Booking an Event

After an Event instance has been scheduled, staff members can book clients for the scheduled Event. For more information about scheduling Events, see Scheduling an Event instance.

To learn how clients can book an Event for themselves, see Client Web App: Booking an Event.

NoteIf you want to add a client to a specific session within an Event, the purchase rule Clients can book individual sessions or Clients are enrolled in all sessions, but staff can book individual sessions must be enabled. To learn how to enable these purchase rules, see Creating or modifying an Event. For more information, see Purchase rules.

NoteYou 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 the Book an Event button.
    4. Find the Event that you want to book. You may have to browse or filter the list to find the Event.
      • You can filter the list of Events by date, availability, and for specific Events.
    5. 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 for the Event.
    6. Review the Event information. Click NEXT. In the confirmation popup, if the client owns one or more Purchase Options that can be used to pay for the Event, choose the Purchase Option that should be used from the list, and click OK.
    7. Decide when the client will pay for the Event:
      • To pay for the Event now, select an applicable Purchase Option to purchase to pay for the Event. Click NEXT.
        1. Review the cart and enter any discount codes, click Apply, and then click NEXT.
        2. Select the payment method and enter the client’s payment information. If you want to apply a payment plan for the Event, see Applying a payment plan at checkout.
        3. Review the booking and click COMPLETE.
      • To pay for the Event when the client visits:
        1. Select Pay When You Visit.
        2. Click COMPLETE.

    To book an Event from the schedule:

    1. Click the App Drawer button .
    2. In the App Drawer, click Schedule.
    3. Click the Event you want to book. You may have to adjust the date range to find the Event.
    4. Click View Attendance List.
    5. Click QUICK ADD.
      • 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 charge payment to the client’s account balance, select Add And Charge Account.
        • To book the Event and make immediate payment, select Add And Pay Now.
    1. 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.
      • If the client’s age is outside of a specified age range for the Event, a confirmation popup is displayed. To book the Event anyway, click OK.
      • If the client owns one or more Purchase Options that can be used to pay for the Event, choose the Purchase Option that should be used from the list, and click OK. The booking is complete.
      • If the client does not own one or more Purchase Options that can be used to pay for the Event, in the confirmation popup, 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 for the specific session or click MULTIPLE SESSIONS to book the client into more than one session. For more information, see Purchase rules. 
      • If you selected Add And Pay Now, you will be directed to the store:
          1. Select an applicable Purchase Option to pay for the Event.
          2. Review the cart and enter any discount codes. Click Proceed to Checkout.
          3. Select the payment method and enter the client’s payment information. If you want to apply a payment plan for the Event, see Applying a payment plan at checkout.
          4. Review the booking then click COMPLETE.

    To book an Event from the store

    1. Click the App Drawer button .
    2. In the App Drawer, click Store.
    3. 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. .
    4. Select the client for whom you are booking an Event in one of the following ways:
      • To select an existing client, type the client’s name in the SEARCH CLIENT box and select them from the list.
      • To create a new client, click Add Client to create a new client profile. See Client profile for more information. You cannot book an Event for a walk-in client.
    5. Under Products and Services, search for and select the Event you want to purchase, and then click Add to Cart.
    6. Enter the number of Event instances you want to purchase in the Qty field. This feature is useful if you want to purchase an Event for your friends and family members. For more information, see Transferring an Event session to a family member.
    7. Click Proceed to Checkout.
    8. Select each payment method the client wants to use (e.g., Virtual Terminal, Card Swiper, Cash). 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 want to apply a discount to the cart subtotal, select one of the following options: 
        • Click the Coupon button  and enter the discount code, then click the Approve 
        • Click the Percent button and enter a discount percentage. 
        • Click the Dollar button and enter a discount value. 
    9. Click Complete. The booking is complete. 

    To book an 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.
      • Click Check-In.
        • If the client does not have a Purchase Option that can be applied to this Event, the client will be checked in to the Event unpaid.
        • If the client has a Purchase Option that can be applied to this Event, the Purchase Option will automatically be applied and the client will be checked in to the Event.
      • Click Pay & 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:
            1. Select an applicable Purchase Option to purchase to pay for the Event and click NEXT.
            2. Review the cart. Next to Discount Code, enter any discount codes and click NEXT.
            3. Select each payment method that the client wants to use (e.g., Virtual Terminal, Card Swiper, Cash). 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 client is checked in to the Event.
          • To pay for the Event when the client visits:
            1. Select Pay When You Visit.
            2. Click COMPLETE. The client is checked in to the Event.
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