The order will close as soon as a booking confirmation is sent. |
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 about how parents and carers book into standard and subscription classes, please check out our guides:
How to Add a Booking Manually
Add a Child to your System Manually
We always recommend that parents and carers register themselves on the system, as this means that they have to agree to your T&Cs and answer any registration questions/fill out medical information etc.
Due to GDPR, if you want to add parents or carers to your system yourself you need explicit permission to do so, and you won't get any of the above important information, so it’s always best to invite the parent or carer to book instead.
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' and you can then choose to 'Add a Child Quickly' which will only add the child to your system, or 'Add a New Parent' which will set up a parent/ carer account.
Please note, adding an account quickly is just a method of initially getting the child onto your system. This doesn't fully create an account.
Once you have added the child, the parent/carer will be able to access their account and edit any of their details by requesting a password reset.
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. Then click 'Add to Register' > 'Add a Child' -
Search for the child then choose from the following options to either book them into a trial, the full term, or add them to the waiting list -
This will then book the child onto this class and the register or waiting list will update to include them.
This will not send a booking confirmation to allow you to make any changes to the booking before you confirm this.
When you are ready, you can send a booking confirmation from the class register by selecting the tick box to the left of the child's name > 'Message' > 'Booking Confirmation'
How to Transfer a Child to Another Class
You can easily move a child to another register using the 'Transfer' option. This feature is useful when a parent or carer wants to switch the class a child is booked into, or if they booked the wrong class.
To transfer the child, access the register for the class they are currently booked into. Select the child using the checkbox to the right of their name and click 'Transfer' > 'Transfer to different class' -
You’ll be presented with the screen showing the child's current class, and the other classes you are running. You can click 'Transfer' on the class you'd like to move them to -
You will see the details of the child's current class and the class they are being moved to allow you to check all the information is correct.
You can also choose to send the parent/carer an email to inform them of the transfer -
Here is an example of the email they will receive -
The 'Booking Record' for each register shows all the transfer activity in each register, similarly, you can see a child’s individual transfer record in their booking record.
If you want to have a child’s previous attendance record show in their new class you’ll need to 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 are transferring to a class that costs more/less than the child's current class, you will need to click onto the order and change the invoice amount to the price you would like to charge the parent/carer -
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 current class, you would need to adjust the invoice amount to add the additional cost of the new class.
If the new class costs less than the current class and the money outstanding covers the cost, you can adjust the invoice to £0 to mark this as paid.
The order has been paid for | Child is transferred | The £0 value moves over to the new booking |
The parent/carer will not need to repay for the new class if the class is the same price.
If the new class costs more than the current class, you can change the invoice amount to add the additional cost of the new class.
If the new class costs less than the current class, then you can offer a refund or provide the parent/carer with a discount code for their next purchase.
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 right 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.