A booking is one participant's claim on a dated time. A time can be exclusive with one spot or shared by a group with several spots.
Bookings are perfect for:
Each participant completes a separate booking, so they keep their own payment, receipt, questions, waivers, cancellation, and check-in record. Bookings does not provide SignUpGenius-style item or quantity lists.
Use a Registration Activity instead when everyone registers for one event-wide capacity and does not need to choose a time.
You can create bookings with no payment setup. If you want to charge online, complete Stripe setup first.
Go to Dashboard > Booking Pages and create a new booking page.
The create form includes:
Repeating weekly or Specific dates)Repeating pages default to Monday-Friday, 9:00 AM-5:00 PM. Specific-date pages open the Timeslots setup after creation so you can add the exact dates and times.
Use Edit on the booking page and work through the Setup and Settings sections.
Use Setup drilldowns for operational controls:
Edit > Setup > Timeslots): review capacity, filled bookings,
and remaining spots; add/edit/delete exact times on specific-date pages; or
use Remove/Add to hide/show a timeEdit > Setup > Products): add products to checkout for one-time extrasOn specific-date pages, you can move or delete an unused future time. After a time has booking history, keep its date and time in place and update only its capacity. Capacity cannot be lower than the number of active and pending bookings.
Set what players see:
0 for free bookings)Use clear, player-facing language so people know exactly what they are reserving.
Choose how booking times are created:
Set the default Spots per time to 1 for an exclusive reservation or a
higher number for a group. Each participant reserves and, when applicable, pays
for one spot.
For repeating weekly pages, set:
Example:
This creates back-to-back 1-hour booking times throughout the day.
Use Advanced settings for booking rules and policy controls:
Future slot horizon, days)Registration pricing connects a Booking Page to the players in one or more Registration Activities. Use it when registered players should receive an earlier booking window, a lower price, or both.
Registration pricing answers two questions: which Activities qualify, and what those registered players pay. Booking access controls when each group can book and how many spots are available to drop-in players.
For example, an organizer can collect one 16-week season payment through a Registration Activity, set each Booking time to 25 spots and a $10 drop-in price, then set Price for registered players to 0. A registered player books an available time for free; a drop-in player pays $10 for the same time.
Playpass checks the participant selected at checkout. That participant qualifies when they have an active individual Registration that is free or successfully paid, has not been refunded, does not use installments, and covers the booking date. Team and free-agent Registrations do not qualify.
If registered players should have different access, set up Registration pricing first so Playpass knows who qualifies. Then open Edit > Booking access and configure any of these controls:
The registered-player opening must be the same as or earlier than the general opening. For a Repeating weekly Booking Page, set Advanced settings > Future slot horizon at least one day longer than the earliest opening. For example, an opening 7 days before the time needs a horizon of at least 8 days. Specific-date pages do not use this horizon.
Suppose one session has 25 spots. Season players have already paid, may book 7 days ahead, and drop-ins pay $10 and may book 3 hours ahead. To set that up:
The 5-booking maximum applies only to players without a qualifying Registration, but every booking still uses one of the same 25 total spots. If 22 registered players have already booked the time, only 3 drop-ins can book because only 3 total spots remain. If 18 registered players have booked, up to 5 drop-ins can book and 2 total spots remain available to registered players. A registered player who books later uses one of those remaining total spots.
This maximum does not release unused spots later. Change the setting if you want to make more bookings available to drop-in players.
Future dates stay visible. Before the first opening, the time is disabled and shows when booking opens. During priority access, the time says registered players can book. After the general opening, anyone can book until the general quota or total capacity is reached.
At checkout, the player chooses who is attending. Playpass applies the price, access, questions, and waivers to that exact participant. A parent making separate bookings for two children can receive different access, pricing, questions, and waivers for each child. Add new player is treated as a drop-in player: drop-in questions and waivers still appear even when the account holder is registered. When the registered-player price is 0, the booking itself does not require payment; optional products keep their own prices.
Matching answers from the qualifying Registration are copied onto the booking when the Booking Page question has the same name and answer type. Dashboard > Bookings and CSV export show those copied answers without looking up the Registration later.
Each booking remains a separate dated capacity, cancellation, receipt, and attendance record. The qualifying Registration and discount are saved on the booking receipt so historical reporting stays explainable even if the setup changes later.
Set a per-player weekly cap:
0 blocks new bookings1 to 4 allows that many active bookings per weekLimits are enforced server-side, including concurrent booking attempts.
Use Edit > Setup > Products to add products to checkout, like gear, merch, or other extras.
Players can choose those products while booking, and the product total is added to the reservation total and shown on the booking receipt.
Create products once and reuse them across booking pages from Dashboard > Products.
When availability-related settings change, Bookings shows a warning on the booking page:
Click Refresh booking times to apply changes.
Refresh:
Specific-date pages are never changed by the weekly refresh or continuation job.
Publish the booking page, then share the public booking URL.
Players can then open your booking page and:
Open Dashboard > Bookings > Bookings tab to review active and past reservations.
For a group roster, open Edit > Setup > Timeslots and choose the booking count beside that time. The filtered Bookings page shows each participant's separate booking. Choose Check in beside the time to open one attendance roster containing all active participants for that time.
Use a player notice for a change that does not cancel the time, such as a new entrance, court, room, or arrival instruction.
Playpass highlights the notice with that exact time on the public Booking Page, during checkout, and on each active booking receipt. New booking confirmation emails also include the notice. Edit the notice to change it, or save it blank to remove it. A notice does not change the time, capacity, price, or booking status.
On Edit > Setup > Timeslots, choose Message players beside a time with confirmed bookings. Playpass starts a normal announcement draft addressed only to account holders with an active booking for that exact time. Pending, incomplete, and canceled bookings are excluded. If one account booked more than one participant, that account receives the announcement once.
Review the recipients and message before sending. You can edit the subject and message, send yourself a test email, choose the email format, send now, or schedule it for later. The message appears in each recipient's Playpass inbox and, when email is available, is sent by email. This is useful when a notice should also actively notify players; saving a player notice by itself does not send an announcement.
Players can cancel only before the Cancellation cutoff in Advanced settings. A manager can open an individual booking from Dashboard > Bookings and cancel it when needed, including after the player's cutoff.
When Playpass accepts an individual cancellation:
Open Edit > Setup > Timeslots to manage one future time. Choose the action that matches what should happen:
| Action | Use it when | Result |
|---|---|---|
| Remove | You want to hide the time temporarily | The time disappears from the player page. Choose Add later to show it again. Existing bookings are not canceled. |
| Cancel this time | The session, lesson, or facility time will not happen | The time closes permanently and Playpass starts canceling current bookings, notifying players, and processing full refunds. |
| Cancel an individual booking | Only one participant should be canceled | That booking is canceled and the time stays open for other players. |
The time closes immediately and cannot accept another booking. Playpass then starts processing the affected bookings to:
Every other date on the Booking Page stays unchanged. Timeslots shows whether processing completed or any booking still needs attention.
Canceling a time is permanent. It cannot be reopened with Add, so check the date and time before confirming. If you only need to hide a time, use Remove.
Stay on Timeslots or return to it later. The canceled time shows one of these states:
| Status | What it means | What to do |
|---|---|---|
| Processing | Cancellation emails or refunds are still being handled. | Wait and refresh. If it remains here, choose Retry if this stays stuck. |
| Canceled | Processing finished; the row shows canceled booking and confirmed refund counts. | No action is needed. |
| Needs attention | One or more bookings could not finish a refund or notification. | Review the listed players and error, then choose Retry failed bookings. |
A retry handles only unfinished work. It does not send completed cancellation emails again or create a second successful refund. If the message says a payment needs manual refund review, refund it in Stripe and retry. Contact Playpass Support from the dashboard if the status does not update.
The canceled time disappears from the public Booking Page. Each player can still open their receipt to see Canceled, the manager's message, and a confirmed refund amount when applicable.
Check:
Common reasons:
Edit > Setup > Timeslots)Open Edit > Registration pricing to check the qualifying Activities, then Edit > Booking access to check the opening windows and general quota. Access and pricing follow the participant selected at checkout, not only the account or email used to pay.
Check that the selected participant has an active individual Registration for a qualifying Activity and that the Activity covers the booking date. The Registration must be free or successfully paid, cannot be refunded, and cannot use installments. Team and free-agent Registrations do not qualify.
Also check that the correct participant was selected at checkout. A parent's account does not automatically give each saved player the parent's eligibility.
If registered players open early, Drop-in players can book must also have an opening time, and the registered opening must be the same as or earlier than the general opening. On a repeating Booking Page, Future slot horizon must be at least one day longer than the earliest opening window.
An early registered-player opening or Maximum drop-in bookings per time also requires at least one qualifying Activity under Registration pricing.
Delete is blocked while active reservations exist. Cancel active reservations first, or archive/unpublish the booking page.
Verify your booking page timezone in Advanced settings, then refresh booking times.
Yes. Booking limits are configured directly on each booking page.
Yes, with Stripe setup. Paid bookings go through Stripe Checkout. If Stripe is not connected, set the booking page price to 0 to keep it free.
Yes. Create a Registration Activity for the one-time season enrollment and a Booking Page for the dated capacity. Configure the Booking Page's normal drop-in price, then select the qualifying enrollment Activities under Registration pricing. Set Price for registered players only when they should pay a lower price, including 0 for bookings included in the season fee. Leave it blank when everyone should pay the normal Booking Page price.
Use Booking access to give qualifying players an earlier opening or limit general bookings per time. Access and any configured price follow the exact participant selected at checkout. Drop-in players follow general access and pay the normal price.
This is for fixed-term enrollment. Use a Membership instead when the upfront relationship should renew automatically, but Membership status does not currently grant automatic Booking pricing or access.
Yes. Under Registration pricing, select the qualifying Activities and leave Price for registered players blank. Then set the registered and general opening times under Booking access. Registered players pay the normal Booking Page price but can book during the priority window.
Yes. Set Maximum drop-in bookings per time under Booking access. This caps general bookings without creating separate inventory. The number of drop-ins who can still book is always whichever is lower: the unused part of this maximum or the total spots left. Registered and general bookings share the time's total capacity.
Enter 0 for registered players only. Leave the field blank when everyone should share all available spots.
Yes. Use one spot per time for private lessons or exclusive facilities and more than one spot for classes, clinics, tryouts, camps, event times, or shifts. Create separate booking pages when schedules, policies, or audiences differ.
No. Each checkout reserves one participant and creates one receipt, payment, waiver, and attendance identity. A parent can complete separate bookings for saved players.
Yes. Use Edit > Setup > Questions and Edit > Setup > Waivers to add booking-specific requirements. Set Ask on each Booking Page question so everyone, drop-in players, or registered players see it. Reused waivers apply to the selected participant, not the whole account. Attach the same waiver to the linked Registration Activity and enable reuse if session members should not sign again.
Yes. Use Edit > Setup > Timeslots and click Remove on individual booking times. Use Add to show them again.
No. Cancel this time is permanent because it cancels players and starts refunds. It never reopens automatically. Use Remove instead when you may want to show the time again later.
Booked times stay visible as unavailable so players can see what is full.
No. Delete is blocked while active reservations exist.
Use multiple booking pages when schedules, policies, or audiences differ (for example, private lessons vs facility reservations).
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