Manage Bookings

StudioBase provides two ways to manage bookings: a Bookings Dashboard for a cross-class overview, and per-class management from each class's detail page.

Bookings Dashboard

The Bookings Dashboard gives you a single view of all bookings across every class in your studio.

Accessing the Dashboard

From Mission Control, click the BookOpen icon next to your studio name, or navigate to Dashboard > Bookings.

Features

• View all bookings across all your classes in one table
• Payment badges -- Each booking shows how it was paid: a Pack Credit badge for class pack redemptions, a Promo badge for promo code or promotional discount bookings, or no badge for full-price payments
• Search by client name or email address
• Filter by date range to narrow results to a specific period
• Filter by class to see bookings for a particular class only
• Filter by status (All, Confirmed, Cancelled)
• Pagination for large booking lists
• Export CSV to download filtered booking data

Exporting Bookings

1. Apply any filters you need (date range, class, status, search)
2. Click Export CSV in the top right
3. The downloaded CSV includes: Client Name, Email, Class Name, Date, Time, Status, Attendance, Amount, and Payment Status
4. Only the currently filtered bookings are exported

Per-Class Booking Management

The class detail page remains your primary view for managing individual bookings and taking actions on them.

Finding Your Bookings

Your dashboard shows Today's Classes with booking counts for each class. Click any class to go to its detail page where you can manage individual bookings.

Class Detail Page

The class detail page shows the full attendee list with real-time updates powered by SWR and Supabase realtime.

Each attendee card displays the guest's name, email, booking status, and a payment badge showing how they paid (Pack Credit, Promo code, or promotional discount). A payment breakdown section above the attendee list summarizes totals by payment type: Stripe (full-price), Pack Credits, and Discounts.

Filtering and Searching

Status Filter Pills

Use the filter pills at the top of the attendee list to narrow by status:

• All -- every booking for the class
• Checked In -- clients who have been checked in
• Pending -- confirmed bookings not yet checked in
• No Show -- clients marked as no-shows

Search

Use the search bar to filter the attendee list in real time by guest name or email address.

Per-Booking Actions

Check In a Client

1. Open the class detail page
2. Find the client in the attendee list
3. Click Check In

The client's status updates immediately.

Mark No-Show

1. Find the client in the attendee list
2. Click Mark No-Show
3. Review the penalty calculation displayed -- no-show penalties apply per your studio's policy
4. Penalties can be waived with a note if circumstances warrant it
5. Confirm the action

No-show history is tracked on the client's profile.

Cancel a Booking

1. Find the client in the attendee list
2. Click Cancel Booking
3. Review the penalty handling -- late cancellation penalties may apply per your studio's policy
4. Penalties can be waived with a note if needed
5. Confirm the cancellation

The client receives an automatic notification.

Move a Booking to Another Class

1. Find the client in the attendee list
2. Click Move Booking
3. Browse available future classes -- the list is filtered to show only classes with availability
4. Select the target class
5. Confirm the move

The client receives an email notification about the change. The booking is removed from the current class and added to the selected class.

CSV Export

Export attendance data for record-keeping or analysis:

1. From the class detail page, click Export CSV
2. Apply filters as needed:
   • Date range
   • Class
   • Attendance status
3. Download the CSV file

The exported CSV includes the following columns: Class Name, Date, Time, Guest Name, Email, Booking Status, Attendance Status, and Price.

For a cross-class export, use the Bookings Dashboard export feature instead.

Penalty System

StudioBase supports no-show and late cancellation penalties:

• Penalties are calculated automatically based on your studio's policy settings
• When marking a no-show or cancelling a booking, the penalty amount is displayed before confirmation
• Staff can waive penalties by adding a note explaining the reason
• Penalty history is tracked for each client

Waitlist Management (Pro)

When a class reaches capacity, clients on the Pro plan can enable waitlist functionality. This allows clients to join a waitlist and be automatically booked when a spot opens.

How It Works

1. When a class is full, clients see a Join Waitlist button on your studio page
2. Clients provide their payment information through a secure Stripe setup flow
3. When a spot opens (via cancellation or no-show), the first person on the waitlist is automatically charged and booked
4. If a payment fails, the spot moves to the next person in line
5. Clients receive email notifications at every step

Client Experience

• Joining: Clients click "Join Waitlist" and save their payment method through Stripe. No charge is made at this time.
• Auto-promotion: When a spot opens, the first waitlist entry is automatically charged and booked. The client receives a confirmation email.
• Payment failure: If the saved card is declined, the client is notified and the spot goes to the next person.
• Expiration: Waitlist entries for past classes are automatically cleaned up.

Dashboard Management

From the class detail page, studio owners can:

• View the waitlist in the collapsible Waitlist panel below the attendee list
• Manually promote a waitlist entry (charges and books them immediately)
• Remove an entry from the waitlist
• See the waitlist count badge in the class status bar

Class Cancellation

When an entire class is cancelled, all waitlist entries are automatically removed. Clients on the waitlist are not charged.

Requirements

• Pro plan subscription required
• Waitlist is only available when a class has reached its capacity
• Each client can only join the waitlist once per class

Important Limitations

• No bulk actions -- bookings are managed individually (no multi-select)
• Real-time updates -- the attendee list updates automatically as changes occur, so multiple staff members can manage bookings simultaneously without conflicts

Best Practices

• Check in clients as they arrive to keep attendance records accurate
• Mark no-shows promptly after class ends
• Use the Bookings Dashboard search to quickly find clients across all classes
• Export CSV data regularly for your records
• Review penalty waivers periodically to ensure policy consistency

Need Help?

Contact support@studiobase.org for booking management assistance.