How to book a customer into an upcoming class
You can do this from two places, from POS or from a classes' details page.
To add someone from a class details page, click Classes > Schedule > click the class they'll be booked into.
Click 'Add customer into this class' > choose customer (note: if they don't have an account, click the 'plus' sign to add them)
If the customer has a subscription or class pack that applies to this class, it will show as an option. Click it to add them in using the pack or subscriptions.
To add a customer from POS,
click Home > POS > choose a customer > select class > choose the class > Add to Cart.
In the Payment section at the bottom, check to see if they have an applicable membership by clicking Membership. If they do, it will show as an option, but only if Membership is selected.
If they don't, this an opportunity to upsell, using the blue 'Pay with a new membership' button above. Choose a payment method and click Book.
Book a customer into a past class
Maybe a customer of yours arrived to class late and you need to book them in or mark them as having arrived afterward.
If you no longer see the class listed on your 'upcoming' classes tab, click the 'past' tab pictured below.
Select Classes > Schedule > Past
Locate the class, click it > add customer to class via the field below
Book a customer into an event using their membership
Booking a customer into an event (class) using their membership can be achieved:
from the Point of Sale; or
from the event's page
For POS,
either click Home > Point of Sale or use the POS shortcut in the top right.
Choose the customer > select the event > click Add to Cart
In the Payment section, select Membership > choose a membership > click Book with Membership
To book from the event page,
click Classes > Schedule > select a class
In the 'Add customer into this class' section, search for the customer > select a membership below
The customer will be booked in automatically
Move a customer's booking to another class
(Move a customer from one event to another)
Sometimes customers are booked into the wrong class. To move them from one class to another, click Classes > Schedule > Choose the class
Find the customer, and select the dropdown menu to the right.
Choose Move customer to class.
Choose the class to move them to.
Edit recurring class
This article covers how to edit recurring classes' schedules, teachers, and other details
Edit a recurring class schedule
To edit a class recurring schedule, follow the steps below:
Click Classes and select the class you want to edit from the schedule.
Once in the class, click the Actions button and select Edit recurring schedule.
Select the class you want to apply the change to, and choose whether you want to change the schedule for all upcoming classes by enabling the toggle to the right.
Edit recurring class teacher or location.
To edit a recurring class teacher or location, follow the steps below:
Click Classes and select the class you want to edit from the schedule.
Once in the class, click the Actions button and select Edit this class.
Scroll down to the teacher or location settings to update it with the right information.
After this is updated, scroll down and click Save changes to save the changes.
Once you click Save changes, it will give you the option to apply these changes to all upcoming classes for a recurring class. Select Yes and all the upcoming classes will be updated with these new settings.
Edit recurring class additional settings (cancellation policy, spot selection, etc.)
The process to edit any other settings for a recurring class is the same as the process for updating the teacher or location. Simply follow the steps listed above to update any of the class settings such as cancellation policy, spot selection, etc.
Common issues
How can I extend a class recurring schedule?
Classes recurring schedules cannot be extended. In order to extend a class schedule in time, you can simply create a new class that starts right after the last session on the existing schedule.
Send a waiver to a customer by email
From Customers > Customer List > search for the customer & click their name
From the customer's profile > click Actions > Send waiver > choose either to send your General waiver or Membership waiver.
The waiver will be emailed to the customer.
Add an optional custom note before sending.
The email will look like this.
Customers will be able to agree to the terms by clicking the link in the email.
Sell a subscription or pack
To sell a membership (a subscription or pack), click Home > Point of Sale > choose a customer > select Membership
Choose which membership to sell > Add to cart
Choose payment method > charge customer
Once complete, a confirmation page will show
Start a cart
Click Point of Sale > select a customer > select an item > click Add to cart
For big spenders, click Add a new cart item > then choose a payment method below
Sell a gift card
Select Home > Point of Sale > select a customer > in the Cart section, choose gift card > Add a new gift card (using the plus button)
Note: If you sell a lot of gift cards, you can set yourself up for expedited gift card sales by generating a list of gift card codes in advance.
These codes will be visible in that dropdown menu for easy adding to the cart (see screenshot below).
To do this, in the left hand nav, click Studio set up > Gift cards > Add gift carts
Back to the gift card checkout, after clicking that plus sign, you'll see the menu below. To auto-generate a code, leave the field for Promo Code blank.
If a physical card exists, and you're using a bar code scanner, place your cursor in the 'gift card number' field and scan it in. Or just enter the code on the card.
Then, enter Amount > the Expiration if applicable > choose what its applicable to and click 'Add'
The gift card will now be available to select from the dropdown menu.
Click 'Add to cart' > choose payment method > click Charge Customer
confirm purchase
your customer will receive a confirmation email with the code to use
A confirmation email with the code to use will be sent to the paying customer
The code can be used in the promo code field of any checkout. Below is a video of what the customer experience will be with entering this code.
Take a cash payment
Select Home > Point of Sale > Select existing customer or add new one
Choose what they’re paying for > Add to cart
Under Payment, select Cash > click Charge customer
Sell a product
Select Home > Point of Sale > type customer’s name
select existing customer or add new one
choose Product
search for it & select it
click 'Add to cart'
choose payment method
Check people into a class
Click Classes > Schedule > select the class
In the list of signups, flip the toggle next to those that have arrived
See a customer's upcoming bookings
To see a customer's upcoming bookings, click Customers > Customer List > search for the customer and click their name.
From their profile, click Activity > Upcoming
See a customer's past bookings & payments
Click Customers > Customer List
Search for customer & click their name
From the customer profile, click Activity > History.
Here, you'll see all past purchases, including bookings and payments they've made
This can be a long list, so to narrow it down to just bookings,
Click Filters > Class > Apply filter
You'll now see just their previous bookings and payments.
Expire a customer's subscription
Click Customer list
Search for customer & click their name
Locate the membership > click the dropdown menu to the right > and click Edit
Update the renewals left figure to the needed expiration timeline. If you put a 0, it will make this month the customers last month.
After clicking save, the subscription should now say 'Expires' instead of 'Renews on'
If you'd like to edit the expiration date, click the same dropdown menu, then Edit again, and change the expiration date to be any day you choose. Notice how the field now says 'Expires on'.
Bulk booking: Book a customer into recurring sessions in one click
To book someone into a recurring series of classes, open point of sale > select the customer > choose the class > check the box pictured below.
Then add to cart.
Choose payment method and book.
To avoid having to chase customers down for payment later, make sure you have your autopay settings set up correctly. See this article.
How do I add a customer to class series?
You can add someone to class from either Point of Sale or a Class Details page.
From POS
Click Home > Point of Sale > search for the customer and select them.
Then choose Class > select the class.
Booking a customer into all future classes of this series
If this is a recurring class, you'll see an option to book the customer into the whole series.
If you choose this, they'll be charged today for the first class (using whichever payment method you choose below) and they'll also be booked into the remaining series as un-paid. Momence will then wait until the day before those classes start to settle up with the customer automatically.
You can control the timing of these auto-settlements from Settings > General Setup > scroll to nearly the bottom and under 'Unpaid class bookings auto-settlement', choose how far in advance to settle up before each class starts.
Booking a customer into a single class
Next, click 'Add to cart' > then choose a Payment method below.
To see if the customer has a Subscription or Class Pack to their name, click Membership.
If they do, and it applies to this class, you'll see an option to use it. Some customers will have credits or class packs that show here too.
From a class details page
Click Classes > Schedule > choose the class > near the bottom select the 'Add customer into this class' field.
Select the customer and use either the Point of Sale option to the right (if they don't have a membership), or select their membership below. You'll see the option to book the customer into the whole series just below their name.
After they've been added into class, you can mark them as physically having arrived using this check-in toggle. The upcoming class will show as paid, and future classes in the series will show booked as unpaid. Allow a few minutes for these bookings to finalize.
