As well as members booking themselves, you can book and remove members manually from the diary. This is useful for booking someone in over the phone or at the desk, taking payment for a chargeable class, or taking a member out of a session. You can book a member into a single session, or set them up as a regular so they are booked in automatically each week.
Open the class
Open the diary from the calendar icon in the left menu and click the class you want. This opens Activity Details, which shows the class, date, room, staff, and how many are booked against capacity. Attendees are split into three columns: Regulars, Bookings, and Waiting List.
Book a member into a class
In Activity Details, click + Book a Member.
Start typing the member's name in Search for a member, then select them from the results.
Choose how to book them: Just this activity for a one-off booking on this date only, or Add as regular to book them in every week going forward. Regulars are covered in the section below.
Complete the sell and payment step, covered next.
Once booked, the member appears in the Bookings column and receives a booking confirmation email.
Take payment for a booking
After you select the member, a booking step opens to handle what they are paying. It has three parts:
Sessions being booked confirms the class and time. You can use Book another session this week? to add more sessions in one go.
What to sell lists the products available for this class, such as a single class, a complimentary pass, or a credit bundle, each with its price.
How they're paying sets the payment method: Cash, Cheque, Complimentary / discount, Card terminal (PDQ) or Pay by card. If the member has a card saved, you'll see Charge saved card instead of Pay by card.
For cash, cheque, or a complimentary booking, click the confirm button, for example Take £10.00 in cash & book 1 class, to take payment and book the member in one step.
If the member pays on your card machine, choose Card terminal (PDQ), take the payment on the machine, then click the confirm button, for example Take £10.00 in card terminal (pdq) & book 1 class, to record it and book them in.
To take a card payment in ClubRight, choose Pay by card and enter the card details, or Charge saved card to use the card on their profile.
If the class is already included in the member's plan, no payment is needed and the booking completes. If you want to book now and collect payment later, click Book unpaid, chase payment later instead.
💡 Tip: Use Use the till from this step if you need to add other items to the sale alongside the booking.
Why is a booking under Awaiting Payment, not in the attendees?
When someone books a class but doesn't pay immediately, for example a guest who books online and doesn't finish paying, their place is held as an unpaid sale under Awaiting Payment, not as a booking. They're listed separately and don't show as an attendee until it's paid. Once it's paid, they move into the Bookings column and count towards the attendees.
The Awaiting Payment list sits above the Bookings column in Activity Details. Each row shows the person's name, member number, who added it, and the amount still to pay. The amount is the total of their unpaid sale, so it can include more than one item, such as a class pass or credit pack bought with the booking.
A place under Awaiting Payment doesn't take up a space in the class or count towards its capacity.
To take the payment:
Open the diary from the calendar icon in the left menu and click the class.
In Activity Details, find the person under Awaiting Payment and click Pay. This opens their sale on the till.
Choose how they're paying and complete the sale.
Once the sale goes through, they move into the Bookings column as an attendee.
How is this different from an unpaid booking?
If staff use Book unpaid, chase payment later, or a regular has a session their credits don't cover, that's a real booking. It shows in the Bookings column marked UNPAID, with a Pay button, and counts as an attendee. A place under Awaiting Payment only becomes a booking once the sale is paid.
Set a member as a regular
A regular is a member who is booked into a class automatically each week, so you do not have to add them manually every time. This suits members who attend the same class on a standing basis.
There are two ways to make a member a regular:
When booking, choose Add as regular instead of Just this activity.
For a member already booked into the class, click Add as regular next to their name in the Bookings column.
Regulars appear in the Regulars column of the class. You can also add one directly with + Add a Regular in that column.
How does a regular pay if the class isn't in their plan?
If the class isn't included in the member's plan, ClubRight asks how they will pay for each session when you add them as a regular:
Sell them a bundle now: pick a credit pack under Pick a bundle and choose how they're paying. Each session they're booked into uses one credit until the pack runs out.
Charge them each week: each booking is marked unpaid until they pay on the day. Use this if they don't want to pay up front.
Once their credits run out, any further sessions they're booked into show as UNPAID, with a Pay button next to their name, so you can take payment on the day or sell them another pack.
Check a member in
To mark a booked member as attended, click Check In next to their name in the Bookings column. This records their attendance against the class.
Remove a member from a booking
To remove a member, click the bin icon next to their name in the Bookings column. They receive a booking cancellation email. If they booked using a credit, the credit is returned to them.
Remove a member from every future session
You don't need to remove a regular one session at a time. Open the first session you want them taken off, click the bin icon next to their name in the Regulars column and choose All future activities. They are taken out of that session and every later session of that class in one go, and any credits they booked with are returned. Choose This activity only to remove them from the one session.
Sessions before the one you opened aren't affected. The member stays booked into those and shows under Bookings instead of Regulars, because they're no longer a regular. To remove one of those bookings, click the bin icon next to their name in the Bookings column.
You can do the same from Manage Schedules: open the schedule and remove the member from its list of regulars. They are removed from the schedule and unbooked from all future sessions.
Cancel a recurring appointment
For a 1-to-1 or PT appointment that repeats, open any appointment in the series and click Cancel recurring appointment. Every future appointment in the series is cancelled and any credits are refunded. Past appointments and today's are not affected.
Delete a class that has bookings
Deleting a single activity that has members booked in cancels all of their bookings, refunds any class credits and emails each member to let them know. You are asked to confirm first.
Delete a recurring schedule
To remove a whole class that repeats on a schedule, open the diary and go to Manage Schedules, select the recurring activity, and delete the schedule.
⚠️ Note: If a member is booked into a future session of that class, you cannot delete the schedule until you remove the member from the booking first.
Have more questions about managing bookings? Click the chat button at the bottom of your screen to speak to our team.