Managing participants

This is the daily work in the Group Classes module: who's booked, who showed up, who missed, who has a pass, who doesn't.

Where to find it

Group Classes → Classes → click an event → participant panel on the right.

Panel parts

Top: capacity

• "8/12 spots" (8 booked, 12 max)
• Visual spot indicators (full/empty circles)
• If full: waitlist visible

Add participant

• + Add guest button
• Customer search: name, email, phone
• Number of spots (multi-spot: one person can book multiple seats)
• Note (optional, "first time," "allergy to X," etc.)

Participant list

Each participant in a row:

• Name + avatar
• Status (REGISTERED / CONFIRMED / ATTENDED / NO_SHOW / CANCELLED)
• Pass info (if any: 3rd of 10)
• Action buttons: Check-in, Check-out, Cancel, Delete

Statuses

REGISTERED

Booked but not yet arrived. Default state.

CONFIRMED

Confirmed (e.g., responded to SMS). Rarely used manually.

ATTENDED

Checked in. Set by the check-in button. If they have a pass, 1 session auto-deducts. No pass = automatic debt.

NO_SHOW

Didn't show up. Set by the no-show button. Settings can make this generate a debt.

CANCELLED

Cancelled, by guest or by you. Spot frees up; waitlist auto-fills.

Check-in flow

Guest arrives → click Check-in. System:

1. Sets status to ATTENDED
2. Looks for a pass:
   • Found and valid → 1 session deducted, toast shows remaining
   • Missing or expired → debt generated
3. Capacity calculations refresh in the calendar

Multi-spot booking

A guest can book up to 4 seats (max set in Settings). E.g., a parent brings 2 kids + a friend.

• Booking shows in 1 row, "4 spots"
• Check-in can be separate (1 here, 3 later)

Pass resolution

Guest with a pass:

• Check-in auto-deducts
• Toast: "Pass deducted, 5 sessions remaining"
• Pass panel on customer profile updates

Guest without a pass:

• Debt created on check-in (ATTENDED_NO_PASS)
• Shows on the Debts page
• Resolution: buy a pass later, or pay

Cancellation (guest or admin)

Online guest cancellation

Guest can cancel via Customer Portal or email before the cancellation window closes (e.g., 12 hours before).

Admin cancellation

You can cancel any guest's booking anytime. Spot frees up.

After cancellation

• Next waitlister gets an email about the freed spot
• Pass session is not deducted if no check-in happened

When to use it

Scenario 1, normal class 8 booked, all registered. During class, check-in each. Passes deduct, no-shows trigger debts.

Scenario 2, family booking Mom books 3 seats (herself + 2 kids). One row, "3 spots." She comes with 1 kid, the other no-shows → 2 ATTENDED, 1 NO_SHOW.

Scenario 3, post-cancellation waitlist 12/12 full class, 3 on waitlist. Someone cancels → first waitlister gets email to confirm → clicks, booked.

Scenario 4, guest buys pass before class Guest arrives without a pass. You sell them a 10-pass via the Passes menu. Back to participant panel, check-in. Now pass deducts.

Notes

The note field is for:

• "First time"
• "Back issues, be gentle"
• "Allergic to pine oil"
• "Partial payment"

Instructor sees it before class.

Tips

• Check-in is the BASIC, don't skip it. Without it, passes don't deduct, no-shows don't register.
• Multi-spot lets you check arrivals separately, if not everyone shows up. Per-person check-in or no-show.
• Use the note field actively, useful reference for the next time.
• Cancellation-capacity logic matters: a guest cancellation frees the spot, waitlist auto-fills.
• Don't sell a pass after the fact if the guest doesn't want to be in debt. Offer: pay now, buy pass, or accept debt.
• Don't reject an unknown / unregistered guest right away, create a customer record on the spot, sell them a pass.

Related articles

• Creating an event
• Waitlist
• Selling passes
• Debts