Add a booking for a customer

Admin-created bookings never charge a card, so they're free unless you apply the customer's credit, record an on-site payment, or send them a link to pay online.

Open the Add booking panel

Pick the session on Bookings or Sessions and select Add booking. Once a session has bookings, or on a smaller screen, it moves into the ⋮ menu in the session header.

Choose the customer

1. 1
   In the User field, search by name or email and click a matching customer.
2. 2
   If there's no match, click Add as new user and enter their email and, optionally, their name and phone (if you collect it). They can claim the account later by signing up with the same email.

Set the spaces

Use the Spaces stepper. For a part-session, a Window picker places the booking in the right slot. There's no capacity limit when you add a booking yourself: going over shared capacity shows a warning but won't stop you.

Apply the customer's account credit

If the customer has credit valid for this session, an Account credit section appears, ticked by default. A bundle draws one session per covered space; a membership's included session covers the first space if they have one left this period. Extra spaces are added free, and Paid is switched off while credit is applied.

Record an offline payment or apply a voucher

Under Payment, choose what happened:

• Not taken (the default) keeps the booking free, for comps or when the customer will pay another way.
• Paid records the Amount you took, in your venue's currency, and the Method: Card machine, Cash, Bank transfer or Other.
• Voucher / discount code takes a voucher or discount code; click Check to confirm it's valid. A session-pack or gift-card code draws from the customer's balance. For a percent or fixed-amount code, also enter the Price before discount, or leave it at 0 for a code that covers the whole booking.

Record it later. If you left Payment on Not taken, open the booking's details and use Record payment or apply a voucher/credit. This only works on a booking you created that hasn't been paid or covered another way. To change how an online booking was paid, the customer cancels and rebooks with the code.

An offline payment shows on the booking with its method and counts as gross revenue in reports and CSV exports. Payment reconciliation never flags it.

Add notes, a confirmation and a waiver

Add any Notes for your team. Send booking confirmation email is on by default; untick it for a quiet comp. Ask the customer to sign a waiver appears when you have an active waiver and adds a signing link to the email. Then click Add booking.

Let the customer pay online instead

Copy the link in the Or have them pay online section, which takes them to this exact time to pay at checkout. Add &gv=CODE to pre-apply a discount code. Send it, then close the panel with Cancel: pressing Add booking too would book them in twice. For a private hire at a custom time or price, see private sessions.

Common questions

1. Can staff record offline payments? Yes, anyone who can add bookings can. See admin and staff roles.

2. The customer's earlier booking on this session was cancelled. Can I add them again? Yes. If nothing was refunded, adding them restores the original booking. If money or credit was returned, it creates a fresh booking.

3. Can I take a card tap in Session, like iZettle or SumUp? No. Take the tap on your own reader and record it as Paid with the Card machine method.

4. Can I edit a customer whose account started at another venue? No. They manage their name, email and phone from their own account, but you can book them in, use their credit and collect their waiver as normal.