Managing your Session Option bookings and booking requests

Introduction

This article outlines how you can manage your Session Option bookings and booking requests.

If your event is configured with a significant number of Session Options, then it is important that you understand how to:

1. Review all bookings and booking requests for a specific Session Option
2. Check how many seats or slots are remaining for a specific Session Duration
   
3. Approve Session Option booking requests (when the Session Option is configured so that it 'Requires Approval')
   
4. Modify an existing Session Option booking that has already been approved (i.e. change or cancel their Session Option booking)
   

Load your Manage Session Bookings view

All of the functions below are performed from the Manage Sessions Bookings view, which can be accessed from your main event dashboard.

This loads the Manage Sessions Bookings view (below).

Review all bookings and booking requests for a specific Session Option

Select the dropdown field below 'Showing booking requests for...' and select the specific Session Option you want to see bookings and booking requests for. This will filter the list in the table below, only to the Session Option you have selected. You will see one row per booking.

Check how many seats or slots are remaining for a specific Session Duration

Simply filter to the desired Session Option per the instructions above. Scroll down until you find the Session Duration you are looking for, and review the 'Available Slots' to understand how many seats remain for this Session Duration.

In the example below, the 'Offset Smoking Masterclass' (the Session Option), on March 6 2022 at 930am (the Session Duration) has 50 seats in total, with 49 seats still available.

Approve Session Option booking requests (when the Session Option is configured so that it 'Requires Approval')

Click the 'Pending' tab to see any Session Option booking requests that have not yet been approved by your team.

Session Option bookings require approval when configured so that they 'Require Approval'.

Note: the earliest booking requests are shown first by default. If you wish to approve bookings on a first come first served basis, then we recommend that you manage your approvals starting from the top of the table.

To approve a booking, click 'Manage Booking', and scroll down until you see the 'Confirm Booking' prompt. Here you can decide whether to approve or reject this customer's booking request.

Your customer will then be notified by email that the booking has either been approved or denied.

Approval confirmation email:

Booking request denied email:

Modify an existing Session Option booking that has already been approved (i.e. change or cancel their Session Option booking)

Simply click the 'Manage Booking' button next to the customer record that you wish to modify.

To find the appropriate customer or booking, you can search by customer name, Customer ID, Ticket ID, the name of the Session Option selected, and the customer email.

Once you click 'Manage Booking', the customer booking detail view will load. 

Note: Only free Session Options can be changed. If you are viewing a paid Session Option, then will only have the option to 'Cancel Booking' or 'Notify' (re-send the Session Option booking confirmation email to the customer).

To resend the session booking notification to the customer, simply click the 'Notify' button. The customer will then receive a confirmation email (below).

To cancel a booking, click the 'CANCEL BOOKING' button, leave a message for the customer when prompted, and then click 'Yes' to confirm once you are satisfied with the message.

This will trigger an email to the customer, confirming that the booking has been canceled.

To change a booking (only available for free Session Options):

1. Click the 'Change' button
   
2. Select the Session Option that you wish to change to
   
3. Click on the Session Duration that you wish to change to (note the capacity limits, e.g. below you can see that 0 out of 3 slots are taken "0/3" on each Session Duration)
4. Click 'Yes' to confirm the change 

This will trigger an email to the customer, confirming that the booking has changed.

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