Use this workflow to manage each phase from setup to post‑event follow‑up.
Phase 1: Setup
Set up any specific class types e.g Birthday Parties
Configure waivers to be associated with any new class types e.g presently you would need to duplicate say your First time entry test waiver, rename it e.g Birthday Party waiver, and then assign that waiver to show when Booking a Specific Session or course
Create and configure group bookings in schedule
Update any Policies relating to: deposits, cancellations, refunds and waivers
Resources: rooms, equipment, staffing needs
Phase 2: After a booking is placed
Review details: date/time, special requests, participant waivers are complete
Verify deposit: confirm payment success, take any balance due
Assign staff
Send personalised notes if needed
Phase 4: Pre‑event management
RSVPs: track confirmations and send reminders
Waivers: monitor status and handle any issues
Final payment: auto‑charge if configured, otherwise request manual payment
Phase 5: Day‑of execution
Check‑in: Open booking, verify attendee list and checkin
Reconcile charges: extras or additional participants if capacity allows
FAQs
Can I override headcount or pricing? Yes, with manual override permissions by editing the booking
Can I export waiver records? Not currently, but you can view all waivers
What if the final balance wasn’t paid pre‑event? Collect on arrival or follow your policy
Troubleshooting
Waiver mismatch at check‑in: verify participant identity and complete an on‑site waiver if permitted
Resource conflict: adjust room allocation or reschedule in coordination with the organiser