At a Glance • Key Takeaways
- Automated Efficiency: Streamline online bookings, live availability scheduling, and customer communication without manual intervention.
- Live Capacity & Conflict Prevention: Prevent double-booking across staff, rooms, activity sessions, or rental fleet assets in real time.
- 0% Platform Booking Fees: SmartBookings does not charge transaction fees or take percentage cuts of your ticket sales or customer payments.
1. Daily Class Run-Sheets & Registers
Before each training session, coaches need an accurate headcount of who is booked into class. SmartBookings generates live daily attendance registers showing participant names, emergency contact numbers, medical disclosures, and payment status.
1 Go to Reports > Bookings in your admin portal.
2 Filter by today's date and your specific class (e.g. 18:00 Youth Karate).
3 View the roster on a tablet poolside/mat-side, or click Print Run-Sheet for a paper register.
2. Front Desk Reception & Tablet Check-In
When athletes arrive at your studio, gym, or dojo, they can be checked in via two efficient methods:
- Name Lookup Check-In: Reception staff search the athlete's surname or tap their name on the live session roster to mark them as "Attended".
- QR / Barcode Ticket Scanning: Participants present the digital booking barcode on their smartphone. Scan with a USB handheld scanner or tablet camera to instantly verify their spot and log check-in time.
Medical & Emergency Notes: Any health disclosures, allergy warnings, or emergency contact details entered during booking display alongside the athlete's name on the coach's run-sheet!
3. Walk-In Registrations at Reception
Have a new student drop in unannounced 5 minutes before class?
1 Open Book via Admin (phone/desk booking form).
2 Select the class session — the system instantly validates remaining mat capacity.
3 Enter the participant's name and mobile number.
4 Record the payment (Cash at Till, Card Terminal, or issue a 1-click SMS payment link).
5 The student is added to the live register immediately!
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Frequently Asked Questions
How do coaches view and print the daily class attendance register?
Navigate to Reports > Bookings in the admin portal. Filter by today's date and your class time to view the live attendee list on a smartphone or tablet mat-side, or click 'Print Run-Sheet' for a physical paper register.
How does reception check in arriving athletes at the front desk?
Front desk staff can search the athlete's surname on the live session roster and tap 'Check-In', or scan the digital barcode ticket presented on the athlete's smartphone using a handheld scanner.
Where do athlete medical disclosures and emergency contact numbers display?
Any emergency telephone contacts, asthma alerts, or joint injury notes entered by the athlete or parent during registration display directly next to their name on the coach's run-sheet.
How do staff register a walk-in student who arrives 5 minutes before class?
Open 'Book via Admin', select the class session (the system validates that mat capacity has not been exceeded), enter the student's name, take payment (cash or card), and confirm. They appear on the live register instantly.
Can attendance records be reviewed to track student belt grading eligibility?
Yes. In Customer Records (Clients.aspx), coaches can review a student's total attended class count to verify they have met minimum training hour requirements before inviting them to a belt grading.
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