You can add and manage attendees, waitlists and cancellations for your sessions by following the steps in this article.
If you head to your Schedule page > click on Details on the selected session > click on the Attendees tab, you can view and manage your attendees here.
Within the attendees tab you can see who has booked onto your session, who is on the waitlist, whether anyone has cancelled as well as manually moving anyone on or from your attendee, wait or cancellation lists.
You can also see at a glance whether the customer attended, checked in, how they paid and whether they’ve been refunded.
Please note that attendee lists are only visible to admins with the correct permissions.
Adding a customer to a session
You can manually add a customer to a session, by clicking the Add attendee button and searching and selecting one or more customers to add to this current or more sessions.
Once added, you can click on their name if you want to take payment for the session by debiting an existing package, marking it as paid outside of Gymcatch or marking it as free.
Cancelling customer’s session
You can manually cancel customer’s bookings by clicking on their name on the attendee record and clicking Cancel booking.
Customers can always cancel their sessions in the apps themselves, but if you action this, you’ll get a confirmation pop-up where if you’ve got an auto-refund policy configured for the session, you will have the option to select to apply this policy when you cancel this booking.
If you leave this box checked, you’ll see the customer has automatically been credited back the session, if the date and time of this cancelling fits with your stated policy
As with all actions on this page, the customer will have been notified of this auto-refund.
If you cancelled a booking, but didn’t apply the policy, you can still credit them back by gifting a package after the cancellation. You can find information on how to gift a package here.
Moving a customer’s booking
Our attendee management feature also enables you to simply move a customer's booking.
All you need to do is cancel their current booking, apply a credit back, then book them into a different session and debit the related credit following the steps stated above.
Rebooking cancelled customers
If you wanted to manually re-add a customer to a session whose original booking was cancelled, then instead of clicking the Add attendee button as you usually would when adding a customer to a session, you would expand the Cancellations section on the Attendees tab for the session and click on the + sign under the Add attendee column next to this customer.
Adding a customer who doesn't have a Gymcatch account onto a session
If you wanted to add a place for someone who isn’t yet a customer of yours on Gymcatch, you can also do this by clicking on the Add attendee button, then clicking on the Add new tab and creating a new customer here.
As part of this creation process, you can invite this customer to claim this account for their own use. When this box is ticked, the system will send an automated email to the customer, from which they simply confirm their email address and create a password.
You can invite this customer to claim their account from the customer profile page at a later date as well if you don’t wish to do that here.
Whether or not this customer claims this account, customers created in this way have full functionality as if the customer has created the account themselves.
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