Staff members can book clients into scheduled event sessions from the Elevate Staff App or Staff Back Office. From the Elevate Staff App, you can book events from the schedule. From the Staff Back Office, you can book events from the schedule, a client’s profile, or from the store.
Clients can book events for themselves from the Achieve Client App and Client Web App.
Key tips before we begin
To add a client to a specific session within an event, the Clients can book individual sessions or Clients are enrolled in all sessions, but staff can book individual sessions purchase rules must be enabled for the event.
When you book an individual session of a block event for a client, the client won’t be counted toward the total event capacity for that session. This could result in overbooked sessions for your block event.
Client type discounts for events only apply when booking all sessions of an event instance, not when booking individual sessions.
Staff members can book event sessions for clients regardless of whether the client has completed the prerequisites for the event.
Book an event from the schedule
Desktop – Staff Back Office
To book an event from the schedule in the Staff Back Office, complete the following:
Click the App Drawer button
then click View All > Schedule.Click on the event you want to book. You may have to adjust the date range to find the event.
Click View attendance list.
Click QUICK ADD and enter the client’s information in the search field. You can enter the client’s name, phone number, email address, UID, or client ID.
If the client is marked as flagged, in the Confirmation Required popup, click OK to continue the booking.
To determine how the client will pay for the event, click the Attendance options button next to the search field that appears. To prevent the search field from minimizing, set the Lock search box option to ON.
To book the event without requesting payment, select Add Unpaid. If the client owns an appropriate Purchase Option, it will be used to pay for the event.
To book the event and make immediate payment, select Add And Pay Now.
In the list of clients displayed, click the client’s name, and confirm the addition of the client to the list by making the appropriate selections in the confirmation popup that is displayed.
If the client isn’t within the required age range for this event but you want to book them anyway, then in the confirmation popup, click OK and then click OK.
If the client owns more than one Purchase Option that can be used to pay for the event, select the Purchase Option that should be used from the dropdown list, and click OK. The booking is complete.
If the event’s purchase rule is set to Clients are enrolled in all sessions, but staff can book individual sessions, in the confirmation popup, click SELECTED SESSION to book the client into the specific session or click MULTIPLE SESSIONS to book the client into more than one session. For more information, see Purchase rules.
To pay for the event, click the Pay Now button.
If Add and Pay Now was selected under Attendance options, the client will be automatically directed to the store to pay for the event.
In the confirmation popup, click OK. You will be directed to the store.
If the client has an applicable Purchase Option, select the Purchase Option from the list and click CONFIRM. To reconcile other unpaid visits using this Purchase Option, set Reconcile other unpaid visit(s) using this Purchase Option to ON.
Complete the transaction and continue with the event booking process.
Mobile – Elevate Staff App
To book an event from the schedule in the Elevate Staff App, complete the following:
Tap the Schedule tab.
Tap the event session you want to book for the client, then tap the Add button
.Enter the client’s information in the Search box, then tap their name in the list. If the client doesn’t have an account, tap Add New Client and create a new account by entering the required information and tapping Create account.
Next to the client’s name, tap the Action button, then add the client to the event session:
Tap Book unpaid to add the client without payment.
Tap Add Using Purchase Option to add the client to the event session using an applicable Purchase Option that the client owns.
Tap Add and pay now to add the client to the event session and pay the drop-in rate or purchase a new Purchase Option to pay for the event session.
Tap Add next to the drop-in rate or Purchase Option that you want to purchase.
Tap the Shopping Cart button to review the cart.
To see the details of an item, swipe left and tap Edit. Tap Remove from Cart to remove the item or tap Save to keep it.
Apply any price adjustments (i.e., modify the price of the item directly) or discounts to the items in the cart, as required.
If tips have been set up for the Elevate Staff App, select one of the displayed tip options.
Tap Make a Payment.
Select the payment method or methods.
Tap Complete.
Tap Email Receipt to send a receipt to the client.
Tap No Receipt to send no receipt to the client.
Tap Complete. The sale is complete.
Book an event from a client’s profile
To book an event from a client’s profile, complete the following:
Click the Search button
in the Top Nav Bar and enter the client’s information, then click their name in the list.On the Overview page, click Book and select Event.
Find the event that you want to book. You may have to browse the list, use the Search option, or filter the list to find the event.
Under INSTALLMENT PLANS, select the payment frequency if the client wants to pay for the event by installments. Select Do not apply an installment plan if the client wants to make a single payment.
This option will only be displayed for events with payment plans enabled. To learn how to manage a payment plan, see Managing a payment plan for an event.
Click Enroll now.
If the event is at maximum capacity and the wait list for the event is enabled, click Wait List to add the client to the wait list of that event.
If the client is marked as flagged, in the Confirmation Required popup, click OK to continue the booking.
Review the event information and click NEXT.
Decide when the client will pay for the event:
To pay for the event now, select Purchase Online and choose an applicable Purchase Option. Click NEXT.
Review the cart and enter any applicable discount codes. Click APPLY and then click NEXT.
Select the payment method the client wants to use.
If you select Gift Cards, you must enter the required code, and the amount on the gift card will be entered automatically. Only a single gift card can be used at checkout.
If you select Virtual Terminal or Card Swiper, and surcharges are enabled in your store settings, you can change the surcharge amount for this transaction by entering a new amount in the Surcharges If the client is purchasing an item with auto-renewal or other auto-payments, future charges will include the original surcharge amount.
To learn how to apply a payment plan at checkout, see Applying a payment plan at checkout.
Review the booking and click COMPLETE.
To pay for the event when the client visits, select Pay When You Visit and choose an applicable Purchase Option. Click Complete.
Book an event from the store
Note: Staff members can’t select specific event sessions when booking an event through the store. To select specific sessions for an event, the staff member must book the event through a client’s profile or the schedule.
To book an event from a client’s profile, complete the following:
Click the App Drawer button
then click View All > Store.Under CHOOSE LOCATION, select the location to which the sale should be assigned.
This option is only available if the Staff members must select a location at checkout store setting is turned on. If this option is not available, the sale will be automatically assigned to the location to which you are currently signed in.
Under Client Information, select the client for whom you are booking an event.
To select an existing client, enter the client’s name under SEARCH CLIENT and select the client’s name from the list.
To add a new client, click ADD CLIENT. Enter the client’s information in the appropriate fields and click Create Account. You cannot book an event for a walk-in client.
Under Products and Services, search for and select the event you want to purchase, and then click Add to cart.
Enter the number of event instances you want to purchase in the Qty field.
This is useful if you want to purchase an event for your friends and family members. For more information, see Transferring an event session to a family member.
Click Proceed to Checkout.
Select each payment method the client wants to use. In most cases, the total payment is split between the selected payment methods equally, but you can adjust the amounts as required.
If you select Gift Cards, you must enter the required code, and the amount on the gift card will be entered automatically.
If you select Virtual Terminal or Card Swiper, and surcharges are enabled in your store settings, you can change the surcharge amount for this transaction by entering a new amount in the Surcharges If the client is purchasing an item with auto-renewal or other auto-payments, future charges will include the original surcharge amount.
If you don’t want the client to pay a surcharge for this transaction and any future auto-renewal or other auto-payments on items in this transaction, under the payment method, set the Charge client a $[value]% processing fee option to OFF.
If you want to apply a discount to the cart subtotal, select one of the following options:
Click the Coupon button
and enter the discount code, then click the Approve button.Click the Percent button and enter a discount percentage, then click the Approve button.
Click the Dollar button and enter a discount value, then click the Approve button.
Click Complete. The booking is complete.
A receipt can be printed or emailed to the client at this time. For more information, see Printing receipts and Emailing receipts.
Only the client who has purchased the event can be booked into the event instance. To transfer an event instance to another client, see Transferring an event session to a family member.
Book and check in to an event scheduled for today
To book a client for an event scheduled for today and check them in at the same time, complete the following:
Click the Search button
in the Top Nav Bar and enter the client’s information, then click their name in the list.On the Overview page, next to QUICK Check-in for Today, select a location.
Book the event for the client. You have the following options:
Check-in – Select this option if the client owns an applicable Purchase Option for this event instance. The event will be booked for the client, the Purchase Option will be automatically applied, and the client will be checked in to the event.
Pay & Check-in – Select this option if the client doesn’t have an applicable Purchase Option for this event instance. Clients will be directed to pay for the event instance before they are allowed to check in.
Review the event information.
If there are other scheduled sessions for this event, click Add next to the additional sessions you want to book for the client.
Click NEXT.
Decide when the client will pay for the event.
To pay for the event now, select Purchase Online.
Select an applicable Purchase Option and click NEXT.
Review the cart and enter any applicable discount codes. Click APPLY and then click NEXT.
Select each payment method the client wants to use. In most cases, the total payment is split between the selected payment methods equally, but you can adjust the amounts as required. If you select Gift Cards, you must enter the required code, and the amount on the gift card will be entered automatically. To apply a payment plan for the event, see Applying a payment plan at checkout.
Click COMPLETE. The event is booked for the client.
To pay for the event when the client visits, select Pay When You Visit and click COMPLETE. The event is booked for the client.