Use the form below to find answers to the most common questions about Bookamat. For anything else you can contact us by visiting contact-us.
Business / Instructor + About
How does Bookamat work for businesses?
Bookamat is an easy-to-use, feature packed studio management platform designed to save time, generate revenue and grow your business. It is trusted by a growing community of Pilates, yoga, barre, corporate wellness and many other fitness and health professionals around the world.
We launched in 2016 in South Africa where the cost of studio software was crippling studios. Now we are also based in Melbourne, Australia. Our mission is to provide simple, effective and affordable studio software to the world.
Business / Instructor + Activating Passes
How do I activate client passes?
All newly assigned client passes or packs must be activated before they can be freely scheduled into classes or activities. Activation gives you more control over bookings allowing you to let clients use their passes before you have collected their payment.
Passes can be activated in three ways:
1. Mark The Pass As Paid
On the Billing > Outstanding page, select the Payment Type in the Paid For With column and Save Changes. This will move the pass to the received payments page and activate the pass.
2. Set Pass To Activate
On the Billing > Outstanding page, select 'Options' > 'Activate' next to the pass you want to activate. Activating a pass allows the credits to be accessed and rescheduled, but does not mark the pass as paid. You will see an 'Activated' label next to the activated pass.
3. Online Payment Processing
If online card payment processing has been enabled on your account, (Billing > Payment Settings) clients can pay online and their passes will be automatically activated and moved to the received payments page.
Once a pass has been activated, you can also use 'Add Participants' to assign the additional credits into classes. When a client runs out of credits, you can simply assign them a new pass.
Business / Instructor + Adding Activities
How do I add activities to my schedule?
Before you can add an activity to your schedule, you must have added at least one service with a linked pricing.
Step 1. Go to the My Business > Schedule page and select 'Schedule New Activity'.
Step 2. Fill in the form for your new activity.
If you can't see an instructor in the list, please ensure the service has a pricing linked.
Step 3. Voila! Your new activity has been scheduled and ready to accept bookings.
Business / Instructor + Adding Clients
How do I add new clients?
There are two ways to add new clients.
The Clients Page
1. Go the My Business > Clients page
2. Select 'Create Client', fill in the form and then save.
Note that adding the DOB (date of birth) for a client will send the client a birthday greeting on behalf of your studio. Greeting: "Wishing you a special day full of all that brings you joy! Happy birthday from us all. Your Studio Name."
Add Participants (when adding new participants into an activity)
1. Go the My Business > Schedule page
2. Select Options > Add Participants
3. Enter the new client name into the search box
4. Fill in the form and then save / create new client.
Business / Instructor + Adding Instructors
How do I add new instructors or staff?
Step 1. Go to the My Business > Staff page and select 'Add New Staff'.
Step 2. Fill in the form then save. Note that if the staff notifications option is set to yes, the staff member will receive email notifications about the classes they are teaching such as new bookings and cancellations.
Step 3. That's it. Your new staff member has been created. You can edit the staff member details by selecting Options > Edit Staff Member.
Note that before you can assign a staff member to an activity, you will need to link them to a pricing from the Service Manager.
Business / Instructor + Adding Schedule To Website
How do I add the schedule to my website?
Step 1. Ensure you have added at least one activity to display within the next 7 days.
Step 2. Go to the Settings > Links page and copy your live schedule link.
Step 3. Check the link by firstly signing out from your Bookamat account, then pasting it into your web browser. Your live seven day schedule should be displayed.
Step 4. To embed the schedule into your own website you can use the following iframe code replacing the "your live schedule link" with your own link between the "".
<iframe src="your live schedule link" width="100%" height="100%" frameborder="0"></iframe>
Business / Instructor + Assigning Passes
How do I assign client class passes?
Assigning a new class pass or pack to a client can be done quickly and easily in Bookamat in one of two ways.
1. Assign Passes by Start Date
Firstly you can assign a new pass directly from the schedule by selecting 'Assign New Pack' and completing the form. This method allows you to choose any date to start the pass from.
2. Assign Passes by Class
Secondly, you can also assign passes by choosing a class. This method will automatically deduct a booking from the client's pass which is a great way to get clients off and running.
What's also great about this method is that if you are using our unique weekly pricing plan, you only need to assign a client into their starting class and Bookamat will replicate them in all classes in that series forever more!
New passes must be activated before they can be freely used.
Business / Instructor + Booking Discounts
Can I use Bookamat to offer class discounts?
Bookamat provides businesses with exciting ways to offer discounted rates to reward clients and to help generate new bookings.
Business / Instructor + Bookings
Do clients have to pay before being able to use their bookings?
The choice is yours. If you want clients to pay before attending classes, Bookamat can help you collect payment before releasing client bookings. Or if you want to allow clients to pay after attending classes, Bookamat lets you to "activate" client bookings, releasing them for scheduling, so you can take payment later.
Can I manage and make new bookings on behalf of my clients?
Absolutely! Bookamat gives businesses complete control over all their client bookings.
Business / Instructor + Business Closure & Holidays
How do I set my business closure or staff holiday dates and times?
Business closure and/or staff holidays dates and times can be set from the My Business > Service Manager > Holidays page. Scheduled activities which fall during a set holiday or closure period will not take client bookings.
Step 1. Select the 'Add New Holiday' button on the Service Manager > Holidays tab.
Step 2. Fill in and save the form. You can set a total business closure (i.e. for a public holiday) by selecting 'All Staff'. Otherwise you can set holidays for specific staff who won't be available to teach.
Step 3. Visit your schedule and you will see the activities are now tagged as 'Closed / Holiday'.
Remember to add your business closures well ahead of schedule!
Business / Instructor + Cancelling My Account
How do I cancel my account?
You can cancel your account from the My Account > Account Details page of your business account.
Business / Instructor + Changing Instructors
How do I change the instructor for an activity?
Changing the instructor or teacher for any activity can be done swiftly from the Schedule page.
Step 1. Select 'Options' and choose 'Edit Activity' for the desired upcoming activity.
Step 2. Select the replacement staff member from the 'Instructor' drop down and then save. Note that if the staff member is not shown, you will need to add them first. On save you will be asked if you want this change to be for this activity only (once off replacement) or all upcoming activities in this series (permanent replacement).
Business / Instructor + Class Pass or FitKey
Business / Instructor + Client Accounts
How do client accounts work?
Bookamat provides your clients with their own accounts. Each client account is easy to use and provides access via mobile, tablet or desktop, to your schedule and their bookings.
Clients can browse for a class that suits their schedule without needing to contact you.
They can buy a new class pass or schedule a pre-paid credit to secure a spot.
If buying a new pass, the pass will be added to the clients basket requiring payment before confirmation. You can choose what payment options to provide your clients with including online card payments for instant booking confirmation.
Confirmed bookings are then displayed on the My Bookings page where they can be rescheduled, moved to credit (if enabled) or cancelled.
Clients can also use their accounts to:
1. Join waiting lists
2. Set upcoming class reminders
3. Set reminders about expiring credits
4. Download their upcoming classes
5. Add bookings to Google calendar
6. Contact your studio
7. View their attendance/booking history
8. View their payment history
When you register for a business account, you can also use your business account login details to access your own client account to experience what your clients will experience.
How do my clients access their bookings?
Clients can access their bookings via their client account. Here are a few ways Bookamat helps clients create their own account with your business.
1. Firstly you can manually load them into your clients list and then select ‘Edit’ > ‘Send Invite’. The client will then receive an email to confirm their account with you.
2. Secondly, if the client hasn’t already been added to your client list and you don’t have time to add them, you can direct them to your live Bookamat schedule and ask them to book a class. Once they book they will be asked to confirm their account and on confirmation will then be added to your clients list.
Can I create my own client account?
Yes. If you've already registered and confirmed your business account, you can use the same details to sign in as a client.
Business / Instructor + Client Activity Tracking
How can I track my client activity?
Bookamat helps you track all client activity with your studio.
1. Client Accounts
Each one of your clients will have an account page to help you track their outstanding payments, received payments, upcoming bookings, booking history, notes and more.
2. Client Activity Tracker
You can also view every interaction your clients have with your studio though Bookamat in a single chronological view. This fun feature also helps to show you just how much time Bookamat can actually save your business!
Business / Instructor + Client Check In
Can clients check themselves into classes?
Sure! Every activity in Bookamat has a convenient client check in page which opens a new browser tab. This allows you to load the check in page on your tablet or touch screen device for clients to check themselves into the class, workshop or event as they arrive.
Clients can even leave notes or feedback about the class for you to read later.
1. Pre-booked clients can see their name on the attendance list
2. Pre-paid clients can schedule their credits into the class
3. Clients without passes can book themselves into the class on a new pass
4. New clients can add their details and book themselves into the class on a new pass
Business / Instructor + Creating Pricing
How do I create new pricing?
Step 1. Go to the Service Manager > My Services page and select 'Create New Pricing'.
Step 2. Ensure the service you want the new pricing created for is selected. Then complete the form for the pricing type you want to create.
Step 3. That's it. Your new pricing has been created and is ready to be sold for your service.
Business / Instructor + Credit Expiry Dates
How do I change credit expiry dates?
To modify the expiration date of activated credits:
1. Go to My Business > Credits and select Options > View All Credits for the clients whose credits you want to edit.
2. On this page, choose Options > Modify Expiry Date and edit as needed.
You can modify the expiration date of individual credits, or all credits linked to a client's pack.
Business / Instructor + Different Staff Pricing
How do I create different pricing for different staff?
Here's how to set up different pricing for different staff who teach the same service.
Step 1. Go to the Service Manager > My Services page and select 'Create New Pricing'.
Step 2. Making sure the desired service is selected, fill in the form and set the rate for the desired staff member / instructor and save (Create New Pricing).
Step 3. Repeat step 2 but this time set the new rate for the other staff members / instructors.
Voila! You have just created two different pricing for two different staff members for the same service.
Step 4. When you next add this service to your schedule, choosing the instructor for the activity will also set the activity pricing for that instructor.
You can also prevent (or allow) clients from rescheduling their bookings between staff members from the Settings > Booking Conditions page.
Business / Instructor + Discount Codes
How do discount coupons work?
Whether you offer the first session for free to new clients or want to run a winter session special, discount coupons are a great way for businesses to generate more bookings and/or reward client loyalty.
They are simple to set up and, when shared, can be used by new or existing clients to discount the cost of their bookings when they pay online.
There are no limits to the number of coupons you can create and you can also track and limit their usage. So why not get thinking about how you can best make discount coupons work for your business!
Business / Instructor + Dynamic Pricing
How do I set up dynamic (grandparent) pricing?
Setting up different pricing for different people in the same activities (adult, student or pensioner pricing etc) is straight forward with Bookamat.
Step 1. Go to the Service Manager > My Services, identify the Service you wish to assign dynamic pricing for (in this example we'll add a One Class Pass for Students in our Hot Yoga service) and select 'Create New Pricing'.
Step 2. Fill in the pricing form ensuring your desired service is selected. Be sure to give your dynamic pricing a memorable name then save.
Step 3. That's it! Your dynamic pricing has now been created and is ready to use. Now you are ready to create dynamic pricing for different client groups in different services or in memberships.
Business / Instructor + Events & Retreats
How do I create an event or retreat?
Step 1. Go to the My Business > Service Manager > My Services and choose 'Create New Service'.
Step 2. Complete the form selecting Event, Workshop or Retreat from the Activity box, then save.
Step 3. Now select 'Create New Pricing' and complete the form using Drop In or Pack (for 1 booking) for the pricing type then save.
You can also create more than one pricing for your event or workshop. For example you might want to sell early bird tickets (see below).
Step 4. Your event or workshop will now be shown with the pricing you have created. To prevent any tickets from being sold online (e.g. to stop sales of the early bird tickets) go to the My Business > Service Manager > Price Editor and toggle the 'Sell Online' setting.
Step 5. Now it's time to add your event or workshop to the schedule. To do this go to My Business > Schedule and choose 'Schedule New Activity'. Fill in the form and save. Note if you are holding the event at another location, you will need to create that location by selecting 'Add New Location' under the Where field.
Step 6. Voila! Your workshop or event is now in the schedule and ready to accept bookings. You can add participants using the Options > Add Participants buttons.
Choose the payment plan for the client/s then save to add them and create an outstanding amount / invoice on the Billing page.
Clients can also book themselves into the event or workshop by signing into their own accounts and searching for the event.
They can choose from the payment plan options which you have set to sell online. You will be notified when a new booking is made.
To start generating bookings, why not share your event on social media using Bookamat integrated social sharing to Facebook or Twitter?
Business / Instructor + Free Activities
How do I create a free activity or class?
Easy! Simply create or edit a pricing and set the rate to zero! Free bookings will be automatically and immediately confirmed!
Business / Instructor + Getting Started
How do I get started?
Simply register your business and confirm your account and we'll send you all the information you need to get up and running.
Is there a setup guide I can download?
Yes. You can download our detailed business and client user guides after registering.
Do you offer demonstrations?
If you would like more information on how Bookamat can work for your business please contact us and we'll be happy to assist.
Business / Instructor + Hiding Online Pricing
How do I hide online pricing?
Bookamat let's you easily hide online pricing so that only you (the business) can see and use it. For example, you might want to create special pricing for industry peers or family and friends etc.
To hide any pricing you have created from the public, go to the Service Manager > Pricing Editor page and toggle the 'Sell Online' switch to 'No' then save.
Business / Instructor + Importing Data
How do I import data from another booking platform?
If you are moving across from another booking platform such as MindBody online, please let us know via email or live chat so that we can assist you make the transition with a minimum of fuss.
How do I import a client list?
To import a batch of contacts into Bookamat please follow these instructions.
1. Download our client import template here: https://bookamat.co/uploads/csv/bookamat-client-import-template.csv
2. Open the client import template file and add your contacts using the predefined columns, then save the file.
3. While logged into your Business Account, go to My Business > Clients.
4. Select Import Clients.
5. Select the client import file you just saved.
6. Click on Import Client List and wait for the file to be imported.
Alternatively you can always send an email to your clients directing them to register with your business using your unique Bookamat business registration link found here: My Account > Links. If
you are still having trouble importing your client list please send us a
message so we can help.
Business / Instructor + Invoicing
How does billing work?
Bookamat billing helps you track and collect payments.
• All outstanding client payments are displayed on your billing page.
• The billing page shows your upcoming expected monthly revenue.
• If you are using Bookamat to accept 3rd party payments such as direct bank transfers (EFT) or cash payments for client bookings, this is where you can record those payments against each client.
• If you use the Weekly Reservation payment plan for client bookings, Bookamat will automatically generate the next month of reserved bookings on the 20th day of each month - a huge time saver.
• If you use recurring passes, Bookamat will automatically generate and display all unpaid recurring passes here.
• Invoices can be viewed, downloaded and sent to individuals (or all clients at the click of a button).
• Invoices can display a link to online payment methods and/or your bank account details for payment.
If you are running all payments though our integrated payment processing facility, then your payments will be confirmed at booking and there will be no outstanding payments. You can view and report on received payments on the received tab of your billing page.
To discuss your invoicing requirements in more detail please contact us.
How do I preview or send client invoices?
To preview the invoice a client will receive follow these steps.
- Go to the My Business > Billing page.
- Go to the ‘Outstanding’ list.
- Select ‘Options’ next to the client you wish to preview the invoice for.
- Select ‘Preview Invoice’.
To send an individual client their invoice follow these steps.
- Go to the My Business > Billing page.
- Go to the ‘Outstanding’ list.
- Select ‘Options’ next to the client you wish to invoice.
- Select ‘Send Invoice’ or ‘Resend Invoice’ if an invoice has previously been sent.
To send all your client invoices at once follow these steps.
- Go to the My Business > Billing page.
- Go to the ‘Current’ list.
- Select ‘Send All’.
- Wait for the page to indicate that the invoices have been sent successfully (may take up to a minute).
Can I display my EFT details and logo on client invoices?
Can I display VAT / GST on my invoices?
Yes. To add VAT or GST to your client invoices follow these instructions:
1. Go to Settings.
2. Go to the VAT / GST tab.
3. Add the desired amount.
4. Select 'Save & Close'.
Your clients will now see the VAT / GST breakdown on their invoices and bookings. Note that businesses are responsible for maintaining their VAT or GST rates.
Can I view my clients billing history?
Yes. Bookamat displays a billing history for each client.
Business / Instructor + Linking Staff To Pricing
How do I link new staff to pricing?
New staff members added to your account must be linked to a service pricing before they can be assigned to an activity in the schedule. Here is how to link your staff to pricing.
Step 1. Go to the Service Manager > My Services page and locate the service (e.g. Hot Yoga) the new staff member should be permitted to teach. The 'Staff' column indicates that 'Multiple' staff are linked to this pricing, but not 'All Staff'. That's because we have a new staff member who needs to be linked.
Step 2. Select the Edit button against the pricing you want the new staff member linked with and choose 'Link Staff'.
Step 3. The Attach Pricing form displays your service (e.g. Hot Yoga) and the linked pricing (1 Month Unlimited ($120) and that our new staff member is not yet linked. To link them, select the check box next to the new staff member and then save.
Step 4. Repeat steps 2 and 3 for each pricing the staff member should be linked with. You can also use the pricing search drop down to find the pricing you want to link.
Step 5. Once you are done linking, the Staff column will now indicate that 'All Staff' are now linked. You are now ready to assign the new staff member as an instructor for this service in your schedule.
Business / Instructor + Linking to Facebook
How do I link my Facebook 'Book Now' button to Bookamat?
You don't need a website to take live bookings with Bookamat. Using Facebook, you can link your Bookamat live schedule to your 'Book Now' button allowing your clients to easily can make bookings.
1. Go to your Facebook business page.
2. Click on the the blue 'Book Now' or 'Learn More' action button edit icon.
3. Select 'edit button'
4. Ensure the button is set to 'Book Now'
5. Select 'link to website'
6. Enter/paste your Bookamat live schedule link (found on the Settings > Links tab of your business account)
7. Save and then test your button :)
Business / Instructor + Locations
What are locations?
A location is a space where an activity is held and allows you to run concurrent activities or classes.
For example, you may have two rooms each running an activity at the same time. Alternatively you might have some sessions in a private room or in another location entirely. Having different locations allows your clients and staff to see exactly where their activity will be held to prevent confusion.
How many locations can I add?
There are no limits on the number of locations you can have.
Business / Instructor + Memberships
How do I create a studio or gym membership?
Step 1. Ensure you have already created your Services (group classes etc) for which the membership can be linked to and will be valid for.
Step 2. Go to the Service Manager and select 'Create New Service'.
Step 3. Complete the form using 'Membership' for the Category and the Activity types then save it.
Step 4. The next step is to create a pricing for your membership. To do this, select 'Create New Pricing' from the Service Manager page. Fill in the pricing form ensuring your new membership is selected in the 'Service' drop down and 'Pack or Unlimited' is selected for the pricing type and save.
Step 5. Now it's time to link your membership to the services it should be valid for. For example you might create a membership for group classes only. To set that up, select the 'Options' button on your membership and choose 'Paired Services'.
Using the paired services form, select the services you want clients to be able to book using their membership and then save it.
And that's it! Your membership is now ready to assign to clients. You can assign clients their membership from the Schedule page by selecting 'Assign New Pack' and filling in the form as follows.
Select the date you want the membership pass to be valid from then save the form! You've just created and assigned a new membership pass to a client.
Business / Instructor + MindBody Online
Is Bookamat an alternative to MindBody Online?
Bookamat was built for people who are discontent with, or unable to afford, MindBody Online. We offer the essential features you need to run your studio effectively without the big price tag.
If you are looking for reliable studio software which is affordable, has no lock in contracts and makes running your studio a breeze, we think you've come to the right place. Migrating from another software? Contact us and we'll be glad to assist.
Business / Instructor + Mobile Apps
Is there a mobile app that I can download?
We love simplicity and always strive to do more with less. Using this approach we have been able to ensure our clients and their customers get the very best Bookamat experience on any internet enabled mobile, tablet or desktop device using browser enabled web apps.
To install Bookamat as a web app, simply visit bookamat.co on any mobile phone and, when prompted, select 'Add to Home Screen'. Unlike apps from the app store, the Bookamat app will never have compatibility issues so you'll never hear your clients complaining about apps not working on their phone model.
Business / Instructor + Modifying Activities
How do I modify an activity (class, session or event)?
Any upcoming recurring activity (class, session or event etc) can be modified from the Schedule page as follows.
1. Locate the upcoming activity on the Schedule page
2. Select Options > Edit Activity
3. Modify the details as needed (date, time, instructor etc) and save
4. You will be asked if you want to save the changes for that individual activity or all activities in that series
Business / Instructor + Modifying Pricing
How do I modify my pricing?
Business / Instructor + Non-Billable Credits
How do non-billable credits work?
Non-billable credits provide a quick way to assign clients with credits without billing the client. You can assign up to 20 non-billable (or free credits) per client at a time. Non-billable credits have the same conditions as normal bookings, e.g. they can only be used for the services you have paired.
To assign non-billable credits to clients, go to the My Business > Credits page and select 'Assign Non-Billable Credits'.
Business / Instructor + Notifications
Can Bookamat send birthday notifications to my clients?
Yes. If you add a client's date of birth they will receive a friendly email on behalf of your business. You can also be sent a reminder on the day of your clients birthday from the Settings > Notifications page.
What notifications will my clients receive from Bookamat?
Clients can choose what notifications they will receive from Bookamat
To view and customise these notifications, simply sign in as a client and go to Settings > Notifications. There you will see a host of settings that can be switched on or off depending on your preference.
Business / Instructor + Paired Services
What does it mean to pair services?
Pairing two services together allows clients to buy bookings for one service (e.g. Yoga) and reschedule them into other services (e.g. Pilates) and/or vice-versa. You can also pair between locations and set up pairing for one way use (e.g. Pilates to Yoga only) or two way use (e.g. Pilates to Yoga, and Yoga to Pilates).
Benefits For You:
- Gives you greater control over bookings
- Helps fill new or less popular classes
- Gives clients more options when rescheduling
- Pair between services at different locations
- Pair one to one, one to many, or many to many
Benefits For Clients:
- Gives clients more options when rescheduling
- Allows clients to try different classes
- Gives clients more value for money
- Clients can visit multiple locations
Business / Instructor + Payment Plans
What payment plans does Bookamat support for client bookings?
Bookamat supports a host of flexible booking options and payment plans to suit businesses and their clients.
Business / Instructor + Payment Processing
How do online payments work?
Bookamat has partnered with Square Payments and Peach Payments to enable clients to pay safely and securely for bookings online. No credit card details are stored on Bookamat’s servers. Our integrated online payment processing allows clients to pay for bookings using their credit or debit cards and enjoy instant booking confirmation.
We aim to transfer online card payments into your nominated bank account on the 6th day of each month. It's the best way to streamline your booking process and saves the hassle, and cost, of setting up your own payment gateway.
Online Card Processing Fees
Please note that online payment processing is optional. Businesses can also use Bookamat to receive their client payments directly into their bank account via bank transfer or EFT (electronic funds transfers).
Business / Instructor + Payments
Does Bookamat work with in-store payments?
Yes. Bookamat lets you choose what payments you want to accept including in-store payments.
Can I continue to accept cash or EFT payments from clients?
Yes. Bookamat allows you to receive and track EFT, cash and other payment transactions which take place between you and your clients.
What do I do if I believe there has been a payment error?
Where you believe a payment has been processed in error, you must provide written notice to Bookamat within thirty (30) days after the date of payment specifying the nature of the error and the amount in dispute. If notice is not received by Bookamat within such thirty (30) day period the payment will be deemed final.
Business / Instructor + Payouts
How do Bookamat payouts work?
Bookamat has partnered with Square Payments and Peach Payments to offer integrated online payment processing to businesses. If enabled in your billing settings, clients will be able to pre-pay or post-pay for bookings using a debit or credit card via their Bookamat account. On successful payment, the bookings will be confirmed and a payment notification sent to the business and the client.
Bookamat processes payouts to businesses on a regular basis and provides a detailed transaction statement each month.
This service is optional and, if enabled, incurs an additional cost which is described on our pricing page. This service is currently only available in Australia, South Africa and Namibia.
When will I receive my payout?
Bookamat aims to process all payouts with respects to online client card payments by the tenth (10th) working day of every month. Business account holders will also receive a Bookamat settlement notice with an itemised breakdown of the payments.
Payouts will be sent with reference Bookamat Settlement.
Business / Instructor + Prepaid Bookings
What are prepaid bookings?
Businesses can enable a prepaid timer which prevents clients from leaving bookings in their basket without paying for them.
When activated, clients will be required to pay at the time of booking using a credit or debit card. Any bookings which are not paid for within 30 minutes of being added to the basket will be removed. Recurring bookings can also be automatically removed on the 1st of each month if payment has not been received to save you time and hassle.
Note this feature is only available to businesses which have enabled Bookamat 'Credit / Debit Card' payment methods on their Billing > Payment Settings page.
Business / Instructor + Preventing Late Bookings
Can I prevent late bookings if there are too few participants in a class?
Absolutely! We recognise that having a client book into an empty group class a few hours before it is due to start is not always an efficient way to run a business. That's why you can tell Bookamat how far in advance to prevent bookings in empty classes to save you from running around. This setting can be found on the Settings > Booking Conditions page.
Can I set my own late booking cancellation rule?
Business / Instructor + Promoting Activities
How does Bookamat help to promote my activities?
Social media sharing has been integrated with Bookamat to make it easier to promote your activities and get more bookings.
All you have to do is go to your Schedule and select 'Options' for the activity you want to promote, then choose 'Manage Participants'. This will take you to a new page where you will see a 'Share' button that lets you post the activity directly to your Facebook, Twitter or Google+ feed. Please note that sharing only works for activities in the future.
Business / Instructor + Publishing Activities
How do I publish my schedule?
If you are ready to publish your schedule in order to start taking new bookings, follow these steps:
1. Ensure you have activities with free spaces in your schedule for the current month.
2. Go to Settings > Booking Conditions and select 'Yes' to the option 'Publish my business and activities on the Bookamat home page?'
3. Save Changes.
4. Visit www.bookamat.co/browse
5. Tada! Your activities are now published and ready to take new bookings.
How do I display my schedule on my own website?
You can display a live and bookable 7-day schedule on your website by embedding your unique business link into an iframe in your website. You can find your unique business link on the Settings > Links page of your business account.
Can I keep some activities private?
Yes. Each activity can be set to either private or public. To change an activities privacy setting go to My Business > Schedule > 'Options' > 'Manage Activity'. Change the Public/Private setting to 'Private' and select 'Update Activity'.
How do I turn on the 'view website' link on my listing?
Want to link your business website or Facebook page to your Bookamat schedule? No problems, follow these steps:
1. Go to My Account > Account Details
2. Scroll down to the Business Detail section and enter your website address in the 'Website Link' field
3. Save Changes
4. Voila! Visitors can now click through to your website.
Business / Instructor + Recording Attendance
Can I use Bookamat to record client attendance?
Yes. You can mark client attendance for every activity, report on client attendance and add notes to activities.
Note you can also set the default class attendance to Attended or Absent from the Settings > Booking Conditions page.
Business / Instructor + Recurring Bookings
How do recurring bookings work?
Simply assign any recurring pack or pass to a client and Bookamat will re-book the same pass whenever it expires or runs out of credits. Bookamat will also send the client a notification about their new pass and that payment is required.
How do I create recurring bookings?
Follow these steps to create a recurring booking.
1. Go to the Service Manager and choose 'Add New Pricing'.
2. Select the 'Weekly (Recurring Reservation)' pricing type.
3. Complete the form and save.
Now go to the Schedule page and choose a participant to add into the class you have added the Weekly pricing for. You will now be able to select the 'Weekly' option which adds the client into the same class each week on a recurring basis. The Weekly pricing is billed to clients per calendar month by default.
Business / Instructor + Referral Bonus
Do you have a referral program?
Yes we do! We will send you a subscription discount coupon for every new business which lists you as their referral. We will send you the coupon after the new business pays their first month of subscription.
Business / Instructor + Registration
How do I register my clients so they can manage their own bookings?
Here are a few ways you can invite your clients to start making bookings at your studio using Bookamat.
1. Send Client Invites
Send clients an email invitation to join you on Bookamat by going to My Business > Clients and select 'Options' > 'Send Invite'. Once accepted, your clients will be able to sign in, view and manage their own bookings with your studio.
Have a client list you want to import? Contact us and we'll set it up for you.
2. Your Live Schedule
Display your live schedule on your website by going to Settings > Links and embedding the schedule link into an iFrame on your website. Or link to it from your 'Book Now' Facebook button. This allows visitors to your website to see your upcoming activities and book into any available spot within the next 7 days.
3. Client Registration Link
Email a link to your clients so they can register with you on Bookamat by going to Settings > Links and sharing the unique registration link with them. This is useful if you already have a large number of clients who you want to invite to Bookamat.
4. QR Registration Brochure
Our QR Registration Brochures allow visitors to scan a QR code using their phone and register with your studio on the spot. To receive your unique QR Registration Brochure please contact us.
5. Social Media Sharing Link
You can easily promote an activity (e.g. class or event) on your social media channels to attract bookings using Bookamat. From the Schedule page, select Options > Manage Participants then click on the 'Share Activity' button. Clients will be able to register during the booking process.
Business / Instructor + Removing bookings
How do I remove a client class pass or booking?
Client bookings can be removed in any of the following ways.
If the pass or booking is unpaid
1. To go Billing > Outstanding
2. Select Options > Write Off against the booking to be removed
3. Write off will remove any unpaid (or activated) bookings for the client and remove the outstanding amount
If the pass or booking is already paid for
1. Go to the Credits page and select Options > View All Credits for the desired client
2. Select the credits to be removed and confirm
If the bookings are already scheduled
1. Go to Clients and select Options > View Account for the desired client
2. Go to Scheduled Bookings and then select View Activity for the desired booking
3. Select Options > Remove and confirm
Business / Instructor + Reports
What reports does Bookamat include?
Bookamat currently includes the following reports.
1. A Payroll report to help track booking revenue and to calculate staff payroll.
2. A Billing report for tracking booking sales.
3. An Attendance Record report for tracking client attendance.
4. A Payout report for tracking payouts from payment processing.
5. A Client report for client list management.
Business / Instructor + Security
Is my data safe with Bookamat?
Business / Instructor + Staff
Can my staff each receive their own booking notifications?
Yes. Each staff member can be set up to receive booking notifications about the activities they are teaching/hosting.
1. Go to My Business > Staff.
2. Select 'Edit' against the staff member you want to assign notifications for.
3. Select 'Yes' next to 'Receive notifications?'
4. Select 'Save & Close'.
Staff members will receive the following notifications about their activities:
- New client bookings.
- Client payments.
- Client reschedules.
- Client credits.
- Client waiting list acceptance.
- Client cancellations.
How many staff members can I have on Bookamat?
There is no limit to the number of staff/instructors/teachers you can have on Bookamat.
Does Bookamat have separate staff logins?
Separate staff logins will be coming soon.
I added a new staff member but why I can't add them to an activity?
After adding a new staff member, you will need to link them to your services & pricing. Please follow these steps:
1. Go to the My Business > Service Manager
2. Select 'Edit' > 'Edit Attachment' next to the pricing you want the new staff member to be linked with
3. Check that the new staff members name is selected for that rate/pricing
4. Select 'Save & Close' and repeat as necessary.
After linking your staff to the proper pricing, go back to the Schedule page and:
1. Select 'Options' > 'Edit Activity' against the class/activity you want to update the staff member for (note this only works for upcoming class/activities)
2. Change the 'Staff' selection to the new staff member
3. Select 'Update Activity'
Business / Instructor + Staff Notifications
How do I enable booking/rescheduling notifications for my staff / teachers?
Step 1. Go to the My Business > Staff page and select Options > Edit Staff Member
Step 2. Toggle the notifications setting to yes and save.
Staff members will now receive email notifications about the activities they are linked to including new bookings, reschedule and cancellations.
Business / Instructor + Subscriptions
How does the 14 day free trial work?
When you register a new Bookamat business account you'll enjoy our fourteen (14) day free trial. There are no obligations to continue and you can cancel at any time.
What happens after my trial?
At the conclusion of your free trial you may continue using Bookamat for free if you have 10 or less active clients. Once you exceed 10 active clients you will need to pay a monthly subscription fee. Our subscription fee is set forth on our website at www.bookamat.co/pricing (or such URL as specified by Bookamat).
The subscription fee is non-refundable and must be paid in advance using our online card payment facility on the "Subscription" page of your business account. If you choose not to continue as a subscriber, your account will be suspended. It can be reactivated when we receive the subscription fee payment from you.
How do I cancel my subscription?
You may cancel your Bookamat subscription at any time by contacting us.
Following any cancellation by you, you can continue to use the service until the end of your current subscription month. Any remaining payment amount collected by us which is due to you will be paid into your nominated bank account by the tenth (10th) business day of the following month.
What if I don't pay my subscription on time?
By using Bookamat you are indicating your agreement to our Terms & Conditions. If we do not receive your payment when it is due, we reserve the right to disable all or part of your Bookamat services. For further details, please view our Terms & Conditions.
Can I pause my subscription?
If you need to pause your subscription please contact us.
Failure to log into your account for more than 30 days may result in your account data being deleted.
Business / Instructor + Support
What support does Bookamat provide?
We take customer support seriously and aim to provide the best support possible. We provide priority email and live chat support for our subscribers.
Business / Instructor + Waiting Lists
Does Bookamat support waiting lists?
Bookamat supports unlimited use of automated waiting lists. Using the business account you can reschedule client bookings into waiting lists, plus you can accept/reject waiting list spots. Clients can also join waiting lists and will be automatically notified, and can accept, if a space becomes available.
Business / Instructor + Waiver Forms
Can I upload my new client waiver forms?
Yes. You can upload a document, or multiple documents in a Zip file, or add a link to an online form. Any new clients will be asked to read them before attending their first activity.
Business / Instructor + Why choose us?
Why choose Bookamat?
1. Bookamat launched in 2016 and is trusted by a growing community of Pilates, yoga and other fitness professionals.
2. Bookamat is easy to set up and lets you start taking bookings and payments online in minutes.
3. We offer studio friendly PAYG pricing which means you pay less during quieter months.
4. We don’t lock you into lengthy contracts and you can cancel at any time.
5. We offer personalised service and support.
6. We listen to our clients and often incorporate their feedback into new releases.
7. We maintain one platform which works across all devices giving you total control and flexibility over your studio.
8. We reward our loyal customers.
9. We offer a referral program which you can benefit from.
Client / Student + About
How does it work for clients?
Looking to join a new class or activity or want to reschedule your bookings online?
Bookamat also lets you pay online for instant booking confirmation and, once you create an account with us, you'll be able to manage your bookings, set up reminders and make new bookings from your mobile, tablet or desktop.
If you are already attending classes with a business on Bookamat and want to manage your bookings, simply register as a client and we'll connect you to your bookings.
Client / Student + Basket
How does the basket work?
If you are familiar with online shopping sites or ticketing websites, you'll find that our basket works in a similar way. You can add any number of new bookings to your basket and review them before proceeding to the payment page.
Once your bookings have been successfully paid, they will be moved to the My Bookings or Credit page of your account.
Client / Student + Bookings
How do I make a booking?
Contact the business where you want to make a booking and ask them to send you an invite to join their account.
Step 1: Visit: https://bookamat.co/browse
Step 2: Find an activity and click on 'Confirm' then 'Login or Register'
Step 3: If not registered, select the 'Not Registered Yet? Register' link (otherwise Sign in and review the booking in your basket and the payment options offered)
Step 4: Fill in the registration form and click 'Submit'
Step 5: Check for the Bookamat account activation email and then click 'Active Account'
Step 6: Visit bookamat.co and Sign In as a 'Client' and pay for the booking in the basket
Step 7: Once payment is confirmed, the booking will be moved to the Booked page
- Some businesses offering sessions on Bookamat require that newly registered clients pay for bookings within 30 minutes of making the booking. In this case, a red timer will display on the basket and if payment is not confirmed using the Bookamat instant EFT or credit/debit card facility the booking will be removed from the basket.
- Each client is limited to one booking per activity.
For further queries about bookings please contact: [email protected]
What are drop in bookings?
Drop in bookings are for when you want to attend one activity or session only, or attend on a pay-as-you-go basis. People usually book these when they want to try a new activity before committing to a longer term arrangement.
What are weekly bookings?
Weekly bookings are for when you want to commit to attending the same activity (day and time) every week indefinitely. Payment is due on a monthly basis and amounts may vary depending on whether the business charges a flat monthly rate or a per booking rate.
What are pack bookings?
Pack bookings (1 Pack, 4 Pack, 10 Pack etc) are for when you want the flexibility of being able to schedule bookings as and when you can attend them. You will be required to schedule the first booking in the pack at the time of booking, and once full payment has been received, any additional bookings included in the pack will be displayed on your credit page where they can be scheduled before their stated expiry date as set by each respective business.
What are unlimited bookings?
Unlimited bookings, popular with yoga and dance studios, allow you to book any number of activities (subject to availability) from when the deal was booked up until a set expiry date.
When you book and pay for an unlimited pack, you will receive a credit booking called 'Unlimited Pack' on your client account credit page. This credit can be rescheduled repeatedly for the duration of the deal.
How to recurring bookings work?
If you are on a recurring payment plan (indicated by a circular arrow), Bookamat will re-book the same plan for you whenever it expires or runs out of credits. You will be notified when the new pass has been added.
What are credit bookings?
Credits are bookings that have already been paid for but have yet to be scheduled. Every credit has an expiry date by when it must be scheduled and some credits such as month unlimited credits may be rescheduled many times before their expiry. Scheduled bookings can also be moved to credit when they need to be reschedule but a future date can't yet be determined.
To help remind you to schedule credits before they expire, switch on email notifications by logging into your Client Account and going to My Account > Notifications.
How much does it cost to make bookings through Bookamat?
What if I don't turn up for my activity or session?
If you fail to arrive for your scheduled activity you will lose your booking for that activity. Remember you can prevent losing your booking by using Bookamat to reschedule your booking outside of the businesses late cancellation rule. If you believe you have grounds to request a late cancellation, please contact the business with which the bookings were made.
Can I book for my friends and family?
While we do have plans to allow clients to book on behalf of their friends and family, we currently require that each person booking an activity have their own client account.
How do I make bookings on behalf of my child or dependent?
What if I miss my activities due to extended leave, illness or injury?
If you know you are going to miss your activities for an extended duration, please contact the business where the sessions were booked and notify them to make an arrangement.
What if I want to stop attending my activity?
If you wish to stop attending your activity, you can remove them from Bookamat via the basket page or contact the business where the bookings were made to have them removed for you. Before stopping, please contact the business where you were attending the activity directly to notify them. Many businesses require a month’s notice so please ensure that you are familiar with their terms and conditions.
I deleted a booking by accident, can I get it back?
If you believe you have made an honest mistake, please contact the business/studio where the booking was made to enquire about options.
What are flexi-use bookings?
When you see "flexi-use" bookings, it means they can be re-scheduled into activities (as displayed) other than the activity being booked. For example, if you make a booking for Pilates which has a flexi-use of Yoga, it means you can also schedule the Pilates booking/s into a Yoga class if you want to.
Having trouble booking an activity?
Client / Student + Cancellations
What happens if my activity is cancelled?
In the unlikely event that your activity or session is cancelled, you will receive a cancellation notification by email and the business offering the activity may contact you to make alternative arrangements. If you had already paid for that class, you will receive a credit which can be rescheduled.
Client / Student + Discount Codes
How do I use my discount code?
Go to your basket page and select Credit or Debit Card. You will then be able to enter your discount code in.
Please note that discount codes only work in conjunction with our integrated payment processing, currently available in Australia, South Africa and Namibia.
Client / Student + Email Addresses
How do I change my email address?
You can ask the business where you attend classes/bookings to change your email address for you.
Client / Student + Forgot Password
Help! I've forgotten my password.
To reset your password, sign in as a client then select the 'Forgot Password' button and follow the prompts.
Client / Student + Notifications
Can I receive reminders about upcoming activities?
Yes. To receive notifications for upcoming activities and expiring credit bookings, sign into your account and go to My Account > Notifications.
Client / Student + Payments
How do online card payments work?
Bookamat has partnered with Square Payments (www.squareup.com) and Peach Payments (www.peachpayments.com) to enable clients to pay safely and securely for bookings online. No credit card details are stored on Bookamat’s servers. You will be shown the valid payment options for the business you have booked classes with during the booking process.
Benefits of Online Payments:
1. You only need to add your debit or credit card details once
2. Bookings are confirmed immediately and moved to the booked page where they can be rescheduled
3. There is no additional cost to you
4. It's safe, quick and secure
5. Discount coupons are supported
Please note: Payment processing is currently only available in Australia, South Africa and Namibia.
What payment methods does Bookamat accept?
Bookamat provides a platform for businesses to choose the payment methods they want to accept. You will be shown the accepted payment methods for the business you have booked with during the booking and payment process.
Can I pay using cash or EFT?
If the business you are booking with supports EFT and cash payments you will be shown these options during the booking process. Cash or EFT payments must be paid directly to the business where the bookings were made.
What happens to overdue payments?
Bookings for which payment is overdue will remain on the basket page until payment has been received by the business offering them. Note that businesses may also cancel or remove any bookings with overdue payments at their own discretion.
Why won’t Bookamat accept my card payment?
If you are still unable to process payment, there may be times when the online card payment facility is unavailable due to circumstances out of our control. We apologise in advance for any inconvenience this causes and ask that you come back later and try again. If the problem persists please contact us. If the booking is urgent, please contact your studio directly.
Client / Student + Refunds
Who do I contact about refunds?
If you believe you are entitled to a refund please contact the business through which the classes in question were booked.
Client / Student + Registration
Is it free for clients to register?
How do I register as a client?
There are a number of ways to register as a client.
1. Browse for an activity to join and then follow the prompts.
2. Find the name of the business you want to join by scrolling through the cards on our homepage, choose 'Register' and then follow the prompts.
3. Contact the business where you want to book and ask them to send you an email invitation, or a link which you can use to join them on Bookamat.
If you still need assistance please contact us.
Can I register with more than one business?
Why can't I find the business I attend activities with on Bookamat?
Client / Student + Rescheduling
How do I swap into a different activity day/time?
Firstly cancel the recurring booking for the activity you want to finish by signing into your client account and going to My Bookings > Basket and removing the reservation. Secondly select 'Book New Activity' and book a new recurring spot in the activity you want to join.
Note that if you have already paid for the month and want to swap your paid bookings, you will need to reschedule each booking from the My Bookings > Booked page into the desired activity before following the above instructions.
Why can't I reschedule my booking?
If you can't find an activity to reschedule your booking into it could be because:
1. Your booking is about to expire and can't be rescheduled beyond it's expiry date.
2. There are no free spaces for the activities you are looking for.
3. You are already a participant in the activities you are searching for (you can't double book a class).
4. The booking can't be rescheduled within [x] hours of the start of the said activity (each business sets their own late cancellation policy).
If you still believe you should be able to reschedule your booking, please contact the studio/business where the booking was made.
Client / Student + Waiting Lists
How do waiting lists work?
Paid bookings can be rescheduled into any activity waiting list when available. If you have joined a waiting list, Bookamat will notify you via email before the scheduled start time of the activity should a vacancy become available. The email will give you two options, either to 'Check Vacancy' or 'Reject' the offer.
Select "Check Vacancy" if you wish to accept this activity. You will be taken immediately to the Bookamat website where we will confirm if the space is still available and if so, your booking will be confirmed.
Click 'Reject' or ignore the email if you wish for your booking to be credited back to you.
If you do not get offered a vacancy for the activity, your booking will be automatically credited back to you at the end of the day.
Alternatively you can also manually accept a waiting list vacancy by using your client account and selecting the wait listed activity and choosing ‘Accept Wait List’ once a vacancy is available.
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