Book

Book help

Publish your courses, schedule sessions, take and confirm bookings, and invoice customers, all in one place.

Getting started

Set up your club

  1. Sign in and open the Admin section.
  2. Under Club settings, set your Club name, Slug (used in your public booking URL), Timezone, Contact email, and Currency.
  3. Pick an Accent colour from the presets or enter a custom hex value to brand your public pages.
  4. Click Save settings.

Go live in four steps

  1. Create at least one course (see Courses below) and tick Published.
  2. Invite your instructors and admins under Staff.
  3. Schedule your first session on the Calendar, assigning instructors and equipment.
  4. Share your public booking page. Customers can now request a place.

If your club also uses Maintenance, you can link it so your boats appear as bookable equipment automatically, and boats with open faults are excluded.

Courses

Creating a course

  1. In Admin, click New course.
  2. Set the title, description, and skill level (Beginner, Improver, or Advanced).
  3. Enter the duration in hours, the number of sessions, capacity, price, and any age limits or prerequisites.
  4. Tick Published to make the course visible on your public booking page, then save.

Editing and removing courses

Use Edit on any course row to change its details. Delete removes a course, but any sessions you have already scheduled from it are kept. Use View public page in the header to preview what customers see.

A course is a reusable template. You publish it once and schedule it as many times as you like. Each scheduled instance is a session.

Calendar & sessions

Scheduling a session

  1. Open the Calendar and click New session.
  2. Select the course. The session inherits its duration, capacity, and price, which you can override per session.
  3. Set the start and end times and the location, for example "Main clubhouse pontoon".
  4. Assign one or more instructors and any equipment, then add staff-only notes and an optional cancellation deadline.
  5. Click Save.

Avoiding double bookings

As you assign people and boats, Book warns you if an instructor or a boat is already booked on an overlapping session. You can still confirm if you mean to, but the clash is always flagged first.

Capacity and waitlists

A session shows as Full once confirmed bookings reach its capacity. Customers can then Join waitlist. When a place opens up, you can offer it to the next person on the waitlist, which converts them to a confirmed booking.

Rosters

Open a session and click Roster to see the confirmed participants, with their contact and emergency-contact details. Instructors see the same roster for their own sessions under My Sessions.

Bookings

Reviewing requests

The Bookings section groups requests into Pending, Confirmed, Cancelled / Declined, and All, with counts on the first two tabs.

Confirming or declining

  1. Open a pending request and click View to see the full details: course, session, customer contact, participant count, and emergency contact.
  2. Click Confirm to accept the booking. The customer is emailed a confirmation with a cancel link.
  3. Click Decline to turn it down. You can add an optional reason, which is included in the notification.

Payments & invoices

Raising an invoice

  1. Open a confirmed booking and click Invoice customer.
  2. Book raises an invoice through the shared FleetFixer Ledger, with the course as a line item and the customer's details attached.
  3. The booking's payment status changes from unpaid to invoiced, and the invoice number is stored against it.

Recording payment

When the customer has paid (for example by bank transfer or on arrival), open the booking and click Mark paid. This settles the invoice in the Ledger and sets the status to paid.

The Ledger is FleetFixer's shared invoicing engine, so invoices you raise in Book sit alongside those from Workshop and Boatyard in one place.

Staff & roles

Inviting staff

  1. In Admin, click Invite staff.
  2. Enter the person's display name, email, and role, and list any qualifications such as "RYA Dinghy Instructor".
  3. Save. The qualifications appear next to their name on the staff roster.

What each role can do

  • Owner and Admin: full access. Create and edit courses, sessions, staff, and settings, and confirm or decline bookings.
  • Instructor: sees their assigned sessions and rosters under My Sessions. Cannot create sessions or manage the club.

Equipment

Manage standalone boats and equipment under Equipment in Admin. If your club is linked to Maintenance, equipment is read from there instead and kept in sync.

FAQ

A session is full. Can customers still register interest?

Yes. Full sessions show a Join waitlist button. You can offer a freed place to the next person on the waitlist, which confirms their booking.

How do customers pay?

You raise an invoice with Invoice customer and collect payment by your usual method, then click Mark paid. Card capture is on the roadmap.

Why can't an instructor create sessions?

Session and course management is limited to Owner and Admin roles. Instructors have a focused My Sessions view of their own work.

Can I reuse a course for next term?

Yes. Courses are templates. Schedule the same published course as many new sessions as you need on the Calendar.

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