Book a customer in person

Add a customer to an existing session from the calendar, take payment, and confirm the booking.

When a customer calls, emails, or walks up to the desk, you can book them onto an existing session directly from the calendar — without sending them to your public booking page. This guide covers the end-to-end flow.

For walk-in shop sales, food and drink, or any sale not tied to a specific session on the schedule, use the point of sale instead.

Prerequisites

• The session must already exist on your calendar. To add sessions, see course setup and hire setup.
• You need the Operator Booking permission to create bookings.
• To take card payments at the desk, pair a card reader.

Book a customer onto a session

1. Open the session

   Find the session on the calendar and click it to open the session popup. The popup shows the current bookings, remaining capacity, and assigned staff.

2. Start a new booking

   Select New booking in the top right of the popup. Choose how many tickets to add using the + and − buttons, then continue.

   If you need to fit a customer onto a full session, you can deliberately overbook it — see admin capacity override.

3. Select or create the customer

   Search by name or email to find an existing customer. If they’re not in your database, select New customer and fill in their name, email, age, and any other required details.

   If the customer has family members on their account, you can pick which family member is attending.

4. Choose a payment method

   Pick how the customer is paying:

   Method	When to use it
   Card	Take payment now via a card reader or manual entry
   Cash	Record an in-person cash payment
   Invoice	Send an invoice — useful for corporate or large group bookings
   Defer	Confirm the booking now and collect payment later
   Other	Record payment received via bank transfer or another external method

5. Accept terms and finalise

   Tick the terms and conditions box on the customer’s behalf. You can also tick the mailing-list opt-in if they’ve agreed to it.

   Select Pay now to complete the order, or Add to basket to keep adding items before charging.

The booking now appears on the session, the customer receives a confirmation email, and any waivers attached to the activity are sent to them automatically.

After the booking

• The booking shows up in the bookings dashboard and on the session’s register.
• The customer can view the booking by signing in to their customer account.
• If you need to amend it later — change attendees, move the session, or refund — see managing bookings and cancellations and refunds.

Related guides

Managing bookings

Edit, cancel, and track every booking across sales channels.

Point of sale

Sell shop products, take walk-in payments, and manage a till.

Group bookings

Take and manage bookings for schools, parties, and corporate groups.

Customer accounts

Link sales to a customer account for history and family management.