What is a tentative booking?
A tentative booking indicates that the member has been booked without having the privileges at the time of the booking. This means that the session has not yet been paid for and their spot is not yet confirmed as 'booked'.
Bookings in state 'Tentative'
When a member has a booking in state tentative, this is displayed in the booking overview for the member and in calendar:
Please note: Tentative bookings are only visible in the calendar for Staff booking activities and in the booking overview in the member's profile.
⚠️ Tentative bookings will not be visible on the member's end in the APP. Members can only view Booked sessions on the APP. ⚠️
You should not go ahead with a session if the booking is not confirmed and is in a tentative state in calendar = italics.
An easy way to check this is when you do see italics in the calendar, to go to the person's profile and check if everything says booked. 'Booked' meaning the session is confirmed and has been paid for.
How can we check when the member will receive the Clip Card and be changed to 'Booked'?
To confirm when payment is scheduled, please check the member’s direct debit schedule. This may need to be adjusted to ensure sessions are paid in time.
Booking status will automatically update 1 hour prior to the session.
💡 Session bookings that remain unpaid at this time are automatically cancelled.
💡Sessions should only be commenced if the status of the upcoming booking is ‘Booked’, indicating the session has been paid.
Why do bookings disappear?
The system automatically checks 1 hour before a session to confirm the member has enough clips available.
If there are not enough clips in the members profile, Exerp will automatically cancel the appointment/session. This is to protect the studio from delivering sessions that have not been paid for.
Common reasons a member may have no clips available:
- An unsuccessful Payment - A debit may have failed.
- Using too many clips in a fortnight often happens when a member thinks they have “make-up sessions.” For example: if they do 2 sessions one week, then try to do 4 sessions the following week before the next debit hits, they’ll be missing clips for that 4th session.
This may show up on the member's profile as 'No Privilege':
How does a tentative booking look in Calendar on Exerp Client?
The session scheduled in calendar will show that the booking is currently in a 'Tentative' status as well as show the tentative cutoff time and date.
You can see in calendar as well that it will show either 'Booked' or 'Tentative'
A confirmed booking will show status as 'Booked'.
💡 How can we get a member back in line with their schedule?
We can get a member back in line with their schedule by applying some of the options outlined below:
- Recommend them to purchase a one off session to get them back in line with their Direct Debit and avoid any sessions from dropping/cancelling in the calendar.