Adding a booking yourself

Not every booking comes through the website. When a parent phones up, pays you in cash, or you're moving a family into next term's class, you can add the booking yourself from the class detail page.

Adding a booking

1. Open the class and find the bookings section.
2. Click to add a booking.
3. Enter the booker's name, email and phone number.
4. Fill in whatever the class collects about the child — you can skip anything you don't have to hand, as required fields aren't enforced for you the way they are for parents.
5. Set the price. It defaults to the class price, but you can change it — useful for a cash payment, a goodwill place, or a discount you agreed on the phone.
6. Save the booking.

The parent isn't emailed automatically

Adding a booking yourself does not send a confirmation email. If you want the parent to have one — with their booking reference and the session dates — open the booking and use the Resend button to send it.

The class needs at least one future session before you can add a booking to it.

Copying a returning attendee's details

Most manual bookings are people you already have. Rather than re-keying a child's name, date of birth, allergies and emergency contact every term, paste a booking reference and Bookabee brings it all across.

1. In the "Copy details from an existing booking" box, paste a booking reference like BA-AGEBCZ. Pasting a whole booking link works too — Bookabee finds the reference inside it.
2. Press Enter or click the button.
3. The booker's name, email and phone fill in, along with every answer this class also asks for.
4. Check it over, set the price and sessions, and save.

The reference can come from any class in your company, so last term's class, a sibling's class, or a completely different activity all work.

When something won't copy across

If the class you're booking into doesn't collect everything the old booking has, an amber panel appears listing exactly what will be left behind, with "Copy anyway" and "Cancel" buttons. Nothing is copied until you choose. If everything fits, it just copies with no interruption.

Answers get left behind for a few reasons:

• This class doesn't ask that question at all.
• Your own custom questions are matched on their wording, so a question you've since reworded won't line up. Duplicating a class keeps the wording identical, which is why duplicates copy cleanly.
• A dropdown answer this class doesn't offer — an old year group that isn't in the new class's list, for instance.

What never copies

Price, sessions and add-ons are always left for you to set. They belong to the class the original booking was for, and carrying them over would quietly charge the wrong amount.

Only admins and members can add bookings or copy details. Assistants can't, since it would expose the medical and contact information their role is designed to keep them away from.