Q: What is a Client?
A Client is the parent / account holder (usually one email / phone login).
The client profile stores personal data, notes, consents, preferences, and whether the client is active or inactive.
Q: What is a Registration / Booking?
A Booking (Registration) is a (usually) child enrolled into a class (and connected to):
sessions/attendance
payments/payment schedule (if applicable)
communication/emails
One client can have multiple registrations/bookings:
multiple children
multiple classes
multiple terms
Q: Why do “Clients” and “Bookings/Registrations” show different numbers?
Because they measure different things:
Clients = number of parent profiles or families
Bookings/Registrations = number of enrolments (children in classes)
So bookings are often higher than clients.
Example
1 parent + 2 children, each enrolled in 1 class:
Clients: 1
Bookings: 2
Q: Why is a client still in the Client list after I deleted/cancelled the booking?
Because Zooza keeps a client database record for anyone who has ever registered with your company.
Your data is split into:
Client profile (parent record)
Registrations/Bookings (enrolments)
Deleting/cancelling registrations does not delete the client profile.
Q: What does “Active client” mean?
From your business point of view:
An active client is a parent who is actively using your services (can use the Profile, book, receive notifications, etc.).
From a technical point of view, a client becomes active if they have at least one booking in any of these states:
registered
trial not started
trial started
trial finished
…and that booking is in a class/group that has not ended yet (ongoing or future).
A client can also be active if they have:
at least one scheduled make-up class, or
unused credit (remaining prepaid hours/credits not used yet)
Important: Active client does not depend on whether your programme is “currently running today”. If parents register for a future programme, they can already become active.
Q: What does “Inactive client” mean?
From a technical point of view, a client becomes inactive if they:
have all bookings in Late (Pro rata), Waiting List, or Cancelled, and
have no valid/unused credits, and
have no ongoing/future bookings (or only bookings for completed programmes)
Q: Can I manually deactivate or delete a client?
No. Client activation/inactivation is automatic. It is not possible to manually deactivate or delete clients.
Q: I removed the last booking — when will the client become inactive?
Client status is recalculated automatically:
clients are activated immediately when an event occurs (e.g., new booking/credit)
clients are typically deactivated once per day (at midnight)
So a client may remain active until the nightly recalculation runs.
Q: Why is the active client number important?
Active/inactive client counts matter because:
they affect your internal capacity planning
they can impact your service package (subscription limits and upgrades)
Warning: Your package is based on the highest number of active clients reached within a month, not only the end-of-month number.
To check actual number o to Zooza / Reports
Q: Where do I see active vs inactive clients?
On the homepage/dashboard (statistics overview)
In Clients, by using the Active/Inactive filter (count shown above the list)
Why can’t I delete a client?
Q: Why can’t I delete a client from Zooza?
Zooza works like a CRM: once a parent becomes a client in your database, we keep the profile to protect your business history and workflows. This helps you:
keep a complete history of bookings, payments, credits, and attendance
see communication history (emails/notifications sent)
contact the client again in the future (returning customers, rebooking, offers)
avoid losing important data needed for reporting and accounting
Q: Does deleting a booking delete the client?
No. A booking can be cancelled/removed, but the client profile stays in your CRM so you don’t lose the relationship history.
Q: How do I “remove” someone operationally if they are no longer a customer?
You don’t need to delete them. The client will become Inactive automatically when they have no active bookings/unused credits (see Active vs Inactive clients). You can also filter your client list to show only Active clients.
Q: Can I permanently delete a client for privacy reasons?
In normal operation, client records are not manually deletable to protect history. If you receive a formal data deletion request (e.g., GDPR), handle it through your standard privacy process and contact Zooza Support for the correct procedure.