# Repeat bookings

> Book a regular hirer into the same slot every week in one go, see which dates clash before you save, and either charge their card automatically before each date or record that they pay you outside ClubPal.

Canonical: https://www.clubpal.app/docs/facility-hire/repeat-bookings
Section: Facility hire

A Pilates class every Tuesday evening, a toddler group on Thursday mornings, a five-a-side team on Fridays: regular hirers are the steady income of most halls and venues. A repeat booking books a member into the same slot every week until a date you choose, checks every date for clashes before anything is saved, and then either charges their saved card a few days before each date or leaves the money to the arrangement you already have, such as a standing order.

Every date of a repeat booking is its own booking. It shows on the calendar, holds its slot, can be checked in and cancelled, and is refunded exactly like any other booking. The repeat booking ties the dates together so you can extend them, cancel them and see their payments in one place.

| Where | What happens there |
|---|---|
| **Admin > Facility Hire > Bookings > New booking** | You set up the repeat booking and check its dates. |
| The repeat booking's page | You follow every date, resend the agreement email, extend the series or cancel it from a date. |
| The member's email and their repeat booking page | The member agrees to the charges and saves a card. |
| **Admin > Payments > Outstanding Payments** | Each date's charge is listed, with any that have failed under **Needs Attention**. |

## Before you start

- You need the **Manage Facility Hire** permission. See [Permissions](https://www.clubpal.app/docs/general/permissions).
- A repeat booking is always for a member of your club, as any booking made on a member's behalf is. Add the hirer as a member first.
- Charging the member's card automatically needs your club to take card payments through ClubPal Payments. On any other payment provider you can still create repeat bookings, but only as **Paid outside ClubPal (for example standing order)**.
- Repeat bookings are weekly: the same day, start time and duration every week.

## Create a repeat booking

1. Go to **Admin > Facility Hire > Bookings** and choose **New booking**.
2. Choose the **Member**, the **Facility**, the **Date** of the first session, the **Start time** and the **Duration**, as for a [single booking](https://www.clubpal.app/docs/facility-hire/booking-on-behalf-of-a-member). The first date's day of the week is the day the booking repeats on.
3. Turn on **Repeat every week**.
4. Under **Ends**, choose how the series ends:
   - **On a date**: fill in the **End date**. The last session is the last week on or before it.
   - **After a number of weeks**: fill in the **Number of weeks**, counting the first date. Ten weeks is the first date and the nine weeks after it.
5. Read the list of dates that appears under **Dates** (see below).
6. Under **Details**, answer any extra questions the facility asks. Your answers are stored on every date.
7. Choose how the series is paid (see below), and select **Create repeat booking**.

ClubPal opens the new repeat booking's page when it has been saved.

### Check the dates

As soon as the facility, first date, time, duration and end are filled in, every date of the series is checked against existing bookings, blockouts and the facility's changeover time, exactly as a single booking made by an admin is checked, and the list updates whenever you change one of them. Like any admin booking, a series can be made on a day the facility is normally closed or outside its opening hours. The summary reads, for example, **12 dates, 3 unavailable**, and under **Dates** each date is listed as **Available** or with the reason it cannot be booked. Where another booking is in the way its reference is shown, and where a blockout is in the way, its reason.

![The New Booking page with Repeat every week on, ending after 10 weeks, and a Dates card listing ten Tuesdays, nine marked Available and one in red because it falls within a blockout called Christmas Fair, with the card payment option chosen at 7 days before](https://www.clubpal.app/img/docs/facility-repeat-new-booking.png)

*The summary on the right and the Dates card both say how many dates can be booked. The date in red is skipped when you save.*

Saving books only the available dates. A date that clashes is skipped and never double-booked: there is no override. If you want a clashing date, move or cancel whatever is in the way, then add the date as a single booking, or extend the series if it is at the end.

**Create repeat booking** stays switched off until the dates have been checked. If you change the facility, the time, the duration or the end afterwards, the summary asks you to **Check the dates again**. If someone else takes one of the dates between your check and your save, the booking is still made with the rest, and a message after saving says how many dates could not be booked.

### How long a series can run

A series runs for at most 12 months from its first date. With an end date further away, or a number of weeks that would go past it, the dates after the limit are left out and the list says so. The most weeks you can ask for is 53.

Bookings made by an admin are not held to the facility's minimum notice or maximum advance rules, so a series can run further ahead than members can book themselves. To carry on past 12 months, [extend the series](#extend-a-series) nearer the time.

### Set the price

The price of each date is the facility's price for that slot, worked out from its pricing and the member's package, as for a single booking. Select **Override price** to set a different price for every date, including zero. Every date is charged in full: deposits do not apply to repeat bookings.

A series with a price of zero shows **No payment needed**. Its dates are booked as paid in full and nothing is sent to the member.

### Choose how it is paid

| Choice | What happens |
|---|---|
| **Charge the hirer's card automatically** | The member is emailed a link to agree to the charges. Once they agree, each date is charged to their saved card a set number of days before it. Nothing is charged until they agree. |
| **Paid outside ClubPal (for example standing order)** | The dates are booked and hold their slots, and that is all. No payment is asked for, no payment emails are sent, and no date is ever shown as unpaid or overdue. |

When your club is not on ClubPal Payments, the card option is greyed out with **Needs ClubPal Payments.** underneath.

With the card option, **Charge (days before)** says how many days before each date its charge is taken, from 1 to 60. It starts at your club's setting, which is 7 days unless you have changed it. Each date is charged overnight, on or just after that day.

To change the starting value for every new repeat booking, set **Repeat Bookings: Charge (days before)** under **Default Booking Rules** at **Admin > Facility Hire > Settings**. Leave it empty for 7 days. Changing it does not change repeat bookings already made: each series keeps the number it was created with.

![The Default Booking Rules card on the Facility Hire settings page, with Repeat Bookings: Charge (days before) below the deposit settings and showing e.g. 7 when empty](https://www.clubpal.app/img/docs/facility-repeat-settings.png)

## The member agrees to the charges

For a card series, the member is emailed **Please agree to your repeat booking at** the facility's name, with the facility, the time, the price per date, how many days before each date it is charged, and the dates. The email's **Review and agree** button opens their repeat booking page.

That page lists the **Dates to agree to** and which saved card will be used. The member ticks the agreement, which names your club, the price, the number of dates and the facility, and selects **Agree**. ClubPal keeps the wording they agreed to and when they agreed.

![The member's Repeat booking at Main Hall page, listing the facility, Every Tuesday 19:00 to 21:00, a price per date of 40 pounds, Charged 7 days before each date, nine dates to agree to, the saved card ending 4242, the agreement checkbox and the Agree button](https://www.clubpal.app/img/docs/facility-repeat-agree.png)

*The member sees every date and the exact wording they agree to before anything is charged.*

- **If the member has no saved card** that can be charged without them, the page asks them to **Add a card** first. They save one without paying anything and come back to agree.
- **Each date is charged to the member's default saved card** at the time of the charge, or to another saved card if that one cannot be charged, so a member who adds a new card later does not have to agree again.
- **A date already at or past its charge day** when the member agrees is charged there and then, including a date that has already happened.

The agreement link does not expire. If the member has lost the email, use **Resend setup link** on the repeat booking's page.

### Before the member agrees

The dates hold their slots from the moment the series is created, and they are never released by themselves: you chose to hold them, so only you can cancel them.

Until the member agrees, nothing is charged, and each date shows **Awaiting the hirer's agreement** on its booking page and in the bookings list, and **Not agreed** on the facility's overview, where it counts towards **Needs attention**. The repeat booking's page shows how many dates are awaiting agreement.

When a date reaches its charge day and the member still has not agreed, its charge is not attempted. From the day after its charge day it is listed as overdue in **Outstanding Payments**, under **Needs Attention**, while the date itself still shows **Awaiting the hirer's agreement**. Deal with it in one of these ways: chase the member to agree, take the money another way and use **Mark as paid** on the date's booking page, or cancel the date. If the member agrees later, every date already at or past its charge day is charged straight away.

If the member is never going to agree to card payments, use **Switch to paid outside ClubPal** on the repeat booking's page (see below).

## How each date is charged

Once the member has agreed, each date's booking page shows the amount and the day it will be charged, for example "£40.00 to be charged on 3 Mar 2027", and the member sees the same on theirs. On the charge day the card is charged overnight and the member is emailed a receipt. There is no reminder before each charge, because the member agreed to the dates up front.

Each charge is tried once, the same way as a [deposit balance](https://www.clubpal.app/docs/facility-hire/deposits#how-the-balance-is-collected):

- **If the card is declined**, or the member has no card that can be charged, it is not tried again. The date's payment is marked overdue at once, it appears under **Needs Attention** in **Outstanding Payments**, and the member is emailed **Payment could not be taken**, with a link to pay it themselves.
- **If the charge never reached the card**, because of a problem on our side or with your club's payment account, it is tried again the next night, and marked overdue for you if it still has not gone through by the third night. The member is not emailed about that.
- **The booking is never cancelled** because a charge failed. It stays confirmed, and what to do about an unpaid date is up to you.

**An expiring card.** If the card a charge would use expires before the date it is charged, the member is emailed **Please update your card** about a week before the first charge it affects. They get that warning once for each card, not once for each date.

A member who removes every saved card stops the charges in effect: each date then fails in the way above, and the member is sent a pay link for it.

## The repeat booking's page

Open it from any of its dates: the date's booking page at **Admin > Facility Hire > Bookings** shows **Part of a repeat booking**, which links to it.

![The admin Repeat booking page for Main Hall, with Resend setup link, Switch to paid outside ClubPal, Extend and Cancel from a date at the top, the hirer not yet agreed with 9 dates awaiting agreement, and nine confirmed Tuesday dates each awaiting the hirer's agreement](https://www.clubpal.app/img/docs/facility-repeat-series-admin.png)

*Before the member agrees, every date holds its slot and shows that it is waiting.*

The page shows the member, the facility, **When** (for example "Every Tuesday, 19:00 to 21:00"), the **Price per date**, how it is paid, and whether the hirer has agreed (**Hirer agreed**, with the date, or **Not yet**). Under **Dates**, every date is listed with its booking, its status and its payment:

| Payment | Meaning |
|---|---|
| **Awaiting the hirer's agreement** | The member has not agreed yet. Nothing will be charged until they do. |
| **To be charged on** a date | The member has agreed, and this is the day the card will be charged. |
| **Paid** | Charged, or recorded as paid. |
| **Charge failed, overdue** | The charge was declined or there was no card, and the member has been sent a pay link. Or, after a problem on our side, the charge never reached the card by the third night, and the member was not emailed. |
| **To be charged** | The member has agreed and the date will be charged, but its charge day is not recorded. |
| **Not paid** | Nothing has been paid for this date and no charge is scheduled. |
| **Paid outside ClubPal** | Paid however you have arranged with the member. ClubPal does not track it. |
| **Refunded** or **Refund due but not issued** | A cancelled date that had been paid. |

### Resend setup link

**Resend setup link** emails the member the agreement link again, listing the dates still to come that they have not agreed to. It is shown on a card series while any such date remains.

### Switch to paid outside ClubPal

**Switch to paid outside ClubPal** moves a card series to being paid however you arrange with the member, for example by standing order. It is shown while any date is still awaiting agreement.

Every date still awaiting agreement then becomes **Paid outside ClubPal**, and its pending charge is withdrawn, so the agreement link no longer works for it. Dates the member already agreed to keep their charges, whether paid or still to come.

### Extend a series

**Extend** adds more weekly dates after the last one, at the same price and paid the same way. Choose an end date or **Number of weeks to add**, select **Check dates** to see which new dates are available, then **Add dates**. As when creating a series, dates that clash are skipped, and the new dates can run for at most 12 months from the first of them. **Extend** is offered only while the series still has dates to come. To start again after a series has ended or been cancelled, create a new repeat booking.

On a card series the member is emailed a link to agree to the new dates' charges. The dates they agreed to before carry on as they were.

## Cancelling

### From one date

Open the date's booking page and choose **Cancel**. For a date of a repeat booking, the dialog asks what to **Cancel**:

- **This date**: only this date, cancelled exactly as a single booking is, with the **Issue refund to the hirer** choice when the date had a price. The rest of the series is unaffected.
- **This and all future dates**: this date and every later one.
- **The whole series**: every date still to come, from today.

![The Cancel Booking dialog for one date of a repeat booking, offering This date, This and all future dates and The whole series, with an optional reason and the Issue refund to the hirer switch](https://www.clubpal.app/img/docs/facility-repeat-cancel-scope.png)

### From the repeat booking's page

**Cancel from a date** cancels every date from the one you choose under **Cancel from**. Use it to end a series early.

![The Cancel from a date dialog, with the Cancel from date, an optional reason and a note that dates already charged are refunded under the facility's refund rules](https://www.clubpal.app/img/docs/facility-repeat-cancel-from.png)

### What happens to the dates and the money

With **This and all future dates**, **The whole series** and **Cancel from a date**:

- A date that has already started, or is in the past, is never touched.
- **A date not yet charged** is cancelled, and its charge is withdrawn with it, so it will never be taken.
- **A date already charged** is refunded under the facility's refund rules, exactly as when you cancel any single booking. A date cancelled with enough notice is refunded to the card it was paid with; one inside the refund window is not. See [Refund eligibility](https://www.clubpal.app/docs/facility-hire/managing-bookings#refund-eligibility).
- **A date you marked as paid** has no card payment to give back. If the facility's refund rules say it is due a refund, its booking shows that a refund is due, as a single booking does, and you return the money to the member yourself.
- **A date of a series paid outside ClubPal** shows nothing about money when it is cancelled, because ClubPal never knew what was paid. Settle any refund with the member the way they pay you, for example by adjusting their standing order.

The member gets one email listing the cancelled dates and, for each, whether it was refunded. When no date is left to come, the repeat booking's page is marked **Cancelled**.

The member can cancel a single date themselves from their own bookings, under the facility's normal cancellation rules, like any other booking. They cannot cancel a whole series: to stop, they ask you, and you cancel from the date they want to stop.

## Changing a repeat booking

There is no form for editing a series. A booking's price and time cannot be changed once it is made, and that holds for every date of a series.

- **One date**, for example a week the group needs a different time: cancel that date with **This date** and make a single booking for the new time.
- **The whole series**, for example a new day, time, facility or price: cancel with **This and all future dates** from the first date that changes, and create a new repeat booking from that date. On a card series the member is emailed to agree again, so they agree to the new price or time, and the new dates are checked for clashes.

## What the member sees

Each date is listed under their bookings like any other booking. While they have not agreed, it reads **Waiting for you to agree to the charges**, with an **Agree to the charges** button on the booking's page. Once they have, it shows the amount and the day it will be charged, for example "£40.00 will be charged on 3 Mar 2027". Each date's page shows **Part of a repeat booking** with a link to **See all dates**.

Their repeat booking page lists every date with whether it is **Paid**, **To be charged on** a date, **Not paid** or **Paid outside ClubPal**. On a series paid outside ClubPal it says that they pay the club for these dates outside ClubPal, so nothing is charged there.

Under **Upcoming Payments** at **My Profile > Payments**, a repeat booking shows only its next charge and any that are overdue, rather than every date of the series.

| Email | When it is sent |
|---|---|
| **Please agree to your repeat booking at** the facility | A card series is created or extended, or you select **Resend setup link**. |
| A receipt | Each date is charged. |
| **Please update your card** | Once for each card, about a week before the first charge due after the card expires. |
| **Payment could not be taken** | A charge is declined, or there is no card to charge. |
| **Repeat booking cancelled:** the facility | Dates are cancelled together. A single date cancelled with **This date** sends the normal cancellation email. |
| 24-hour reminder | Before each date, when your club sends booking reminders. Not for a date still awaiting agreement. |

No booking confirmation is sent for each date, and a series paid outside ClubPal sends nothing when it is created, so tell the member it has been set up.

## Tips

- Give the member a few days' notice that the agreement email is coming, so they know it is genuine and agree before the first charge day.
- Keep **Charge (days before)** long enough to act on a failed charge before the date, but short enough that the member is not paying weeks in advance. The default of 7 days suits most weekly hirers.
- Check **Needs Attention** in **Outstanding Payments** each week. A date whose charge failed, or whose member never agreed, shows there first.
- For a hirer who pays by standing order, choose **Paid outside ClubPal (for example standing order)** rather than **Outstanding** single bookings, so their dates never show as unpaid.

## See also

- [Booking on behalf of a member](https://www.clubpal.app/docs/facility-hire/booking-on-behalf-of-a-member)
- [Managing bookings](https://www.clubpal.app/docs/facility-hire/managing-bookings)
- [Deposits](https://www.clubpal.app/docs/facility-hire/deposits)
- [Blockouts](https://www.clubpal.app/docs/facility-hire/blockouts)
- [Payment requests](https://www.clubpal.app/docs/payments/payment-requests)