Schedule and check-in

Bookings → Schedule shows who's coming, for one bookable or All bookables.

• Day goes session by session: how many spots are booked, and who's coming, with their tickets, extras, answers and waiver signature. Sessions nobody has booked yet are listed on one line underneath. Paid bookings link to their order.
• Week (Monday to Sunday) starts with how many people each bookable has that week, then lists every booking day by day. Click a date to open that day.
• Use the Previous, Today / This week and Next buttons, or pick a date.
• Check in marks people as arrived. Undo takes it back.
• Cancel frees the spot. For a paid booking it also adds a note to the order, but it doesn't refund it: refund in WooCommerce if needed.
• Download CSV saves what's on screen (the day, or the week) for a spreadsheet, including where each booking came from (paid online, free reservation or added by staff), no-shows and staff notes. It always has every booking in the range, however many.
• The Schedule itself shows up to 5,000 bookings at once. If a week of All bookables has more, a note says so: pick one bookable or the Day view, or download the CSV.
• If the booking form turned people away in the last week because one connection booked a lot in a short time, a note at the top says how many. That can be a script, or many people sharing one network; if customers mention it, ask your site's developer to raise the limits.Print prints the list without the admin menus, for the front desk.

A session that has bookings but is no longer on the schedule (hours changed, or the day was closed) still shows, marked No longer on the schedule, so nobody gets missed.

Session actions

In the Day view, each session has its own buttons. Sessions nobody has booked yet are listed under No bookings yet, with the same buttons.

• Close session stops new bookings for that one session: it disappears from the booking form, like a closed day. People already booked keep their bookings unless you choose otherwise: when a session has bookings, closing it shows how many and asks whether to Keep their bookings or Cancel their bookings and email everyone. Add a note for staff if you like (for example "Ice maintenance"). Reopen session takes it back. To close whole days, use Closed days and special hours on the bookable instead.
• Change spots sets how many spots that one session has, higher or lower than usual (for example half the rink). Clear the box to go back to the bookable's number. Bookables with Overlapping sessions share one number of spots, so they don't offer this; change Spots at the same time on the bookable instead. Closed and changed sessions are marked in the Day view; hover the label to see who changed it and when.
• Add booking is for walk-ins and phone bookings: tickets, extras, and optionally a name, email, phone number, waiver signature and note. Tick Checked in now for someone standing at the desk. A full session refuses the booking unless you tick Overbook; overbooked bookings are marked so you can see who added them. No payment is taken here: take payment at the desk (the confirmation shows the total for a paid bookable). Staff can add bookings to a closed session, a session that has started, or a session that's past the booking cut-off.
• Email everyone writes to everyone booked in the session: one email per booking, to the email they booked with (or the order's billing email for paid bookings), with their booking details underneath your message. Tick Also cancel these bookings to cancel them too. You'll see a review first: how many emails go out, how many bookings and people are cancelled, and who has no email address. Nothing is sent or cancelled until you press the button on the review. Big sessions are emailed in batches over a few minutes; the Day view shows the progress.
• Cancelling paid bookings never refunds them. Each cancelled order gets a note, and after sending you get a list of the orders to refund in WooCommerce.
• No-show appears once a session has started, for people who haven't checked in. A no-show keeps its spot (the session already happened) and shows in the CSV. Undo takes it back, and checking someone in clears it.

The session heading shows spots booked out of the session's spots, people, and how many have arrived. With Overlapping sessions it shows the spots booked at that start time and the busiest time while that session runs (for example "busiest time 8 of 10 spots"); sessions with no bookings yet show how many spots they have left.

Administrators, editors and shop managers can see the schedule, including bookers' names, emails and phone numbers. The Bookings list also shows how many spots are booked over the next seven days.

Personal data

Bookings keep the name, email, answers and waiver signature people gave. Tools → Export Personal Data and Erase Personal Data include them (found by the email used to book, the order's billing email, or free reservations saved to the account with that email); erasing keeps the booking's time and tickets so headcounts stay right. Erasing a WooCommerce order's personal data erases its bookings' too.