Navigation: Schedule > “+ button” > New Group Session
Recommended Prerequisite - Waivers & Add-ons
For Group Bookings, you can attach a waiver specific to the group's activity (e.g., a Birthday Party Waiver or a Corporate Team-Building Waiver). Multiple waivers can be attached to group bookings too.
The Process: The most efficient method is to create a new waiver and then assign it to a specific Session Type. For example, create a Session (class) Type called 'Birthday Party' and link your new waiver to it. Now, when any invited participant RSVPs to a group booking they will be presented with that waiver, or any others associated with the group booking.
For a detailed guide on how to setup a Waiver see the “Waivers Help article”
As Group bookings are the recommended way to setup your birthday party offerings, a useful tool to increase your revenue is to offer add-ons such as additional pizza or cakes.
The Process: The method here is to create a new product that is specific to a Birthday party.
For a fun and helpful guide on how to setup an Add-On Product see the “Baking a Birthday Cake in Clava”
Group Booking creation steps
Start a new group booking
Go to Schedule and click on the + button top right
Select New Group Booking
Add a title e.g Birthday Party
Include a description which both staff and customers can see
Set date, time and repeats
Pick a date and available time slot
Imput the desired duration of the Group Booking
Repeat as required
Instructors
Select the lead Instructor for the event. Reminder - This information is public. (Leave Blank for TBC)
To setup your instructors, see the “team and communication setup” help guide
Category
Select the Category that the event should be reported under.
Class Type
Select the Class Type that the event should be reported under
To setup the Class type and Category see the Class Type and Categories user guide
Location/Studio
Setup the Space that the Group Booking will take place in
To setup the gym’s unique spaces see the Spaces: Management Guide
Age groups restriction
Setup the age restrictions required for the Group booking. Note, more than one age restrictions may be selected
To setup the gym’s age restrictions see the Age Groups help guide
Confirm min and max participants
Min and max allow you to control the numbers and set the thresholds you as a business require for groups
Waitlist - Enable this to allow sessions to have a waitlist (only displays if the Global Waitlist setting is toggled)
Free session
Enables you to create Free Group Bookings
Charge as Price Per Person - Basic
Select this option to create a simple basic pricing format, value per person.
If you enter a Zero, the booking value will be Free.
Charge as Price Per Person - Advanced
Select a number of participants within a defined range, and the system will calculate the total by multiplying the number of people by the per-person rate for that range.
For example, charge £12 per person for groups of 1-10, and to add a new tier, select “Add Participant Type” and imput £10 per person for groups of 11-20. The system automatically calculates the total based on the number of participants selected.
Note: Selecting the Copy icon, will populate the current pricing into a new line below. Selecting the Red delete icon, will delete the line.
Charge as Fixed Price - Basic
The customer will pay a fixed price for the booking irrespective of the group’s size.
Charge as Fixed Price - Advanced
Customers will pay a fixed price for a set number of participants, with the option to add extra people at a fixed volume rate.
For example, charge £120 for a group of upto 10, and £10 per person for groups of 11-20. The system automatically calculates the total based on the number of participants selected.
Enable Deposit
Deposits are a useful tool to prevent loss of booking revenue, toggle to enable and select a % or value.
Maximum Advance Booking - Decide ****how far ahead can customers book. If you have enable a global policy (Settings > Bookings and Timetables), this will be displayed here.
Override this by enabling the toggle and providing new value in days.
Booking Blackout: Create a buffer period of days to prevent last-minute bookings.
Status
Select Active or Inactive to enable the booking or keep it as a draft.
Hidden class
Class will be listed in timetable.
Template Option
Create a template to reuse this group booking
Cancel, Preview or Create
Select Cancel to escape
Preview to review
Create to make the Group booking Live and Saved to your Clava!