Wix Bookings: Managing the Participant List for Your Classes
13 min read
The participants list lets you manage your sessions quickly and efficiently from within the Booking Calendar. Keep track of who paid for a class session, who attended, who was a no-show, and more.
In this article, learn more about:
- Marking attendance for a class
- Adding or removing participants
- Moving participants from one class session to another
- Contacting your participants
- Updating your participants' payment status
- Managing your participants' contact cards
- Viewing responses to custom fields in the Booking form
- Exporting the participant list for a class
Tip:
Marking attendance for a class
Keep track of everyone who attends your sessions, and those who can't make it, using the participants list in your Booking Calendar.
To mark attendance for a class session:
- Go to Booking Calendar in your site's dashboard.
- Click the relevant class in your calendar.
- Click Manage.
- Choose who you want to mark attendance for:
All participants
Individual participants
Tip:
Marking attendance regularly allows you to track your attendance statistics over time.
Adding and removing class participants
You can add new participants or edit an existing booking to update the number of people registered to a specific class session.
To add or remove class participants:
- Go to Booking Calendar in your site's dashboard.
- Click the relevant class in your calendar.
- Click Manage.
- Depending on what you need to do, follow the steps below:
Add new participants
Remove participants
Enabled a waitlist for this class?
Your class participant list shows two tabs, one for booked participants and another for those on the waitlist.
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:
- Go to Booking Calendar in your site's dashboard.
- Click the relevant class in your calendar.
- Click Manage.
- Click the More Actions icon
next to the relevant client. - Click Reschedule.
- Click to select the relevant date.
- Click to select the relevant session from the list available on that date.
- (Optional) Click the Notify client with an email checkbox to send email confirmation to the client.
- 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:
- Go to Booking Calendar in your site's dashboard.
- Click the relevant class in your calendar.
- Click Manage.
- Depending on who you want to contact, follow the steps below:
Contact individual class participants
, Payment Requests 
, Emojis 
, Attachments 
and more. Learn more about 
.Contact all class participants
.
Tip:
You can also contact participants using the Wix Owner app.
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:
- Go to Booking Calendar in your site's dashboard.
- Click the relevant class in your calendar.
- Click Manage.
- Hover over the relevant participant and click Collect Payment.
- Choose how you want to charge your client:
Charge with credit card
Charge with invoice
Mark as paid
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:
- Go to Booking Calendar in your site's dashboard.
- Click the relevant class in your calendar.
- Click Manage.
- Click the relevant person's name to open their contact card.
- Choose what you want to do next:
Edit the client's details, notes, tasks and more
Manage communication with the client
Tip:
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:
- Go to Booking Calendar in your site's dashboard.
- Click the relevant class in your calendar.
- Click Manage.
- Click the Export icon
in the top right, under + Add Participant. - 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.
- Click Export.
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