Session booking with seats and a waitlist

How to turn on booking for a group's trainings with a seat limit, how parents book a seat or join the waitlist, how a freed seat goes to the first in line by itself, and what the coach sees.

Für: Manager, Trainer, Eltern

A group can take session bookings: families (and adult students) book a seat at a training in advance, so you know who's coming. When it's full, they can join the waitlist, and a seat that frees up goes to the first in line by itself.

This is booking a group's sessions. Booking a coach's free time for individual sessions is a different feature: Individual sessions and workouts.

Who can

• Turn it on and set it up: managers, support and the owner.
• Book someone in or cancel a booking: the session's coach (or the one covering), managers and above.
• Book a seat: parents, in their portal in the browser or the app.

Bookings are for groups and trainings only: games have call-ups, and individual sessions are booked another way.

Turn it on for a group

1. Open the group → Team settings → the Session booking card.

2. Tick Turn on booking.

3. Seats per session: 1 to 500. Leave it empty for no limit: families just book, with no waitlist.

4. Booking closes, hours before start (1 by default) and Cancelling closes, hours before start (3 by default).

5. Click Save. The card then reads, for example, "On · 12 seats".

On this group's trainings, booking replaces the Coming / Not coming buttons.

For parents: book a seat

On your child's page, next to the group's upcoming sessions (two weeks ahead):

• "5 of 12 free" and a Book a seat button;
• once booked, Booked and Cancel booking (until the cancelling deadline);
• when it's full, Fully booked and a Join waitlist button; on the waitlist you see, say, "#2 on the waitlist" and Leave waitlist, which always works;
• after the booking deadline, Booking closed.

When a seat frees up, the first in line gets it automatically, and the family is told: "A seat opened up: … is now booked for … on … at …." The message comes to the portal, as a push, and in Telegram if the club sends reminders there. After the booking deadline, a freed seat simply stays free.

For coaches: who's booked

On the session page, the Attendance tab shows "Booked 9 of 12" and the Waitlist. Booked children carry a "booked" label in the attendance.

• + Book in books a player of the group yourself; when it's full, Add to waitlist.
• ✕ next to a booking is Cancel booking (the family is notified); next to the waitlist, Remove from waitlist.
• Staff aren't bound by the booking and cancelling hours, only by the seats, and only until the session starts.

Coaches are notified when families book or cancel ("New booking: … · 10 of 12"); several changes within 10 minutes come as one notification. You can mute these in your notification settings.

A booking doesn't mark attendance: mark it as usual, in the attendance or by QR.

Tips

• Lowering the seats below the number already booked? You'll get a warning: the latest bookings move to the front of the waitlist, and those families are notified.
• Raise the seats or remove the limit, and the waitlists of upcoming sessions fill the new seats by themselves.
• Two families can never take the last seat at once: the second sees "The last seat has just been taken — you can join the waitlist."

FAQ

Parents don't see "Book a seat"

Booking isn't on for this group, the session is a game or has already started, the booking deadline has passed (Booking closed), or the child isn't in the group's roster.

Can I turn booking off?

Yes, untick Turn on booking. The group's trainings go back to the usual Coming / Not coming.

Does a booking use a session from a pack?

No. Sessions are used by the attendance marks, just as without booking: see Freezing and session packs.