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    5. Wix Bookings: Managing the Participant List for Your Classes

Wix Bookings: Managing the Participant List for Your Classes

16 min read
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 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: 
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. 
A screenshot of where to mark attendance for classes

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:

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:

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. 
A screenshot showing how to move a participant from one class session to another.
Notes:
  • If you offer the class sessions in different locations, you can select the relevant location from the drop-down above the calendar.
    A screenshot showing how to reschedule a class session for a client at a different location.
  • 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: 
Tip:

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:
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. 
A screenshot showing how to view responses to custom fields in the booking form.

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. 
A screenshot showing how to export the participants list for a class.

Did this help?

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In this article
  • Adding and removing class participants
  • Marking attendance for a class
  • Updating your participants' payment status
  • Moving participants from one class session to another
  • Contacting your class participants
  • Managing your participants' contact cards
  • Viewing responses to custom fields in the Booking form
  • Exporting the participant list for a class

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Wix Bookings: Managing the Participant List for a Course

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