Booking an event

After an event instance has been scheduled, staff members can book clients into the scheduled event or have clients book the event on their own using the Client Web App.

For more information about scheduling events, see Scheduling an event instance.

When booking an event, keep the following information in mind:

  • If you want to add a client to a specific session within an event, you must select the Clients can book individual sessions or Clients are enrolled in all sessions, but staff can book individual sessions purchase rules. For more information, see Creating, modifying, or duplicating an event and Purchase rules.
  • Client type discounts for events only apply when booking all sessions of an event instance and won’t be applied when booking individual sessions.
  • You can only book an event for a client from the QUICK Check-in for Today section of the Overview page if gym visits are set up as an available service in your business.

In this article:

    To book an event from a client’s profile:

    1. On the Top Nav Bar, click the Search button , and enter the client’s information in the box. You can enter the client’s name, phone number, email address, UID, or client ID.
    2. In the list of clients displayed, click the client’s name.
    3. On the Overview page, click Book an Event.
    4. Find the event that you want to book. You may have to browse the list, use the Search option, or filter the list to find the event.
    5. Under INSTALLMENT PLANS, select the payment frequency if the client wants to pay for the event by installments. Select Do not apply an installment plan if the client wants to make a single payment.
    6. Click Enroll Now.
      • If the event is at maximum capacity and the wait list for the event is enabled, click Wait List to add the client to the wait list of that event.
    7. Review the event information and click NEXT.
    8. Decide when the client will pay for the event:
      • To pay for the event now, select Purchase Online and choose an applicable purchase option. Click NEXT.
        1. Review the cart and enter any applicable discount codes. Click APPLY and then click NEXT.
        2. Select the payment method the client wants to use.
          • If you select Gift Cards, you must enter the required code, and the amount on the gift card will be entered automatically. Only a single gift card can be used at checkout.
          • If you select Virtual Terminal, Card Swiper, or ACH, and surcharges are enabled in your store settings, you can change the surcharge amount for this transaction by entering a new amount in the Surcharges If the client is purchasing an item with auto-renewal or other auto-payments, future charges will include the original surcharge amount.
          • To learn how to apply a payment plan at checkout, see Applying a payment plan at checkout.
        3. Review the booking and click COMPLETE.
      • To pay for the event when the client visits, select Pay When You Visit and choose an applicable purchase option. Click Complete.

    To book an Event from the schedule:

    1. Click the App Drawer button .
    2. In the App Drawer, click View All.
    3. In the list, click Schedule. You can filter the list by entering Schedule into the Search field.
    4. Click on the event you want to book. You may have to adjust the date range to find the event.
    5. Click View Attendance List.
    6. Click QUICK ADD and enter the client’s information in the box. You can enter the client’s name, phone number, email address, UID, or client ID.
      • To determine how the client will pay for the Event, click the Attendance options button  next to the search bar that appears. To prevent the search bar from minimizing, set the Lock Search Bar option to ON.
        • To book the event without requesting payment, select Add Unpaid. If the client owns an appropriate purchase option, it will be used to pay for the event.
        • To book the event and make immediate payment, select Add And Pay Now.
        • To prevent the search bar from minimizing, set the Lock Search Bar option to ON.
    7. In the list of clients displayed, click the client’s name.
      • If the client is not within the required age range for this event, a confirmation popup is displayed. To book the event anyway, click OK and then click OK
      • If the client owns more than one purchase option that can be used to pay for the event, choose the purchase option from the dropdown list and click OK.
      • If the event’s purchase rule is set to Clients are enrolled in all sessions, but staff can book individual sessions, in the confirmation popup, click SELECTED SESSION to book the client into the specific session or click MULTIPLE SESSIONS to book the client into more than one session. For more information, see Purchase rules.
    8. To pay for the event, click on the Pay Now button [icon].
      • If Add and Pay Now was selected under Attendance options, the client will be automatically directed to the store to pay for the event.
    9. In the confirmation popup, click OK. You will be directed to the store.
      • If the client has an applicable purchase option, select the purchase option from the list and click CONFIRM. To reconcile other unpaid visits using this purchase option, set Reconcile other unpaid visit(s) using this Purchase Option to ON.
    10. Complete the transaction. For more information on how to continue, see steps 5-9 in To book an event from the store.

    To book an event from the store

    1. Click the App Drawer button .
    2. In the App Drawer, click View All.
    3. In the list, click Store. You can filter the list by entering Store into the Search field.
    4. Under CHOOSE LOCATION, select the location to which the sale should be assigned.
      • This option is only available if the Staff members must select a location at checkout store setting is turned on. If this option is not available, the sale will be automatically assigned to the location to which you are currently signed in. .
    5. Under Client Information, select the client for whom you are booking an event.
      • To select an existing client, enter the client’s name under SEARCH CLIENT and select the client’s name from the list.
      • To add a new client, click ADD CLIENT. Enter the client’s information in the appropriate fields and click Create Account. You cannot book an event for a walk-in client.
    6. Under Products and Services, search for and select the event you want to purchase, and then click Add to cart.
    7. Enter the number of event instances you want to purchase in the Qty field.
    8. Click Proceed to Checkout.
    9. Select each payment method the client wants to use. In most cases, the total payment is split between the selected payment methods equally, but you can adjust the amounts as required.
      • If you select Gift Cards, you must enter the required code, and the amount on the gift card will be entered automatically.
      • If you select Virtual Terminal, Card Swiper, or ACH and surcharges are enabled in your store settings, you can change the surcharge amount for this transaction by entering a new amount in the Surcharges If the client is purchasing an item with auto-renewal or other auto-payments, future charges will include the original surcharge amount.
        • If you don’t want the client to pay a surcharge for this transaction and any future auto-renewal or other auto-payments on items in this transaction, under the payment method, set the Charge client a $[value]% processing fee option to OFF.
      • If you want to apply a discount to the cart subtotal, select one of the following options:
        • Click the Coupon button [icon] and enter the discount code, then click the Approve
        • Click the Percent button [icon] and enter a discount percentage.
        • Click the Dollar button [icon] and enter a discount value.
    10. Click Complete. The booking is complete.

    To check a client into a booked event scheduled for today:

    1. On the Top Nav Bar, click the Search button , and enter the client’s information in the box. You can enter the client’s name, phone number, email address, UID, or client ID.
    2. In the list of clients displayed, click the client’s name.
    3. On the Overview page next to QUICK Check-in for Today, select a location.
    4. Book the event for the client. You have the following options:
      • Check-in – Select this option if the client owns an applicable purchase option for this event instance. The event will be booked for the client, the purchase option will be automatically applied, and the client will be checked in to the event.
      • Pay & Check-in – Select this option if the client doesn’t have an applicable purchase option for this event instance. Clients will be directed to pay for the event instance before they are allowed to check in.
        1. Review the event information.
          • If there are other scheduled sessions for this event, click Add next to the additional sessions you want to book for the client.
        2. Click NEXT.
        3. Decide when the client will pay for the event.
          • To pay for the event now, select Purchase Online.
            1. Select an applicable purchase option and click NEXT.
            2. Review the cart and enter any applicable discount codes. Click APPLY and then click NEXT.
            3. Select each payment method the client wants to use. In most cases, the total payment is split between the selected payment methods equally, but you can adjust the amounts as required. If you select Gift Cards, you must enter the required code, and the amount on the gift card will be entered automatically. To apply a payment plan for the event, see Applying a payment plan at checkout.
            4. Click COMPLETE. The event is booked for the client.
          • To pay for the event when the client visits, select Pay When You Visit and click COMPLETE. The event is booked for the client.
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