Bookings

The Bookings screen lists all bookings across your programmes. Use it to search, filter, and manage individual enrolments, payments, attendance, and communication.

Navigation: Go to Clients → Bookings.

List View

Above the list sit the actions that work on bookings in bulk: Create booking, Send email, Send SMS, Export, Transfer to network and Operations.

Each booking is a tile in three bands:

Block	What it holds
Client	Status badges — Enrolled, Copied, the booking number, how many bookings that client holds, and an Awaiting payment – until <date> badge when one is running. Under them the client's name, email and phone, each with a verification tick.
Attendee	The person attending, which is usually not the client: name, date of birth and age in months.
Internal note	Your own note, or a dash. The pencil edits it in place.
Programme / Class	Programme, class with its date range, the day and time, then venue and instructor.
Current payment plan	View, a link to the payments overview, a progress bar and the next payment date.
Payment summary	Payments received, Total charge and Booking balance — the balance in red and labelled Outstanding when money is owed.
Quick links	Add payment and Show payments.

The header shows the total, e.g. "287 bookings found", with Sort and Customize tile beside it — the second one changes which of these blocks the tile displays, so your list may not look exactly like the picture.

Filters

Filters appear as buttons directly above the bookings list. Click any button to open its filter panel, select a value, and the list updates automatically — no Search button needed.

Filter	Description
Client	Search by name, email, reference number, or phone.
Billing period	Filter by billing period.
Status	Filter by booking status (Enrolled, Waiting list, Cancelled, etc.).
Programme	Filter by programme.
Venues	Filter by venue/location.
Instructor	Filter by instructor.
Auto-enrolment	Filter by auto-enrolment status — see table below.
Payment status	Filter by payment status — see table below.
Payment plan	Filter by payment frequency type.
Labels	Filter by label. Select one or more labels from the list.
Created from / Created to	Filter by booking creation date range.

Click Reset to clear all active filters.

Auto-enrolment values

Value	Description
All	No filter — shows all bookings.
Not decided yet	Client has not yet responded to the auto-enrolment offer.
Auto-enrolment Declined	Client declined to continue for the next period.
Auto-enrolment Accepted	Client accepted continuation for the next period.

Payment status values

Available statuses depend on whether the booking uses a payment plan with a down payment.

Status	Description
No debt	The booking is fully paid — nothing is owed.
Not paid	Nothing has been paid yet (balance is zero).
Awaiting payment	The client has an outstanding balance but is still within the payment due window — the deadline has not passed yet. Once the window expires, the status automatically transitions to Unpaid. See Automatic payment reminders for how the due window is configured.
Unpaid	The payment window has closed and the balance is overdue. Use this to identify clients who are genuinely past their payment deadline.
Partially paid	Some amount has been paid, but the full balance is not yet settled (e.g. instalment plan in progress).
Paid	The booking is fully paid.
Overpaid	More has been paid than the amount owed — a credit is on the account.
Down payment unpaid	The booking has a down payment structure and the down payment has not been paid.
Down payment partially paid	The down payment has been partially paid.
Down payment paid	The down payment is fully paid; final payment may still be outstanding.
Final payment unpaid	The final payment is due and has not been paid.
Final payment partially paid	The final payment has been partially paid.
Final payment paid	The final payment is fully settled.
Final payment overpaid	More than the final payment amount has been paid.

Tip: To find all bookings with outstanding balances, filter by Awaiting payment + Unpaid + Partially paid. Use Awaiting payment alone to see clients who still have time to pay; use Unpaid alone to see overdue bookings.

Top Actions

Button	Description
Create booking	Opens the new booking wizard (see Create New Booking).
Send email	Send an email to filtered/selected clients.
Send SMS	Send an SMS to filtered/selected clients.
Export	Export the bookings list.
Transfer to network	Bulk-transfer selected bookings to another company in the network. See Bulk Network Transfer.
Operations	Bulk-set or bulk-remove the retention flag for all registrations matching the current filters. Includes a dry-run preview before applying. See Retention.
Customize tile	Opens the tile editor — choose which fields appear on each booking card. See below.

Customize Tile

Click Customize tile to enter edit mode. A widget bar appears above a live preview of the booking tile. Drag widgets in or out to control what each booking card shows. Click Save to apply, Reset to default to restore the original layout, or Cancel to discard changes.

The layout is saved per user — each team member can configure their own view independently.

See Customizing the booking tile for the full widget list and tips.

Editing notes inline

Booking cards with a note widget visible show a pencil icon next to each note field. Click the pencil to open an inline edit modal — no need to open the full booking detail.

Note field	Who sees it
Company note	Internal admin note, visible to all admins
Internal note	Personal note per user, shared across all their registrations
Customer note	The note the client submitted during booking (read-only from the client's side)
Public note	Visible to the client in their profile

Note fields only appear on the booking card if they are added via Customize tile.

Booking Detail

Click a booking card to open the detail page.

The booking detail is a dense page with multiple sections. Quick links at the top provide navigation: Basic information, Payments, Attendance, Communication, Credits and make-up sessions.

Booking Section (Left Column)

Field	Description
Created	Date and time the booking was created, with relative time (e.g. "3 weeks ago").
Status	Current booking status with badges (e.g. "Enrolled", "Trial started") and a Change status button.
Business booking	Checkbox — mark as a business booking.
Copy booking	Creates a copy of this booking.
Cancel booking	Opens the cancellation form.
Note about the booking	Editable public note (visible in the client's attendance record).
Label	Add custom labels/tags.
Tag	Add custom tags. Type and click OK.

Options

Expandable section with additional settings:

• Change widget — change the booking widget used.
• Send reminders of the upcoming sessions — toggle automatic session reminders.
• Occupied slots — set the number of spaces reserved by this booking in a session (default: 1).
• Extra make-up sessions — add extra make-up session slots beyond the programme default.
• Extra limit for make-up sessions — adjust the limit.
• Guest access to the booking — grant access via email address.
• Additional email for reminders before sessions — one or more addresses, separated by commas, that also receive session reminders. Typically the second parent, an older child, or a grandparent.
• Additional email for reminders before sessions — add extra email addresses for session reminders.

Additional Fields

Shows address and other custom fields. Click Set up to configure.

Attendance Summary

Shows next session date/time with attendance status, and a programme overview counter (e.g. "0 / 200"). Click Attendance to open the full attendance tab.

Credits Summary

Quick overview showing:

• Available session dates / Make-up sessions / Make-up sessions carried over / Discounts / Prepaid credit

Buttons: Create credit and All credits.

Order Summary

Shows the order details including child's date of birth, children's name, address, programme, price, booking fee, scheduled payments, paid total, and "To pay" balance.

Attendee Card (Right Column)

Field	Description
Name	Attendee name (clickable).
Date of birth	Attendee's date of birth and age.
Go to attendee	Link to the attendee's client profile.
Change	Change the attendee for this booking.

Client Card

Field	Description
Name	Client (payer) name.
Email	Client email.
Phone	Client phone number.
Last login to profile	Timestamp of client's last login.
Internal note about client	Staff-only note about this client.
Go to the client	Link to the client's profile.
Change client	Reassign the booking to a different client.

Class Card

Field	Description
Programme	Programme name with emoji icon.
Class	Class name, schedule, and date range.
Billing period	Payment grouping.
Location	Venue name and address.
Instructor	Assigned instructor.
Enrolled	Current enrolment count vs. capacity (e.g. "7/10").
Transfer	Transfer this booking to a different class.

Payments Card

Field	Description
Payments status	Status icon with label (e.g. "Paid").
Amount to pay	Outstanding amount.
Paid	Total amount paid.
Current account balance	Running balance.
Latest payment received	Date and amount of last payment.
Add payment	Record a new payment.
Show payments	Open the full payments tab.

Linked Bookings

Shows related bookings. Click Link booking to connect another booking.

Communication Card

Field	Description
Unread / To do / Total messages / Session reminders	Communication statistics.
Email / SMS / Communication	Quick action buttons.

Products Card

Lists available products for this booking with a Buy action.

Documents Card

Field	Description
Documents / Videos / URLs / Dynamic documents	Counts for each document type.
Add document	Attach a new document.

Trial Booking Detail

Trial bookings show additional fields in the Booking section:

Field	Description
Date trial booked	When the trial was created.
Trial ends on	Expiry date for the trial period.
Booking link will be sent	Date the booking link email is scheduled.
First follow-up will be sent	Date of the first follow-up email.
Second follow-up will be sent	Date of the second follow-up email.
Will be lost	Date the trial lead will be marked as lost.

Additional action buttons for trials:

• Enroll — convert the trial to a full enrolment.
• Copy booking — duplicate the booking.
• Delete booking — permanently remove the booking.
• Cancel booking — cancel the trial.

Create New Booking

Navigation: Bookings list → Create booking.

The booking creation wizard has multiple steps:

Step 1: Choose Timetable

Shows the selected programme/class details:

Field	Description
Programme	Programme name.
Class	Class name and date range.
Location	Venue and address.
Instructor	Assigned instructor.

Click Change to select a different class.

Step 2: Create a Booking

Field	Description
Choose	Create a booking by searching for an existing client or Create a booking for a new client.
Name	Client's first name (required).
Surname	Client's last name (required).
Email address	Client's email (required).
Phone number	Client's phone (required).
Client is also an attendee	Checkbox — uncheck if the client only manages/pays for the booking (e.g. parent booking for a child).
Name (attendee)	Attendee's first name (shown when "Client is also an attendee" is unchecked).
Surname (attendee)	Attendee's last name.

Note: No confirmation email is sent automatically when creating a booking manually. A confirmation email must be sent manually.

Click Continue to proceed, or Back to return.

Change Booking Status

Navigation: Booking detail → Change status.

Available statuses:

• Enrolled — Valid programme booking.
• In the waiting list — Waiting for a slot to become available.
• Late booking — Enrolled after the programme starts.
• Cancelled booking (during the programme) — Cancelled mid-programme.

Options:

• Send confirmation email — checkbox to notify the client about the status change.

Click Change status to apply.

Cancel Booking

Navigation: Booking detail → Cancel booking.

Cancellation notice: "By cancelling the booking, the client will stop receiving notifications and all future payments will be cancelled. The booking data will still appear in reports, such as the instructor's report."

Field	Description
Cancellation type	Cancel immediately or Schedule cancellation for a later date.
Cancellation date	Date picker (shown when scheduling). The booking will be cancelled on this date; until then, the client stays enrolled.
Send confirmation email	Checkbox — notify the client.

Click Proceed to confirm.

Change Class (Transfer)

Navigation: Booking detail → Transfer (in Class card) or Change link.

The transfer wizard includes:

Settings — Status

Choose the booking status after transfer:

• Enrolled — Valid programme booking
• In the waiting list — Waiting for a slot to become available
• Late booking — Enrolled after the programme starts
• Trial started

Set Up Enrolment

Field	Description
Start date	The client will see sessions starting from this date. Earlier sessions will be hidden.
Remaining sessions	Count of sessions remaining after the start date.

Set Up Payments

Shows a warning if the new class price differs from the current class price.

Field	Description
Paid	Amount already paid.
Amount to pay	Remaining amount.
Current account balance	Current balance.
Do not change payments	Checkbox — leave payments unchanged.
Payment plans available	Yes/No toggle for payment plan usage.
Amount	Payment plan amount.
Choose	Payment plan or Scheduled payment amount: Custom amount.
Booking fee	One-time fee with +/- controls.
First scheduled payment date	Choose Now or Custom date.
Include full start date	Checkbox — include sessions on the start date.
Payment frequency	Select from available payment templates.

Send Notification

• Send confirmation email — checkbox to send the client a confirmation.

Click Continue to proceed, or Back to return.

Payments Tab

Navigation: Booking detail → Payments (quick link) or Show payments.

Payments Status

Field	Description
Status	Payment status with icon (e.g. "Overpaid", "Paid", "Unpaid").
Payment balance	Formula: Amount owed + Booking fee − Paid − Discounts.
Current account balance	Client's overall account balance.
Amount owed	Current active payment plan amount. Edit / Reset buttons.
Booking fee	One-time fee. Edit / Reset buttons.
Down payment	Initial payment amount. Edit button.
Paid	Total paid. Edit button.
Discount	Applied discount amount. Edit button.
Refunded	Total refunded amount.
Booking value	Original class price excluding fees and discounts at time of booking.

Button: Add payment.

Invoices

Field	Description
Invoice profile	Dropdown to select invoice profile (e.g. "Default profile").
Invoice list	Shows date, view link (PDF), and edit link for each invoice.
Generate invoice	Create a new invoice.

Edit Invoice Dialog

Field	Description
Period Start / Period End	Invoice period date range.
Debt within the period	Total debt for the period.
Amount paid within the period	Total payments within the period.
Invoice date	Date shown on the invoice.
Delivery date	Delivery/service date.
Payment method	Dropdown (e.g. "Transfer payment").
Use default item description	Checkbox.
Send invoice to customer via email	Checkbox.
Item description	Editable description text.

Current Payment Plan

Shows progress bar for scheduled payments (e.g. "4 / 8"), next scheduled payment date and amount. Buttons: Scheduled payments overview and Change.

Automatic Payments

Field	Description
Automatic payments are possible	Yes/No.
Offline charge available	Yes/No.

SEPA Direct Debit

Shows whether SEPA direct debit is active.

List of Payments

Table with all payment transactions:

Column	Description
Amount	Payment amount (negative = charge, positive = payment received).
Payment receiving date	Date payment was recorded.
Transaction type	E.g. "Programme payments", "Booking fee", "Booking fee correction", "Payment by bank transfer".
Source	"Zooza" (automatic) or "Manual input".
Created by	User who recorded the payment.
Note	Additional notes (e.g. "paid in one payment 2 bookings").

Online Payments

Lists any online payments received.

Current Active Payment Plan

Navigation: Payments tab → Scheduled payments overview.

Shows the payment plan header:

Field	Description
Created	Date the plan was created.
Created by	User who created the plan.
Template used	Payment template name and type (e.g. "Monthly, Prepaid Periodic Payment, Monthly").
Template discount applied	Discount amount from the template.
Discount applied from the discount credit	Discount from credits.
Total amount to pay	Total amount across all scheduled payments.
Automatic payments available	Yes/No.

Button: Delete — removes the payment plan.

Payment Overview Table

Column	Description
Scheduled for	Session/period date.
Due date	Payment due date.
Status	"Processed" or "Scheduled".
Processed	Timestamp when processed.
Template discount	Discount from template.
Discount from the discount coupon	Coupon discount.
Scheduled payment	Scheduled charge amount.
To be paid	Actual amount to pay.

Scheduled (future) payments show an Edit link.

Offline Payment Detail

Navigation: Payments tab → click a payment row.

Offline Payment

Field	Description
Amount	Payment amount.
Created	Timestamp.
Transaction type	E.g. "Payment by bank transfer".
Source	"Manual input" or "Zooza".
Created in Zooza	Timestamp in Zooza system.
Created by	User who recorded it.
Note	Free-text note.
Payment posting date	Date the payment was posted.
Payment date	Actual payment date.
IBAN	Bank account number (if applicable).

Refund

Shows refunded amount. Button: Refund payment.

Correct Payment

Shows payment corrections amount. Button: Correct payment.

Move Payment

Transfer a payment to another booking — for example if a payment was recorded on the wrong booking or a client has paid for a different programme than expected.

Requirements:

• The payment must have no refund or correction applied.
• The target booking must manage its own payments (not inherited from an order).

Button: Move payment. Select the target booking by booking number or client name, then confirm.

Attendance Tab

Navigation: Booking detail → Attendance (quick link).

The attendance tab lists every session for this booking. Button: Book a session.

Filter: Attendance type — filter by status (e.g. "Did not attend (1) (+3)") with count.

Each session row shows:

Field	Description
Session date	Date and time (e.g. "16. February 2026, 18:00 (Monday)").
Type	"Standard session" or "Make-up session". For make-up sessions, the programme and venue are also shown.
Attendance	Current status — "Attended", "Cancelled", "Did not attend", or "Unmarked".

Attendance action buttons:

• Will attend — mark as planning to attend.
• Attended — mark as attended (highlighted green when active).
• Cancelled — mark as cancelled (highlighted orange when active).
• Did not attend — mark as absent (highlighted red when active).

For cancelled sessions:

• Choose make-up session — opens the make-up session picker.
• Cancel make-up session — cancel an assigned make-up.
• Go to Make-up Session — link to the make-up session detail.
• Reason for cancelling — dropdown to select cancellation reason.

Each session shows:

• Personal feedback (visible to parent) — editable feedback field with created/modified timestamps.
• Credits — expandable section showing credits related to this session.
• Hide — collapse the session details.

Choose Make-up Session

Shows available make-up sessions in a table:

Column	Description
Date	Session date.
Time	Start time.
Programme	Programme name.
Location	Venue name.
Instructor	Instructor name.
Available slots	Remaining capacity (e.g. "9 z 10").

Includes filter by Change to modify make-up session parameters.

Click Choose to assign a make-up session.

Activity Log

At the bottom, an activity log tracks all attendance changes:

Column	Description
Operation	Action type (e.g. "Attendance created").
Log created	Timestamp.
Log details	Description with user, session date, and status.

Credits and Make-up Sessions Tab

Navigation: Booking detail → Credits and make-up sessions (quick link).

Button: Create credit for booking.

Make-up Sessions

Column	Description
Status	"Not used" or "Used".
Created by	User who created the credit.
Used by	User who redeemed it.
Date created	Creation timestamp.
Used on	Redemption timestamp.
Date of expiry	Expiration date.
Value	Credit value (e.g. "£10.00").
More	Link to credit detail.

Additional Sections

• Transferred make-up sessions — credits transferred from other bookings.
• Discounts — discount credits applied.
• Create a free session or discount voucher for booking — manually created entry passes.
• Purchased gift vouchers redeemed for this booking — gift vouchers used.
• Entry pass — entry pass credits.

New Credit

Navigation: Credits tab → Create credit for booking.

Field	Description
Credit type	Available session date — a make-up session slot. Discount entry pass — a monetary discount.

Click Create to add the credit, or Cancel to discard.

Credit Detail

Navigation: Credits tab → More on a credit row.

Information

Field	Description
Status	"Not used" or "Used".
Expiration date	When the credit expires.

Button: Change — modify the credit information.

Used On

Field	Description
Class	Class where the credit was used.
Session date	Session date.
Date created	When it was redeemed.
Created by	User who redeemed it.
Make-up session types	E.g. "Free of charge session".

Button: Change — modify the usage details.

Make-up Session Parameters

Shows the parameters that govern where and when the credit can be used. Button: Change.

Delete Credit

Button: Delete unused entry pass — removes an unused credit.

Communication Tab

Navigation: Booking detail → Communication (quick link).

Top Actions

Button	Description
Send email	Compose and send an email to this client.
Send SMS	Send an SMS to this client.

Filters

• Type — filter by message type.
• Template — filter by template used.
• Status — filter by delivery status.
• Sort — "Most recent first" (default).

Message List

Each message shows:

Field	Description
Type label	E.g. "Cancellation confirmation", "New payment".
Direction	"IN" badge for inbound/system messages.
Content	Subject line or preview (e.g. "Attendance successfully cancelled").
Timestamp	Date and time.
Scope	E.g. "Global-block".

Quick Reply

Compose a message directly from the communication tab:

Field	Description
Type	Email or SMS radio buttons.
Email subject	Subject line (required for email).
Email body	Rich text editor with formatting toolbar.

Click Send to send the message.

Related

• Common Booking Scenarios — FAQ for booking-related tasks.
• Booking and Booking FAQ — common booking questions.
• Payment Pairing Guide — how to match payments to bookings.
• Attendance and Catch-ups FAQ — make-up session questions.