Booking calendar

The booking calendar is where admins run bookings day to day. Use it to view sessions, add walk-in bookings, check customers in, reschedule, cancel, adjust availability, message customers, and handle one-off changes.

Use Booking products for setup and calendar generation. Use this page for operating the sessions that already exist on the calendar.

Viewing the calendar

Product calendar

Each booking product has its own calendar of published sessions. A session is a specific date and time customers can book.

Use the calendar to check:

• Which sessions are available.
• How many seats are booked.
• How much capacity remains.
• Who has booked.
• Whether customers have checked in.
• Whether a session needs to be opened, closed, edited, or cancelled.

Click a session to open its details and manage the bookings connected to that time.

Booking groups

To see several products side by side, add them to a booking group and pick the group in the product picker. Each column in the group becomes a lane in the Day and Week views. See Products side by side in the admin calendar for how to set up the columns.

Named sessions and the session-type filter

A single product can have differently named sessions on the same calendar, such as Guided session, Silent hour, Family session, or Women only. If the product setting is enabled, customers can use the session-type filter to narrow the calendar to a named session type.

Named sessions are set up on the product schedule or by editing a single slot. See Named sessions and session types.

Linked events among the booking times

An event product has its own booking page, so a customer picking a time on one of your regular products does not see it. Link the event to the product, and it shows up as a card among that product’s booking times on the days the event takes place: the time, the name, the price, how many places are left, a picture if you want one, and a button that opens the event’s own booking page.

The link is set up on the product you link from, the one whose booking times the card should appear among, not on the event itself. The event keeps its own product, with its own capacity, prices and schedule.

1. Open the product under Booking > Products, click Change product, and type “linked” in the Search for setting box at the top. The editor shows Linked events shown among the booking times.
2. Click Add linked events and pick the event in the product picker.
3. Choose whether the card should Show image, Show prices and Show when sold out. Add a Button text if the button should say something other than View event.
4. Click Save at the top of the editor.

Link several events with Add product, one row each. The card follows the event’s start time, so it sits between the booking times around it, and it only shows on days where the event has a published session. With Show when sold out off, a full event disappears from the list instead of showing Sold out.

This is what the customer sees on the product’s booking page:

Who can manage the calendar

Admin access

Full admins can see and manage all products, settings, refunds, reports, and customer data.

Booking Master access

Booking Masters can work with booking-related operations such as calendars, sessions, bookings, check-in, and day-to-day customer help.

Restricted Booking Master access

Restricted Booking Masters only see the booking products they have been added to. See User roles and Restricted Booking Master access for the setup.

Managing live sessions

Open a session

Click a session on the calendar to see the bookings, customer details, capacity, check-in status, and available actions for that time.

From the session view, admins can usually:

• Add a new booking.
• View or edit existing bookings.
• Check customers in.
• Cancel a booking.
• Adjust availability.
• Close or reopen the session.
• Send messages where messaging is enabled.

If the product has a waitlist, customers waiting for that time are listed below the bookings. Click the yellow clock icon on a waitlist row to see the entry’s details: when it was created, name, email, phone, product, date, time, quantity, resources, language and any availability notifications sent.

Edit one slot

Edit a specific calendar slot when the change should only affect that slot.

Use this for:

• One-off capacity changes.
• One-off named sessions.
• A one-off session message shown to the customer on that session. See Session messages.
• Maintenance blocks.
• Special opening times.
• Closing a single session.

Edit the product schedule instead when the change should repeat.

Opening and closing sessions

Closing a single session takes one date and time off sale while leaving the rest of the product schedule untouched. Use this for one-off changes such as maintenance, bad weather, a private hire, a staff shortage, or a heating fault, when you do not want to edit the recurring schedule.

Both actions are on the cog wheel on the session. You do not need to publish hours afterwards. The change applies immediately to that single session.

Close a session

Open the product calendar, find the session, and click its cog wheel. Then choose one of:

• Edit slot and set the capacity to 0. The session stays visible on the calendar but no longer accepts bookings.
• Delete. The session is removed from the calendar. The button is only there while nobody is booked on the session, see Cancel or close a session.

Closing a session does not cancel or refund customers who are already booked. Handle them separately, for example by messaging them, moving them to another session, or cancelling and refunding. See Cancel or close a session.

Reopen a session

How you reopen depends on how you closed it:

• If you set the capacity to 0, open the session’s cog wheel, choose Edit slot, and set the capacity back to its normal number.
• If you deleted the session, publish the product’s hours. Publishing regenerates the schedule and adds the session back with its normal availability.

Note that publishing hours restores any session you closed by setting capacity to 0 or by deleting it, because publishing rebuilds the schedule from the product settings. If you want a block to stay in place, do not republish that product’s hours.

These changes only affect the single session you act on. For other one-off slot changes see Edit one slot, and to change every future session edit the product schedule under Booking products.

Admin-side bookings

Add a walk-in or front-of-house booking

Admins can add a customer to a session from the Backoffice.

Open the booking calendar, click the relevant session, choose New or Add booking, and enter the customer details.

From there you can:

• Search for an existing customer.
• Select the correct customer account.
• Create a new customer if they do not exist yet.
• Add the booking details.
• Capture required details or waivers if the product requires them.

This is the right workflow for walk-ins, phone bookings, front-of-house bookings, or customers who need help booking.

Match the right customer account

When possible, search by email. This helps connect the booking to the customer’s existing account so they can see it later.

If the customer has a membership, gift card balance, or punch pass, confirm they are using the same account before you complete the booking.

Check-in

Check customers in from the session

Open the session and use the check-in list to mark customers as arrived.

Check-in is useful for:

• Attendance tracking.
• Front desk control.
• Confirming the correct customer arrived.
• Reporting on usage.
• Unmanned-location routines.

The check-in view does not flag first-time visitors. Use booking history or reporting exports when you need to identify first-time or returning customers for follow-up.

A red exclamation icon next to a name means the customer is on your booking notification list. See Per-customer booking notification.

Colours in the check-in list

A coloured bar to the left of a name shows what kind of booking it is. The first rule that matches decides the colour:

1. Price colour: the booking includes a price tier with Colour in check-in set. Open the product under Booking > Products, go to Prices, edit the price tier and open Advanced. If a booking includes several tiers with a colour, the first one is used.
2. Membership colour: the customer has a membership you have given its own colour in the membership colours for check-in setting on the booking product.
3. Standard colours: red for a booking made by an admin, yellow for a member booking with a discount code, and green for any other member booking.

Bookings that match none of these have no bar.

Check-in QR code

For unmanned locations, you can let customers check themselves in by scanning a QR code at the door instead of being checked in by staff.

Two things have to be in place:

• Turn on Allow users to check in by scanning a QR code on each booking product that should allow it. Open the product under Booking and search for “check in” to find the setting.
• Print a QR code pointing at the check-in link and put it up at the location. The link is https://minside.periode.no/checkinBooking/<your merchant id>, and it is shown as a tooltip on the setting itself. For a booking group there is a ready-made Link to check-in for booking group on the group, with a copy button and a QR-code button next to it, and that one only checks customers in on the products in that group.

When a customer scans the code they are asked to sign in, and Periode then checks in the booking they hold for that day, as long as it starts within about an hour. If they have no such booking, the page tells them so and nothing is checked in. Customers who are checked in this way show up as checked in on the session, the same as if staff had done it.

Rescheduling

Admin rescheduling

To move a customer to another time, open the booking and use the available change or reschedule action. Choose the new session and confirm the change.

Before rescheduling, check:

• The new session has capacity.
• The customer is eligible for the new session.
• Any price difference or product rule is handled correctly.
• The customer should receive updated confirmation.

If the booking cannot be moved directly, cancel the original booking and create a new booking in the correct session.

Customer rescheduling

Customers can only move their own booking when the product allows it. The setting is Allow customers to reschedule between same or lower priced sessions on the booking product, off by default. Open the product under Booking, search for “reschedule” and switch it on. Until it is on, the customer sees no reschedule option, even though the booking link and the reminder email still work for everything else.

With the setting on you also control:

• Custom reschedule deadline: by default rescheduling follows the cancellation deadline. Tick this to give rescheduling its own deadline, for example cancellation up to 24 hours before but rescheduling up to 2 hours before.
• Products the customer can reschedule to: the product itself is always allowed, so the customer can always pick another time on the same product. List other products here when the customer should also be able to move across products. Products with a different length or different length options cannot be picked, and a communal product cannot offer private products (capacity 1) as targets.

Other rules that always apply:

• A customer cannot reschedule after the deadline has passed.
• Moving to a cheaper session does not refund the difference.
• A customer cannot reschedule into a waitlist.

Cancelling and refunding

Cancel one booking

1. Open the booking calendar, click the session, and click the blue info icon on the customer’s row. The booking details open.
2. Expand Manage at the bottom of the details and click Cancel.
3. In the Cancel booking dialog, decide what happens with the payment. Money refund sends 0, 50 or 100 percent, or an amount you type, back to the card or Vipps account the customer paid with. Gift card gives the amount as gift-card credit instead. Refund punch pass returns the punches when the booking was paid with a punch pass. Leave everything at 0 to cancel without a refund.
4. Choose whether to Send email confirmation to the customer, and click Cancel booking.

The place is freed on the session as soon as the booking is cancelled. The cancelled booking stays in Booking history under Cancelled, and a money refund shows up under Refunds.

Customer cancellation

When a customer cancels their own booking, the refund behaviour follows the booking product settings. The cancellation deadline and Refund type decide whether the customer receives money, gift-card credit, a partial configured refund, or no automatic refund.

Always check the product settings before explaining cancellation behaviour to customers.

Cancel or close a session

A session cannot be deleted while it has active bookings. Open the session and click its cog wheel: the Delete button is only there when nobody is booked on it. On a session with active bookings the button is missing, and the delete press mode on the calendar leaves that session alone as well, so a booked time cannot be removed by accident.

If a full session cannot run, deal with the customers first:

• Cancel each booking, with a money refund or gift-card credit as described above.
• Or move the customers to another session, see Rescheduling.
• Message the customers about the change, see Message customers on a session.

Once the session has no active bookings, delete it:

1. Click the session on the calendar and click the cog wheel in the session dialog.
2. Click Delete.
3. Confirm with Delete in the Delete slot dialog. The session disappears from the calendar.

If you want to stop further bookings but keep the ones you have, close the session instead of deleting it: set its capacity to 0, see Opening and closing sessions. A deleted session comes back the next time you publish the product’s hours.

Finding a customer’s bookings

Search by name, email, phone or booking id

Under Booking > Search, Search by starts on Name, email, phone or booking id. Type part of what you are looking for (at least 3 characters), and press Search or Enter. Nothing is searched until you do, and the results table shows a spinner while the search runs. The search is fuzzy and ignores capitalisation, so “berg” finds “Nora Berg”, and a partial email or phone number works the same way.

Use this when you know who the customer is but not which session they booked.

The other search types

The remaining options in Search by match exactly, so they need the whole value, not a part of it. Before you search, the page shows what to type for the option you picked:

• Discount code or gift card, for every booking that used a given code.
• Signed waiver (email), for bookings with a waiver signed under that email address.
• Punch pass, for the bookings a punch pass has been spent on.
• User id, for all bookings on one customer’s account. The id is in the web address of the customer’s page.

When a booking does not show up

Only completed bookings appear here. A booking that is still awaiting payment, or that was never completed, is listed under Booking history instead, see below.

Booking history

Booking > Booking history collects every list of bookings in one place. Pick a view at the top, and the box under it explains what that view shows.

• Completed: paid and confirmed bookings, newest first. Filter by product if needed.
• Cancelled: bookings cancelled by the customer or by you.
• With warnings: bookings with a warning, for example cancelled too late.
• Awaiting payment: bookings the customer has not paid for yet. The spot is held for a short while, and the booking is removed if payment does not arrive.
• Uncompleted: bookings that were never completed, for example because payment did not go through. The customer was not charged. Look here when a customer says they booked but cannot find the booking.
• No-shows: customers who did not show up for free bookings in a chosen period. A booking counts as a no-show when its date has passed and it was never checked in. Choose a period and press Fetch, or Fetch csv to download the list.

In Awaiting payment and Uncompleted you can search by email, name or user id. The search needs the full value.

On a single product’s page, Booking history shows the Completed and Cancelled views for that product only.

Publishing sessions and resources

Publishing from the product schedule

Sessions are generated by publishing the product schedule, see Publishing.

If you add a resource or linked setup after sessions already have bookings, publishing may not change already-booked slots. The change usually applies to future sessions instead.

If a linked or resource product unexpectedly shows only a waitlist, first confirm the underlying sessions were published.

Messaging and alerts

Message customers on a session

Use the session view to contact customers connected to a specific session when messaging is available.

Typical messages include:

• Schedule changes.
• Cancellation information.
• Arrival instructions.
• Access or check-in reminders.
• Operational updates.

Keep the message short and specific to the session the customer booked.

Booking alerts

Booking alerts can notify admins when a booking is completed or changed. Configure per-product alerts in the product’s email and SMS settings where available.

Per-customer booking notification

Use Settings > Booking notification to get an e-mail when a specific customer books, for example a customer you do not want back. Add the customer’s e-mail addresses or phone numbers, and the e-mails of the admins who should be notified.

A booking from a customer on the list is marked as an unwanted customer, and the check-in lists show a red exclamation icon next to the name. The mark is set when the booking is made, so bookings made before you added the customer are not marked.

On a marked booking, the booking details show Booking Varsel above the product, with the internal message in red from the entry whose tracked e-mail matches the booking’s e-mail. The message is looked up live, so it disappears from the booking as soon as you remove the e-mail from the list.