Booking sessions

How members book a session and pay for it, covering the booking form, payment methods, restrictions, and waiting lists.

Members can book on to sessions from the session details page. If a session is free and has no booking form fields, bookings are confirmed in a single click. For paid sessions, or sessions with custom form fields, a booking form appears before the booking is confirmed.

The booking form

When a member clicks to book, a confirmation dialog appears showing:

• The session name and date
• The booking confirmation message (if configured)
• A warning if the session is in the past (late bookings)
• Any custom form fields configured for the session
• Payment method selection for paid sessions

Custom form fields

If the session has Booking Form Fields configured, these appear in the booking form before the member can confirm. You can collect anything you need, such as lane preference, a vehicle registration, or a specific question. Responses are included in the bookings export.

Payment methods

For sessions with a cost set, members must choose a payment method before confirming. The options shown depend on what has been enabled in the session settings and what the member has available.

If the session only has one payment method enabled, it is selected automatically and the member does not need to choose.

For passes that have a usage limit (daily, weekly, or monthly), the remaining availability is shown alongside the pass name so the member can make an informed choice.

Booking restrictions

A member may not be able to book if any of the following apply:

• The booking window has not yet opened or has already closed
• The session has reached capacity (the member will be offered the waiting list instead)
• The session has eligibility rules configured and the member does not meet them

After booking

Booking does two things beyond reserving the place.

• The member gets a Booking Confirmed email with the session details.
• If session chat is on, they are subscribed to that session's conversation, so they hear about a question or a change of plan posted there. This is per session and per date. Mute notifications in the chat's header turns one off, and a mute is remembered: rebooking a session whose chat they previously muted does not un-mute it.

Coaches assigned to a session are subscribed the same way.

Waiting list

If the session is full, members are offered a place on the waiting list instead of a confirmed booking. Members must pay at the point of joining the waiting list if the session has a cost. See Waiting lists for more details.

Changing your mind

If a member can no longer make a session, they open the session details page, click the Booked button and select Change Booking. The dialog leads with the sessions they can move to, and Cancel booking is the second step if moving isn't right. See Swapping bookings for the full detail.

Moving is usually the better outcome for both sides: the payment stays where it is, so the club keeps the money and the member avoids paying a second transaction fee to rebook.

Whether a booking can still be cancelled, and whether cancelling it issues a refund, depends on two separate settings:

• The Cancellation Window controls how close to the session start time a booking can still be cancelled at all. Once it's passed, the Change Booking option no longer appears.
• The Refund Window controls how close to the session start time a cancellation still triggers a refund. A booking cancelled after this window has passed is still cancelled, but no refund is issued.

The refund window is typically set to the same value as the cancellation window or shorter, so clubs can allow a grace period to cancel without necessarily refunding late cancellations. See Creating sessions for how these are configured.

Setting up payments for sessions

To accept card payments you must first connect a payment provider. See the Payments overview for setup instructions. If no payment provider is connected, only Payment in person will be available.