Wix Bookings: Managing the Participant List for Your Classes

Manage your sessions quickly and efficiently using the participants list from the booking calendar. The participant list helps you keep track of who paid for a class session, who attended, who was a no-show, and more. It also allows you to stay organized and ensure smooth class management. For example, if you run a yoga studio, you can easily see which students have signed up for each class, check their payment status, and follow up with anyone who missed a session.

In this article, learn more about:

• Adding or removing participants

• Marking attendance for a class

• Moving participants from one class session to another

• Updating your participants' payment status

• Contacting your participants

• Managing your participants' contact cards

• Viewing responses to custom fields in the Booking form

• Exporting the participant list for a class

Adding and removing class participants

Efficiently manage the participants list for your classes. Add new participants or edit an existing booking to update the number of people registered to a specific class session. Collect payment and remove participants with or without cancellation fees.

To add or remove class participants:

1. Go to Booking Calendar in your site's dashboard.

2. Click the relevant class in your calendar.

3. Click Manage.

4. Depending on what you want to do, follow the steps below:

Add new participants

1. Click + Add Participant at the top right.

2. Enter the participant details:Name: Enter the participant's name.
   Note: You can also click + Add Contact to add a new client.
   Group of: Enter the total group members associated with the participant who are attending.
   How do you want to charge your client: Choose how you want to charge them.
   
   (Optional) Add to future sessions: Enable the toggle to add the client to future sessions of the class:How often?: Choose the relevant frequency from the drop-down, for example, "Every 2 weeks".
   For: Choose how many times you want to book the client for the class based on the frequency you selected above. For example, "Every 2 weeks, 4 times".
   Show sessions: Click to see each of the upcoming class sessions, before confirming. Note: To remove a participant from a specific future session, click the Delete icon next to the relevant class.
   

3. (Optional) Choose if you want to send a confirmation notification:Select the Notify client via SMS checkbox to send your client an SMS notification.
   Select the Notify client via email checkbox to send your client an email message.
   

4. Click Save. You can also click Save & Add Another to save this participant and add another one.

Remove participants (without cancellation and no-show fees)

1. Click the More Actions icon next to the participant you want to remove, then click Remove.

2. (Optional) Select the Notify client via SMS checkbox to send your client an SMS notification.

3. (Optional) Select the Notify client via email checkbox and add a message.

4. Click Remove. 
   

Note: You can issue a refund through the Orders page in your site's dashboard.

Remove participants (with cancellation and no-show fees)

1. Click the More Actions icon next to the participant you want to remove, then click Remove.

2. (Optional) Select the Apply cancellation fee checkbox to charge a cancellation fee.

3. (Optional) Select the Notify client via SMS checkbox to send your client an SMS notification.

4. (Optional) Select the Notify client via email checkbox and add a message.

5. Click Remove.

6. (Optional) Edit the cancellation fee.
   Note: You cannot charge more than the fee stated in your policy.

7. Click Confirm Fee & Continue.

8. Click Collect Payment and choose how you want to charge the participant.
   Note: For more details on collecting payment, see the Updating your participants' payment status section below.

Added a waitlist for this class?

Your class participant list shows two tabs, one for booked participants and another for those on the waitlist.

Marking attendance for a class

Marking attendance for a class helps you keep track of which participants attended, which did not, and apply no-show fees if necessary. You can mark attendance for all participants at once or individually.

Tip:

Marking attendance regularly allows you to track your attendance statistics over time.

To mark attendance for a class session:

1. Go to Booking Calendar in your site's dashboard.
   Tip: You can also mark attendance for classes using the Wix app.

2. Click the relevant class in your calendar.

3. Click Manage.

4. Choose who you want to mark attendance for:

All participants

1. Select the Client checkbox at the top left of the list.

2. Click Check-in

Individual participants

1. Under the Attendance column click the drop-down next to a participant.

2. Choose the relevant option:Checked-In: The participant booked and came in for the session.
   No-Show: The participant booked the session but didn't show up. If relevant, you can click Apply a no-show fee to charge the participant for missing the session.
   Note: This option is only available for classes that include cancellation and no-show fees in their booking policy.
   

Updating your participants' payment status

Keep track of which members have paid for a session using the participants list in your booking calendar.

Important:

Once you mark a member as "Paid", the change cannot be undone.

To update member payment statuses:

1. Go to Booking Calendar in your site's dashboard.

2. Click the relevant class in your calendar.

3. Click Manage.

4. Click the Collect Payment drop-down next to the relevant client.

5. Choose how you want to charge your client:

Charge with pay link

Instantly request payments from contacts by sharing unique pay link URLs that allow them to make secure online payments.

1. Click Charge with credit card.

2. Set up your pay link:Link name: Enter a name for your pay link.
   Price: Enter the amount of money your pay link will charge your customer.
   (Optional) Description: Enter a description for your pay link. This should clearly summarize the reason for payment.
   
   Click Open settings:(Optional) Set an expiration date: Enable the Set an expiration date toggle. Set a date when the link will expire and cannot be used.
   (Optional) Customize link: Set a Button color, edit Button text and upload a Link image.
   (Optional, multi-payment only) Limit the number of payments: Enable the Limit the number of payments toggle to set the number of times the link can be used before it expires.
   Note: On the left you'll see a preview of how your pay link will be displayed.
   

3. Click Create Link.

4. Your link has been created. Choose what you want to do:Copy Link: Copy the link to your clipboard.
   Send via email: Click Send Link to send your pay link to the participant's email.
   Note: To send the pay link to a different email, click + Add Contact in the drop-down and enter a new email.
   QR Code: Click to generate a QR code. Customers can scan this code to access your pay link.
   

Charge card manually

When you charge with a credit card, you have the option to make a partial payment or charge for the entire order.

1. Click Charge with credit card.

2. Choose if you want to charge the full amount or a partial amount:Full payment: Enter the client's credit card details.
   
   Partial payment:Select the Charge a custom amount checkbox.
   Enter the relevant amount for the partial payment.
   Note: The total amount due appears under the custom amount field.
   Enter the client's credit card details.
   

3. Click Charge.

Charge with invoice

You can create invoices to request payment for services or to create a record for you and your clients. When you send the invoice to your client by email or as a link, they can pay for it online using any of your payment methods.

1. Click Charge with invoice.

2. Click Create Invoice.

3. Review the invoice details to make sure they're correct.

4. Choose what you want to do next:
   Share Link: Create a shareable link that you can send to your client.Click Copy Link.
   Click Done.
   Note: when you create the link to the invoice, it automatically marks the invoice as Sent.
   Print: Print out a physical copy of the invoice for your offline records.
   
   Collect Payment: Choose from the following options:Charge with credit card: Charge a partial amount or the total value of the invoice.
   
   Record payment: Choose this option to record full or partial payments for the invoice.Enter the Amount received.
   Enter the Payment date.
   Select the relevant Payment method from the drop-down.
   Click Record Payment.
   
   Send via Email: Send the client their invoice via email.(Optional) Edit the email's subject line and / or message.
   Click Send.
   
   

Mark as paid

You can mark clients' class sessions as partially or fully paid.

Note: Once you mark a class session as paid, the action cannot be undone.

1. Click Mark as paid.

2. Choose what you want to do:Mark as paid: Click Mark as Paid.
   
   Mark a custom amount as paid:Select the Mark a custom amount as paid checkbox.
   Enter the amount.
   Click Mark as Paid.
   
   

Moving participants from one class session to another

You can move a participant to another session within the same class service at any time. The booking's original status, payment preferences and the associated order remain the same, the client just attends a different session of the class service.

To move a participant from one class session to another:

1. Go to Booking Calendar in your site's dashboard.

2. Click the relevant class in your calendar.

3. Click Manage.

4. Click the More Actions icon  next to the relevant client.

5. Click Reschedule.

6. Click to select the relevant date.

7. Click to select the relevant session from the list available on that date.

8. (Optional) Select the Notify client via SMS checkbox to send your client an SMS notification.

9. (Optional) Click the Notify client via email checkbox and add an email to send email confirmation to the client.

10. Click Reschedule.

Notes:

• If you offer the class sessions in different locations, you can select the relevant location from the drop-down above the calendar.
  

• Rescheduling a class session does not affect the payment status. If the session has already been paid for or redeemed (if the client has a pricing plan), the rescheduled session will have the same payment status. If the session is unpaid, you can collect payment or redeem as usual.

Contacting your class participants

Update your members about changes to an upcoming session or anything else they need to prepare beforehand.

To contact your class participants:

1. Go to Booking Calendar in your site's dashboard.

2. Click the relevant class in your calendar.

3. Click Manage.

4. Depending on who you want to contact, follow the steps below:

Contact individual class participants

1. Click the More Actions icon  next to the relevant client.

2. Click Send Message.

3. Click the Message via drop-down and choose what type of message you want to send:Chat: Send your client a chat message through your site. They can only see these messages when they log in to your site.
   Email: Send your client an email using the address they provide when they sign up for your services.
   SMS: Send your client an SMS message. You can only send an SMS via your business phone number. 
   

4. Enter your message.

5. (Optional) Click the relevant icon to add Saved Replies , Payment Requests , Emojis , Attachments and more. Learn more about replying to messages in Wix Inbox.

6. Click the Send icon .

Contact all class participants

1. Select the Client checkbox at the top to select all of the class participants.

2. Click Send Email at the top of the session's participant list.

3. Enter your message.

4. (Optional) Click the relevant icon to add Saved Replies , Payment Requests , Emojis , Attachments and more. Learn more about replying to messages in Wix Inbox.

5. Click the Send icon .
   
   
   Note: If clicking the link doesn't open an email message, you must first define a default mail client.

Tip:

You can also contact participants using the Wix app.

Managing your participants' contact cards

Whenever a new client books a service or interacts with your site (e.g. messages you, buys a product from your store), they're automatically added to your contact list.

The contact card is a useful way to manage your clients by adding labels, notes, reminders and attachments like health forms. You can also create an invoice, book an appointment or even start a chat from their contact card.

To manage your participants' contact cards:

1. Go to Booking Calendar in your site's dashboard.

2. Click the relevant class in your calendar.

3. Click Manage.

4. Click the relevant person's name to open their contact card.

5. Choose what you want to do next:

Edit the client's details, notes, tasks and more

The Contact Panel may vary depending on your site's features. You can drag the tabs to rearrange their order. Click here to learn more about editing your contacts.

Click the Overview tab and choose what you want to edit:

• Contact info: Update or edit the client's contact info.

• Bookings: View a client's upcoming bookings including the time, date, location and payment status of the session.

• Attachments: Upload and store any important files or documents associated with the client so you can view them any time.

• Labels: Keep your contacts organized by adding labels, such as experience level or certifications. Every session a client books also adds a label to their contact card. Learn more about creating and using contact labels.

• Notes: Add any extra information about the client that you might need to refer to later. Only you see these notes.

• Tasks: Create and manage tasks for your contact. Set a due date for each task.

• Loyalty Points: Customers who are site members can redeem loyalty points for rewards. Learn more about managing your customers' loyalty points.

• Workflows: Link a client to a workflow so you can track their progress.

• Segments: Organize your contacts into segments to target the right people when sending an email campaign or reaching out to your audience. Learn more about creating a segment.

• Member info: Manage your site members and see details about your site members. You can manage them by add member roles and see their info.

• Tasks & Reminders: Add tasks for a client and set a completion date.

Manage communication with the client

Click the Inbox tab to start a chat, or send an SMS, email, or Booking Service link so they can book their next session.

Tip:

You can add Saved Replies , Payment Requests , Emojis , Attachments  and more to your messages. Learn more about sending messages in Wix Inbox.

Tip:

You can also access your clients' contact cards from your contact list.

Viewing responses to custom fields in the Booking form

If you add custom questions to the booking form for a class, you can view client responses by clicking on their name on the list.

Learn more about viewing Booking Form responses.

Exporting the participant list for a class

You can export the participant list from your classes, so you can open it in Excel, share it using Google Docs, or print it out.

Important:

Exported files are in English only, even if your account is set to another other language.

To export the participant list for a class:

1. Go to Booking Calendar in your site's dashboard.

2. Click the relevant class in your calendar.

3. Click Manage.

4. Click the Export icon  in the top right, under + Add Participant.

5. Choose what you want to export:All: Export the entire participant list for the class.
   Filtered: Export a filtered version of the participant list for the class. For example, you can filter by unpaid payment status.
   Selected: Export only the selected participants.
   

6. Click Export.