This guide will explain how Clava's automated booking system works for drop-in credits and class bookings. We'll first cover how purchasing a drop-in credit can automatically book a location visit under certain conditions, and then discuss automatic buy and book for classes.
Auto Buy and Book - Drop-in Credits for location visits
Understanding the Process for Members & Guests
Please note that members or guests purchasing a drop-in credit for a location visit through your Service Store or Clava website widgets won't be automatically booked into a location. However, auto buy and book will work for classes (see the 'Auto Buy and Book - Classes' section below).
Understanding the Process for Admin Users
Auto buy and book is a helpful tool that can streamline the check-in process for your reception or front-of-house team, especially during busy times.
Here's how it works:
Selling a location pass and enabling auto-book:
Search for the member in the check-in section.
Clava will verify if the customer has any active membership or existing drop-in credits that will allow them to be checked into a location.
If either exists, the system won't proceed with automated booking. Instead, it will show available options to complete the check-in.
If the member/guest has not active memberships or credit, then select the 'Open new sale form' button.
Choose the appropriate location from 'Location drop-in'.
Once selected the cart will display the details along with the toggle for 'Use for Auto check-in' enabled by default
Select the preferred payment method.
Click 'Submit'.
Payment Processing:
The system will process the payment for the drop-in credit.
Upon successful payment, the transaction will be confirmed.
Automated Booking:
After successful payment, Clava will automatically complete the location check-in and show a confirmation message.
To confirm a check-in has automatically happened, visit the History section of the Check-in page
Auto Buy and Book - classes
Here's how it works when admins manually book a member onto a class.
Visit the 'Schedule' area of the platform and select the required class to manually book a member on.
Select the button "+ Manual booking'.
Look up the member.
If there is no membership or existing class credit, select 'Point of sale'.
If the class itself has been assigned a price, then this will show in the cart, if not, select 'Class drop-in'.
Select the preferred payment method.
Once payment is successful, the member will be automatically booked onto the class and you are done.
Auto Buy and Book a class - Members/guests via the Service Store:
Members and guests who purchase a new membership or class drop-in credit will be automatically booked onto the selected class.
Additional Considerations
Booking Availability: The automated booking system will only work if there are still available spots for the class or event.
Cancellation Policy: If a customer cancels the booking after it's been automatically completed, the usual cancellation policy will apply.
Multiple Bookings: If a customer has multiple drop-in credits, they can use them to book different classes or events.