Frequently Asked Questions | Bookamat

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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.

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Business / Instructor + About

Q:

How does Bookamat work for businesses?

A:

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

Q:

How do I activate client passes?

A:

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 and allows you to permit 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.

 

Activating client passes by payment


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.


Activating client passes

 

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

Q:

How do I add activities to my schedule?

A:

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'.


Schedule a new activity



Step 2. Fill in the form for your new activity.


Schedule a new activity


  • - Do you want the activity to be public (for online bookings) or private (only you and the participants can see it)?
  • - Select the service the activity is for, note that the pricing for this services is displayed at the bottom. 
  • - If applicable set the activity recommended experience level.
  • - Set the instructor who will be teaching the activity, notice the list is limited to the staff who are linked to this service.
  • - Set the location where the activity will be held. 
  • - Set the maximum number of spaces that are available for this activity.
  • - Set the number of waiting list spaces you want available for this activity. 
  • - Set the start date and time duration for this activity. 
  • - Set whether the activity is recurring or once off.
  • - If recurring, choose the days it should be repeated on and then save!

If you can't see an instructor in the list, please ensure the staff member has been linked to the pricing on the Service Manager page.  


Step 3. Voila! Your new activity has been scheduled and ready to accept bookings. 


Schedule a new activity



Related Documents:

Business / Instructor + Adding Clients

Q:

How do I add new clients?

A:

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

Add New Clients



4. Fill in the form and then save / create new client.


Add New Clients

Business / Instructor + Adding Instructors

Q:

How do I add new instructors or staff?

A:

Step 1. Go to the My Business > Staff page and select 'Create Staff Member'.


Add new instructors or staff members



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. 


Add new instructors or staff members



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.


Add new instructors or staff members



Note that before you can assign a staff member to an activity, you will need to link them to a service by clicking on the 'Assign Services' button (next to Create Staff Member). 


Related Documents:



Business / Instructor + Adding Schedule To Website

Q:

How do I add the live schedule to my website?

A:

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.


Add the schedule to your website



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="900" frameborder="0"></iframe>


Add the schedule to your website



If you need assistance with getting the live schedule to work on your website please contact us. 

Q:

Can I modify the live schedule?

A:

Yes. You can modify the following elements of your live schedule. More customisations will be coming soon. 


1. Button Colour: Go to Settings > Links to modify the button colour.

2. Days Displayed: Add: ?days=30 to the end of your live schedule link to show 30 days, e.g. https://bookamat.co/embed/schedule/mystudio?days=30

3. Hide Filters: To hide the drop down filters (Services, Locations & Teachers) add: &filters=none

4. Hide Columns: To hide the 'Level' and 'Spaces Free' columns add: &columns-hidden=level,spaces

5. Select Tabs: To show the Browse Schedule, Browse Packs & Events & Workshops tabs add: &tab=all. To show Browse Schedule only add: &tab=browse

 

An example for showing 30 days and hiding the Free Spaces and Level columns would be: https://bookamat.co/embed/schedule/mystudio?days=30&columns-hidden=level,spaces

Business / Instructor + Assigning Passes

Q:

How do I assign client class passes?

A:

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. 

Assign client passes by date


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! 


Assign client passes by class


New passes must be activated before they can be freely used.  


Business / Instructor + Auto debit

Q:

How does auto debit for client payments work?

A:

For added convenience, clients can enable auto debit for online card payments from within their Bookamat account. When enabled, their credit / debit card will be automatically debited whenever their next payment is due. 


Auto debit for client accounts

Business / Instructor + Billing

Q:

How does billing work?

A:

Bookamat provides businesses with a powerful billing system to help track and collect payments and much more!


Client Billing System


1. New purchases automatically added as outstanding amounts due

2. 'Total Due' displayed to help you forecast upcoming months revenue and/or track unpaid amounts

3. Send invoices to all clients who have outstanding amounts due with the click of a button

4. Preview and/or send invoices for individual clients 

5. Manually record payments received from clients, e.g. via bank transfers or cash etc

6. Recurring passes automatically generated and added as outstanding payments (including weekly reservation)

7. View and track the number of minimum commitment payments made and remain for each client

8. View and track the number of recurring payments each client has made 

9. Manually activate purchases to allow the bookings to be used prior to payment confirmation

10. Write off payments

11. View each client account in detail

12. Purchases paid via online credit / debit card are automatically confirmed and moved to the received page


We also provide detailed reporting on revenue and staff income from the Reports page.

Business / Instructor + Booking Discounts

Q:

Can I use Bookamat to offer class discounts?

A:

Absolutely.


Bookamat provides businesses with exciting ways to offer discounted rates to reward clients and to help generate new bookings.

Business / Instructor + Bookings

Q:

Do clients have to pay before being able to use their bookings?

A:

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. 


Related Documents:


Q:

Can I manage and make new bookings on behalf of my clients?

A:

Absolutely! Bookamat gives businesses complete control over all their client bookings.

Business / Instructor + Business Closure & Holidays

Q:

How do I set my business closure or staff holiday dates and times?

A:

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.


Set holiday or business closure



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. 


Set holiday or business closure



Step 3. Visit your schedule and you will see the activities are now tagged as 'Closed / Holiday'. 


Set holiday or business closure


Remember to add your business closures well ahead of schedule! 


Business / Instructor + Cancelling My Account

Q:

How do I cancel my account?

A:

You can cancel your account from the My Account > Account Details page of your business account. 

Business / Instructor + Changing Instructors

Q:

How do I change the instructor for an activity?

A:

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.


Modify 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). 


Modify instructor



Related Documents:


Business / Instructor + Classpass or FitKey

Q:

Can I use Class Pass or FitKey with Bookamat?

A:

Absolutely. 

If you use a 3rd party booking service like ClassPass or FitKey etc, you can easily reserve them a space in your classes by creating one or more fictional clients such as "Class Pass 01" or "Fit Key 01". 


At any time you want to allow a full paying client to take a spot reserved for ClassPass, simply remove the ClassPass client and move the full paying client in. Easy!

Business / Instructor + Client Accounts

Q:

How do client accounts work?

A:

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. 


Client accounts


Clients can browse for a class that suits their schedule without needing to contact you.


Client accounts



They can buy a new class pass or schedule a pre-paid credit to secure a spot. 


Client accounts



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. 


Client accounts



Confirmed bookings are then displayed on the My Bookings page where they can be rescheduled, moved to credit (if enabled) or cancelled.


Client accounts


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. 

Q:

How do my clients access their bookings?

A:

Clients can access their bookings via their client account which they can register for in the following ways.


1. Invitation

If you have already loaded your clients into your business account then you can select ‘Edit’ > ‘Send Invite’ to invite individual clients. Or you can select 'Email Options' > 'Invite All Clients' to invite all your clients. Client will receive an email invitation to confirm their account with you. You will be notified whenever a new client registers with your business plus you will see their registration date on your My Business > Clients page.


Invite Clients


2. Live Schedule

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 or register. Once they book they will be asked to confirm their account and on confirmation will then be added to your clients list.


3. Find My Studio

Clients can click on the 'Find My Studio' link at the top Bookamat homepage to locate and then join your studio. Note: to be found, you must have published your business from the Settings > Booking Conditions page. 


4. Invoice

When you add a client into an activity you can send them an invoice which contains instructions on how to register their own client account at your business.


5. Registration Link

You can always send an email to your clients directing them to register with your business using your unique Bookamat business registration link found on the Settings > Links page.

Q:

Can I create my own client account?

A:

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

Q:

How can I track my client activity?

A:

Bookamat helps you track all client activity with your business including when they register, book, reschedule and cancel etc.



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. 


Tracking client attendance



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!


Tracking client attendance

Business / Instructor + Client Check In

Q:

Can clients check themselves into classes?

A:

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


Client check in

Business / Instructor + Complimentary Credits

Q:

How do complimentary credits work?

A:

Complimentary credits provide a quick way to assign clients with credits without billing the client. You can assign up to 20 complimentary (or free credits) per client at a time. Complimentary credits have the same conditions as normal bookings, e.g. they can only be used for the services you have connected. 


To assign complimentary credits to clients, go to the My Business > Credits page and select 'Assign Complimentary Credits'. 

Business / Instructor + Connected Services

Q:

What does it mean to connect services?

A:

Connecting 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 connect between locations and set up connections for one way use (e.g. Pilates to Yoga only) or two way use (e.g. Pilates to Yoga, and Yoga to Pilates). 

So when you add a new service which should share bookings with your existing services, remember to connect it to your existing services AND connect your existing services back to the new service.  


Benefits Of Connecting Services:

- Gives you greater control over bookings

- Helps fill new or less popular classes

- Gives clients more options when rescheduling

- Connect services at different locations

- Connect 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

Q:

How do I connect different services?

A:

1. Go to My Business > Service Manager > My Services

2. Select 'Options' for a service you want to connect and choose 'Connect Services'


How to connect services


3. Ensure the primary service is displayed in the drop down box and then put a check next to each other service you want to connect it with. Note the "Primary Service" is the service which the booking is for, and the "Connect To" services are the services where those bookings can also be used in. 


How to connect services


4. Save and then repeat steps 2 - 4 until your services are connected to and from each other then close the 'Connect Services' page.


Business / Instructor + Creating Pricing

Q:

How do I create new pricing?

A:

Step 1. Go to the Service Manager > My Services page and select 'Create New Pricing'.


Create new pricing align=



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.


Create new pricing align=



Step 3. That's it. Your new pricing has been created and is ready to be sold for your service. 


Create new pricing align=


Related Documents:


Business / Instructor + Credit Expiry Dates

Q:

How do I change credit expiry dates?

A:

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. 



Edit Credits


You can modify the expiration date of individual credits, or all credits linked to a client's pack. 

Business / Instructor + Different Staff Pricing

Q:

How do I create different pricing for different staff?

A:

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).


Create different staff pricing



Step 3. Repeat step 2 but this time set the new rate for the other staff members / instructors.


Create different staff pricing



Voila! You have just created two different pricing for two different staff members for the same service. 


Create different staff pricing



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.


Create different staff pricing


You can also prevent (or allow) clients from rescheduling their bookings between staff members from the Settings > Booking Conditions page.



Business / Instructor + Discount Codes

Q:

How do discount coupons work?

A:

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

Q:

How do I set up dynamic (grandparent) pricing?

A:

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'. 

 

Adding dynamic 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. 


Adding dynamic pricing



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


Adding dynamic pricing



Related Documents:

Business / Instructor + Events & Retreats

Q:

How do I create an event or retreat?

A:

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.


Create an event or workshop



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.


Create an event or workshop



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).


Create an event or workshop



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.


Create an event or workshop



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.


Create an event or workshop



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.


Create an event or workshop



Choose the payment plan for the client/s then save to add them and create an outstanding amount / invoice on the Billing page. 


Create an event or workshop



Clients can also book themselves into the event or workshop by signing into their own accounts and searching for the event.


Create an event or workshop



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.


Create an event or workshop


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

Q:

How do I create a free activity or class?

A:

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

Q:

How do I get started?

A:

Simply register your business and confirm your account and we'll send you all the information you need to get up and running. 

Q:

Is there a setup guide I can download?

A:

Yes. You can download our detailed business and client user guides after registering.

Q:

Do you offer demonstrations?

A:

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

Q:

How do I hide online pricing?

A:

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. You can also set pricing to not sell online when you create it, or by editing it. 


Hiding online pricing

Business / Instructor + Importing Data

Q:

How do I import data from another booking platform?

A:

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. 

Q:

How do I import a client list?

A:

To import a batch of contacts into Bookamat please follow these instructions.


1. Download our client import template here: https://bookamat.co/uploads/csv/client-import-template.csv
2. Open the client import template file and add your contacts using the predefined columns, then save the file as a "CSV  (Comma delimited)" format.
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.


Here is an example of how your data should look in the template for a successful import. Note you must keep the first row headings and dates must be formatted as dd/mm/yyyy.

Import A Client List


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 + Instructor Accounts

Q:

Do my instructors get separate accounts / logins?

A:

Indeed! Each staff member in your account can have their own instructor account and login. Instructor accounts can only view:


1. Upcoming activities which they are teaching
2. The confirmed bookings for each upcoming activity which they are teaching (including who has paid and who hasn't)
3. The attendance form for upcoming activities
4. Their personalised payroll report
5. Their client activity stream (shows instructors if their clients have booked, rescheduled, paid, etc)


To invite your staff to create their own instructor account go to My Business > Staff > Options > Instructor Login and follow the prompts. 


Note: If your staff member already has a client account they can use their client account login details to sign in as an instructor. 

Business / Instructor + Integrations

Q:

Can I link my Stripe payments account?

A:

Bookamat is integrated with Stripe payments for customers in 36 countries around the world. 

If you have a Stripe payments account you can connect it to Bookamat as follows.

Step 1. Go to your My Account > Stripe Integrations page
Step 2. Select 'Authorise Access..."
Step 3. Follow the prompts

Once your account has been authorised, online payments for bookings will be transferred directly into your Stripe account within 2 - 3 business days.


Bookamat deducts a 0.30 (local currency) per transaction. Please check Stripe's website for their pricing / fees. 

Q:

Can I link my Square payments account?

A:

Bookamat is currently integrated with Square payments for customers in Australia only.

If you have an Australian Square payments account you can connect it to Bookamat as follows.

Step 1. Go to your My Account > Square Integrations page
Step 2. Select 'Authorise Access..."
Step 3. Follow the prompts

Once your account has been authorised, online payments for bookings will be transferred directly into your Square account within 2 - 3 business days.


Bookamat deducts a AUD 30c per transaction. Please check Square's website for their pricing / fees. 

Business / Instructor + Invite Clients

Q:

How do I invite my clients to join me on Bookamat?

A:

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' or 'Email Options' > 'Invite All Clients;. 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. Find My Studio


Clients can click on the 'Find My Studio' link at the top of our homepage to get connected to your studio. Note: you must have published your business from the Settings > Business Conditions to be found on the Find My Studio page. 


5. 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. 


6. 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 + Invoicing

Q:

Can I download past client invoices?

A:

Sure! Past invoices can be searched for and downloaded from the Reports > Invoice Search page of your business account. 

Q:

How do I preview or send client invoices?

A:

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 ‘View 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).

Q:

Can I display my EFT details and logo on client invoices?

A:

Yes. You can display your EFT details and logo on client invoices. 

Q:

Can I display Sales Tax on my invoices?

A:

Yes. To add Sales Tax (VAT or GST etc)  to your client invoices follow these instructions:


1. Go to Settings.
2. Go to the Sales Tax tab.
3. Add the desired amount.
4. Select 'Save & Close'.


Your clients will now see the Sales Tax (VAT / GST) breakdown on their invoices and bookings. 

Q:

Can I view my clients billing history?

A:

Yes. Bookamat displays a billing history for each client. 

Business / Instructor + Linking Staff To Pricing

Q:

How do I link new staff member to services?

A:

New staff members must be linked to a service before they can be assigned to an activity in the schedule. Here is how to link them.


Step 1. Go to the My Business > Staff page and select 'Assign Services'.

Step 2. Select the staff member who is new, and assign them to the services they will teach. 

Step 3. Select 'Assign To Staff' to save.  


How to link staff to services


You can also visit the Service Manager > My Services page to see which staff are linked to which services (see example below).


How to link staff to pricing


Q:

How do I link staff to specific pricing in a service?

A:

If you want to link a staff member to a specific pricing in a service then follow these steps.

Step 1. Select the Edit button against the specific pricing you want the new staff member linked with and choose 'Modify Staff'. 


How to link staff to pricing


Step 2. Select the staff member to link to the pricing and select 'Add Pricing'.


How to link staff to pricing



Repeat steps 1 and 2 for each pricing the staff member should be linked with. Once you are done, the Staff column will show which staff are linked to which pricing.  


How to link staff to pricing



Related Documents:


Business / Instructor + Linking to Facebook

Q:

How do I link my Facebook 'Book Now' button to Bookamat?

A:

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

Q:

What are locations?

A:

A location in Bookamat 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. 

Q:

How many locations can I add?

A:

Unlike other booking systems there are no limits on the number of locations you can have in Bookamat.

Business / Instructor + Memberships

Q:

How do I create a studio or gym membership?

A:

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'.

Create membership step 1



Step 3. Complete the form using 'Membership' for the Category and the Activity types then save it.

Create membership step 2



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. 


Create membership step 3




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 'Connect Services'. 


Create membership step 4


Using the connect services form, select the services you want clients to be able to book using their membership and then save it. 

Create membership step 4



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.



Create membership step 5



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.

Create membership step 6



Business / Instructor + MindBody Online

Q:

Is Bookamat an alternative to MindBody Online?

A:

Bookamat was built for people who are discontent with, or unable to afford, MindBody Online. We offer premium scheduling software with all the essential features you need to run and grow your studio without the big price tag.


If you are looking for user-friendly, 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 + Minimum Payment Commitments

Q:

How do I create pricing with a minimum payment commitment for my clients?

A:

1. Go to My Business > Service Manager
2. Select 'Create New Pricing' 
3. Choose 'Weekly Reservation' or 'Class Pass' pricing type with recurring set to 'Yes'
4. Fill in the form and specify the minimum number of payments a client must make before they can cancel the recurring plan
5. Select 'Create New Pricing' to save and close 

Q:

How do minimum payment commitments work?

A:

Setting the minimum number of payments a clients must commit to when buying a recurring class pass or weekly reservation membership, makes the following happen: 
 

  • - Clients can't cancel their plan until the minimum number of payments have been made.
  • - If a client wants to cancel, they must contact your studio/business which can cancel or freeze the plan.
  • - Clients and the business can view how many payments a client has made / has remaining.
  • - Works on all recurring pricing plans.
  • - Works with all payment types (credit / debit card, cash and EFT etc).

Business / Instructor + Modifying Activities

Q:

How do I modify an activity (class, session or event)?

A:

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

Q:

How do I modify my pricing?

A:

Step 1. Go to the Service Manager > Price Editor page.

Step 2. Edit the desired pricing by touching or clicking in the rate field and changing the value.

Step 3. Save the changes. 


Editing pricing


Note that the new pricing will only affect new bookings.


Related Documents:

Business / Instructor + Not For Profit

Q:

Can I use Bookamat for my not for profit organisation?

A:

Sure! If you run a not-for-profit (NFP) organisation (church or charity etc) and want to use Bookamat for bookings, you may be eligible for our NFP discount.


Please contact [email protected] to find out more.

Business / Instructor + Notifications

Q:

Can Bookamat send birthday notifications to my clients?

A:

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.

Q:

What notifications will my clients receive from Bookamat?

A:

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 + Pausing Passes

Q:

How do I freeze or pause passes?

A:

You can freeze / pause client passes from the My Business > Credits page. 

1. Locate the client who's pass/pack you want to freeze
2. Select Options > View All Credits
3. Select Options > Freeze / Modify for the credit you want to freeze
4. Select the 'Freeze the credit' check box (to apply a freeze just this credit / pass) 
5. Select the check box for 'Apply to all credits in this pack?' to freeze all credits in this pass / pack
6. Select Update Credit to save


To unfreeze a pass follow steps 1 - 3 and then un-check the 'Freeze the credit check box'. Bookamat will automatically assign a new expiry date based on how long the credit was frozen for, but you can also set a custom expiry date. 

Business / Instructor + Payment Plans

Q:

What payment plans does Bookamat support for client bookings?

A:

Bookamat supports a host of flexible booking options and payment plans to suit businesses and their clients. All payment plans can be created for free or paid bookings.


  • Drop In
    - Allows clients to attend and pay for one booking only. 

  • Weekly Reservation
    - Provides clients with a regular (recurring & reserved) spot in the same activity (day and time) every week until cancelled.
    - Weekly is billed to the client each month based on either a flat rate (regardless of the number of activities), or per booking rate.
    - Flat rate 'pro-rata' is also available. 
    - Pricing can also be set for clients who attend up to 5 sessions per week.  

  • Class Passes (Packs)
    - Provides clients with a flexible booking option which is billed as a once off payment.
    - Businesses can create customised packs of bookings which, when purchased, offer clients the convenience of being able to schedule bookings as and when they can attend.
    - Unlimited passes are also supported allowing clients to book any number of activities (subject to availability) from when the deal was booked up until the end of the valid for duration.


  • Memberships
    - Create membership passes for any duration and link them to the services they should be valid for.

  • Complimentary (Free) Credits
    - Assign clients batches of complimentary credits to schedule as needed. Great for handling payments outside of Bookamat.

Business / Instructor + Payment Processing

Q:

Can I refund clients their online card payments?

A:

Where a client has requested a refund for any booking, or payment thereof,  they should contact your businesses (which the booking was made) to seek resolution.

Q:

How do online payments work?

A:

Bookamat has partnered with Stripe Payments, Square Payments and Peach Payments to enable studios around the world to accept online card payments for student bookings.


Our integrated online payment processing facility means your students can pay for their bookings using a credit or debit card from anywhere and enjoy instant booking confirmation!


Note there are additional fees for using online payment processing, see below. 

Stripe Integration (36 Countries Worldwide)


Businesses in 36 countries can link their Stripe Payments account to Bookamat and receive their client online card payments directly into their bank account in as little as 3 business days.


To link your Stripe Payments account with Bookamat go to My Account > Stripe Integrations. 

The cost for using this service is Stripe Payments + 0.30 (local currency cents) per transaction.


Square Integration (Australia)


Businesses in Australia can link their Square Payments account to Bookamat and receive their client online card payments directly into their bank account in as little as 3 business days.


To link your Square Payments account with Bookamat go to My Account > Square Integrations.

The cost for using this service is Square Fees + A0.30c per transaction.


In addition, businesses in Australia can choose not to link their own Square account and have Bookamat process their online card payments.


Online payments processed by Bookamat will be paid out to businesses, less the Square Fees + A0.30c per transaction fee, by the 10th day of each month.


To enable this service simply enable “Credit / Debit Card (Online)” from the My Business > Billing > Payment Settings page.


Peach Payments Integration (South Africa & Namibia)


Bookamat has partnered with Peach Payments to offer online card processing for businesses in South Africa and Namibia.


Online payments processed by Peach Payments and Bookamat will be paid out to businesses, less a 5% booking fee, by the 10th day of each month.


To enable this service simply enable “Credit / Debit Card (Online)” from the My Business > Billing > Payment Settings page.


Benefits Of Using Online Payments


1. Client bookings are immediately confirmed and automatically updated on the billing page meaning less work for you.

2. You will be immediately notified on every successful client payment.

3. Works in conjunction with prepaid bookings to ensure clients must pay at the time of making new bookings.

4. Allows clients to confirm their booking/s immediately giving them full control over rescheduling bookings if required.

5. Can be used in conjunction with Bookamat discount coupons.


Please note that online payment processing is optional. 

Business / Instructor + Payments

Q:

Can I accept PayPal payments for bookings?

A:

Sure. If you have a PayPal ID, e.g. https://paypal.me/... then you can enter it into the My Business > Billing > Payment Settings page of your account. 


Your clients will then see that you accept PayPal when they are booking online and on their invoices. They will also be instructed to send you proof of purchase after making a payment via PayPal to you. You can activate the bookings before payment is received or wait for payment confirmation. 


Accepting PayPal Payments

Q:

Does Bookamat work with in-store payments?

A:

Yes. Bookamat lets you choose what payments you want to accept including in-store payments. 

Q:

Can I continue to accept cash or EFT payments from clients?

A:

Yes. Bookamat allows you to receive and track EFT, cash and other payment transactions which take place between you and your clients. 

Q:

What do I do if I believe there has been a payment error?

A:

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

Q:

How do Bookamat payouts work?

A:

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. 


Payout statements



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.

Q:

When will I receive my payout?

A:

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

Q:

What are prepaid bookings?

A:

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

Q:

Can I prevent late bookings if there are too few participants in a class?

A:

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. 

Q:

Can I set my own late booking cancellation rule?

A:

Yes. You can choose how many hours before the start of an activity that your clients should be allowed to reschedule their bookings. 

Bookamat currently allows one late cancellation rule for all activities and classes. 

Business / Instructor + Promoting Activities

Q:

How does Bookamat help to promote my activities?

A:

Social media sharing has been integrated with Bookamat to make it easier to promote your activities and get more bookings.


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. 

Business / Instructor + Publishing Activities

Q:

How do I publish my schedule?

A:

We offer businesses a complimentary business directory listing where classes can be made public on our https://bookamat.co/browse page.  This is an optional service.


If you want to publish your business and classes to our directory, 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. Your activities are now published and ready to take new bookings.


Q:

How do I display my schedule on my own website?

A:

You can display a live and bookable 7-day rolling schedule on your website by embedding your live schedule link into an iframe in your website. You can find your live schedule link, and customise the colour of your live schedule, on the Settings > Links page of your business account.


The live schedule works with all site builders including Wordpress, Wix and Squarespace etc. If you need help please contact us.


Here is an example: https://bookamat.co/demo/schedule

Q:

Can I keep some activities private?

A:

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'. 

Q:

How do I turn on the 'view website' link on my listing?

A:

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

Q:

Can I use Bookamat to record client attendance?

A:

Yes. You can mark client attendance for every activity, report on client attendance and add notes to activities.


Taking client attendance


Note you can also set the default class attendance to Attended or Absent from the Settings > Booking Conditions page. 


Related Documents:

Business / Instructor + Recurring Bookings

Q:

How do recurring bookings work?

A:

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. 

Q:

How do I create recurring bookings?

A:

1. Go to the Service Manager and choose 'Add New Pricing'.
2. Select the 'Credit Packs' pricing type OR the Weekly Reservation which will recur on a calendar month basis. 


Add New Clients



3. Complete the form and save. 

4. Bookamat will automatically re-add this membership for the client whenever it expires or runs out of credits. 


Business / Instructor + Referral Bonus

Q:

Do you have a referral program?

A:

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

Q:

Who can I speak to about registration?

A:

If you would like to speak to us with regards to your registration, please contact us using the instant chat from our website or email [email protected] and we'll be in touch shortly. 

Business / Instructor + Removing bookings

Q:

How do I remove a client class pass or booking?

A:

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

Q:

What reports does Bookamat include?

A:

Bookamat currently includes the following reports. 


1. Payroll Report for calculating staff payroll and performance.

2. Billing Report for tracking purchases and sales.

3. Attendance Report for analysing client attendance.

4. Payout Report for tracking online payments processed by Bookamat.

5. Client Report for client list management.

6. Active Packs Report for tracking clients with valid active packs.

7. Weekly Reservation Report for tracking clients with valid weekly reservations.

8. Activities Report for tracking the performance of your activities. 



PLUS you also get a health metrics dashboard for monitoring key performance indicators (KPIs) month on month. These include total income, space utilisation, new registrations, popular passes and more!

Business / Instructor + Security

Q:

Is my data safe with Bookamat?

A:

Keeping your data safe and private is of utmost concern to us. We utilise a range of security, encryption and data backup techniques to ensure that your data is secure.

Business / Instructor + SMS & Email Notifications

Q:

Does Bookamat support SMS notifications?

A:

We will be adding global SMS notifications soon. 

Q:

How do I email all my clients?

A:

Step 1. Select 'Email All' from the Clients page. 
Step 2. Compose your email.
Step 3. Send yourself a test email.
Step 4. Send the email to your client list.

Clients who do not wish to receive emails from your studio will be able to unsubscribe.

Business / Instructor + Staff

Q:

Can my staff each receive their own booking notifications?

A:

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.

Q:

How many staff members can I have on Bookamat?

A:

There is no limit to the number of staff/instructors/teachers you can have on Bookamat.

Q:

Does Bookamat have separate staff logins?

A:

Yes! Each staff member (teacher or instructor) can sign in using their own instructor account allowing you to  keep your important account holder data secure.


To invite staff to create their own account go to My Business > Staff > Options > Instructor Login. 


Instructor accounts can view all classes they have been assigned to teach, plus record class attendance for those classes.

Business / Instructor + Staff Notifications

Q:

How do I enable booking/rescheduling notifications for my staff / teachers?

A:

Step 1. Go to the My Business > Staff page and select Options > Edit Staff Member


Edit staff notifications


Step 2. Toggle the notifications setting to yes and save.


Edit staff notifications


Staff members will now receive email notifications about the activities they are linked to including new bookings, reschedule and cancellations. 


Business / Instructor + Streaming Classes

Q:

Can I stream classes on Bookamat?

A:

Bookamat allows you to take bookings and payments for classes streamed on platforms like Zoom etc. Simply enter the streaming link into the Broadcast Link (Schedule > Options > Broadcast Link) field to share it with your students.


This works with free streaming services including Zoom, YouTube, Google Meet, Skype Conference Call and many others.


In addition, you can add broadcast notes to let participants (paid or all) know about what equipment to bring etc. Plus if you have a recurring streaming URL you can also have it recurring in Bookamat!


Broadcast Classes

Q:

How to add streaming classes along side studio classes?

A:

Here's how to continue to offering your students in-person studio classes, while also offering bookings via an online streaming link. 


1. Add A Location Called "Online Streaming"

Go to My Business > Service Manager > Locations and add a new location called "Online Classes" or "Online Streaming".


2. Add A New Service

Go to My Business > Service Manager > My Services and add a new Service called "Yoga Online Classes" or "Pilates Online Mat Classes" for example.  Include in the service description information about the service being an online streamed class and that the streaming link will be provided to students on booking confirmation. 


3. Create A New Pricing

Go to My Business > Service Manager > My Services and add a new Pricing option for your online service called "1 Online Pass" for example.  Your new service and pricing should look similar to this example.


How to add online streaming classes to Bookamat


4. Add A New Activity 

Go to My Business > Schedule and select Schedule New Activity. Fill in the form for the new online service assigning up to a maximum of 200 class spaces and scheduling the online class at the same time as your normal studio class so they overlap. Note to allow overlapping / concurrent activities to be taught by the same teacher, go to Settings > Booking Conditions and allow overlapping activities. 


5. Add A Broadcast Link 

Go to My Business > Schedule > Options > Broadcast Link and paste in the unique live streaming (or pre-recorded video) link, e.g. from YouTube, Zoom, Google Meet, Skype Conference etc, for each class. 


Student Bookings For Online Classes


Students can browse your classes like they normally would and filter by online or studio classes.


How to add online streaming classes to Bookamat


When confirming a booking to an online class students will see the service description you added.


How to add online streaming classes to Bookamat


Students will receive the link when they confirm their booking via their Bookamat account and in their email booking confirmation.


How to add online streaming classes to Bookamat

Business / Instructor + Subscriptions

Q:

How does the paid subscription work?

A:

1. Register your business to get a complimentary 14 day free trial period. 


2. After 14 days, your free trial will continue so long as you maintain 10 or less active clients booked into classes in any given month.


3. Your paid subscription billing period will commence from when you exceeded 10 active clients for a period of one month, e.g. 5th Jan to 5th Feb.


4. The total monthly subscription amount due will be based on your number of active clients for that month. We provide a cost calculator on our pricing page and on the My Account > My Subscription page.


5. Your subscription can be paid using a credit or debit card from the My Account > My Subscription page. You will have 5 days to pay for your subscription before we will restrict account access.


6. You can download your current and past invoices from the My Account > My Subscription page.


If you are having trouble paying your subscription please contact us. 

Q:

How does the unlimited free trial work?

A:

When you register a new Bookamat business account you'll enjoy our unlimited free trial. As long as you sign into your account once a month, and you have 10 or less active clients, then your free trial will continue indefinitely. Plus there are no obligations to continue and you can cancel at any time.


Your paid subscription will only commence once you have added 11 or more active clients into classes. 

Q:

How do I cancel my subscription?

A:

You may cancel your Bookamat subscription at any time by contacting us.


Following any cancellation by you, you can continue to use Bookamat until the end of your current subscription. 


Online payments collected by us via our Square or Peach payments processing facilities which are due to you will be paid into your nominated bank account by the tenth (10th) business day of the following month.

Q:

What if I don't pay my subscription on time?

A:

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.

Q:

Can I pause my subscription?

A:

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

Q:

What support does Bookamat provide?

A:

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 + Switching to Bookamat

Q:

How do I switch to Bookamat?

A:

Switching to Bookamat from another booking system doesn't have to be a daunting task. We've helped many studios make the change. Here are our basic rules to help to make a smooth transition.


Export data as CSV or Excel from your old booking system:

1. Your client data including client name, email address, phone number, date of birth and notes.  

2. A report on the number of visits remaining for each client / student. 


Preparation:

1. Register your business on Bookamat and set up your services and pricing (My Business > Service Manager). 

2. Import your client data (My Business > Clients > Import Clients).

3. Set a launch date, e.g. the first day of a new month, from when you'll start using Bookamat.

4. Cancel the subscription with your old booking system.

5. Let your clients know that you will be switching to Bookamat.

6. Assign clients who have visits remaining from the old system with carry-over credits in Bookamat (My Business > Credits > Assign Complimentary Credits). 

7. Invite clients to join you on Bookamat (My Business > Clients > Email Options > Invite All Clients).


Business / Instructor + Video On Demand

Q:

Can I create a video library using Bookamat?

A:

While it is possible to provide paid link access to video libraries or pre-recorded content using Bookamat, we do not currently provide tools to create video libraries. 


There are many amazing services for creating video libraries. Here are a few options which you might find useful:

Vimeo On Demand: https://vimeo.com/ondemand/startselling

Woocommerce for Wordpress: https://woocommerce.com/

Wix Video: https://www.wix.com/app-market/wix-video/features

Business / Instructor + Waiting Lists

Q:

Does Bookamat support waiting lists?

A:

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. 


Related Documents:


Q:

How does the waiting list work?

A:

If you have added waiting list spaces to your activities/classes, then when that activity becomes fully booked your clients (or you) will be able to schedule their credits into the waiting list.


If a space opens up in the class, any clients on the waiting list will be notified via email about the opportunity to join the class. The first client to accept the space will have their credit moved into the class while the others will stay on the waiting list for the next opportunity.


If no spaces open up for that class then any client on the waiting list will be automatically re-credited their booking which they can reschedule from the following day.


To see who is on a waiting list you can view the Manage Participants or Attendance Form pages from your Schedule.


Please note that it is not possible for clients to join the waiting list without a credit. Some systems allow non-paid members to join waiting lists but we give preference to your paid members. 

Business / Instructor + Waiver Forms

Q:

Can I send clients my waiver or pre-attendance forms?

A:

Bookamat lets you upload and send client pre-registration documents such as waiver or health assessment forms to:


• Your entire client list

• Individual clients in your list

• New clients (when they register online)


You can also record when you receive a signed waiver for each client. 

Business / Instructor + Weekly Reservation

Q:

How does the weekly reservation work?

A:

Our amazing weekly reservation pricing has been designed to save you and your clients time. It's the perfect solution when reservations are essential!


Why is it amazing?

  1. 1. Bookamat secures the client into the same class spot each week until cancelled (set and forget)

  2. 2. Clients pay per calendar month (e.g. at the beginning of each month, else risk losing their reservation)

  3. 3. Clients pay based on how many classes are in the month, or a based on fixed monthly rate (you choose)

  4. 4. Set optional reduced rates for clients who reserve 2 - 5 classes per week (e.g. $10 per class for 1 class per week, $9 per class for 2 classes per week etc.)


Plus you can also set up:

  • • Auto-reminders for clients on weekly reservations to pay for their upcoming classes at the end of each month

  • • Auto-removal of any unpaid weekly reservations on the 1st of each month

  • • Auto-notifications for clients whose weekly reservation are removed due to non-payment



Got a query about how to set up weekly reservation pricing for your business? Drop us an email so we can help!

Q:

How do I set up weekly reservation pricing?

A:

1. Go to My Business > Service Manager and select 'Create New Pricing'.


2. Ensure the correct Service is selected and select 'Weekly Reservation' for the Pricing Type

Adding Weekly Reservation Pricing


3. Add a 'Pricing Name' e.g. Weekly Reservation

4. 'Billing Cycle' is fixed to calendar month which means clients are billed per calendar month 

5. 'Recurring' is also fixed to yes since this is a recurring pricing plan

6. Choose how long the credits given to clients on the Weekly Reservation pricing should be 'Valid For'. E.g. if a client can't attend one of their classes, then you might like to allow them up to reschedule it into another class up to 2 months into the future.

7. The 'Rate' is the amount a client will be changed for attending the same class each week. You can also choose whether the client should have to pay this rate as a fixed monthly rate (flat rate) or on a per booking basis.

8. The 'Multi Weekly' section lets you set a different rate for clients who attend 2, 3, 4 or 5 classes per week on the weekly reservation. For example:

          • $50 per class for 1 class per week (base rate)

          • $47.50 per class for 2 classes per week (a $5 client saving per week for attending 2 classes per week)

          • $45 per class for 3 classes per week (a $15 client saving per week for attending 3 classes per week)

9. If you your require to clients make a minimum number of payments before they can cancel this plan, enter this number in the 'Commitment' field

10. Select which staff members should be authorised to offer this rate to clients (e.g. select all staff if anyone can offer this rate.)

11. Select "Create New Pricing"

Q:

How do I add clients using weekly reservation pricing?

A:

1. Create a weekly reservation pricing


2. Go to My Business > Schedule 

3. Select Options > Add Participant for the class which you want to start the clients weekly reservation booking

4. Locate the client (scroll or name search) then select the round check box in the attending column against their name

5. A list of your pricing will appear including your weekly reservation


Adding Weekly Reservation Attendance

6. Select the Weekly Reservation option and then 'Add Participant'

7. The client is now reserved in this same class every week.

8. Go to the My Business > Billing > Outstanding page to check the amounts owing, upcoming months etc 


Business / Instructor + Why choose us?

Q:

10 reasons to choose Bookamat

A:

1. Bookamat launched in 2016 and is now trusted by a global 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 are the only booking system to offer pricing based on active clients to save you money 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 don't expose your clients to your competitors promotions. 

9.  We reward our loyal customers.

10. We offer a referral program which you can benefit from.


Business / Instructor + Client / Student + Mobile Apps

Q:

Is there a mobile app that I can download?

A:

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 'Install App' or 'Add to Home Screen'.


Mobile app


If you selected 'Ignore' or declined the invitation to install the app we won't ask you again for 14 days. If you should want to install the app before we ask again, you will need to clear/reset your browser cache and then visit https://bookamat.co again. 

Client / Student + About

Q:

How does it work for students?

A:

Looking to join a new class or activity? Want to pay or reschedule your bookings online?

Bookamat is the easiest and fastest way to join an new activity or manage your own bookings. Simply create an account with us and 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 ask them to send you an invitation. Otherwise go to https://bookamat.co/register/client to locate your studio and join them today. 

Client / Student + Activated Bookings

Q:

What does it mean if my bookings are activated?

A:

The "activated" label next to your bookings means that the business hosting your classes has allowed you to access and reschedule your credits prior to receiving your payment.


You can check any amounts owing on the basket page of your Bookamat account.  

Client / Student + Basket

Q:

How does the basket work?

A:

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.


Please note that not all businesses using Bookamat allow online card payments. If card payments are not available as a payment option, please follow the instructions for alternative payment options and wait for your bookings to be confirmed. 

Client / Student + Bookings

Q:

How do I make a booking?

A:

Option 1:

Contact the business where you want to make a booking and ask them to send you an invite to join their account.

Option 2: 
Visit https://bookamat.co/ and select 'Find My Studio' then follow the prompts.

Option 3:
Visit the website of the business where you want to join a class and make a new booking using their book now page. 


Option 4:
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

Please note:
- 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.


For further queries about bookings please contact: [email protected]

Q:

What are casual bookings?

A:

Casual 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. 

Q:

What are weekly reservation bookings?

A:

Weekly reservation bookings are for when you want to commit to attending the same activity (day and time) every week indefinitely. Payment is due on a calendar month basis and amounts may vary depending on whether the business charges a flat monthly rate or a per booking rate.

Q:

What are credit pack bookings?

A:

Credit packs (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.

Q:

What are unlimited bookings?

A:

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. 

Q:

How to recurring bookings work?

A:

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. 

Q:

How much does it cost to make bookings through Bookamat?

A:

Bookings processed by Bookamat should cost the same as booking directly through the business offering the activities. However each business on Bookamat is able to set their own rates at their own discretion. You will be shown the rates during the booking process. 

Q:

What if I don't turn up for my activity or session?

A:

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.

Q:

Can I book for my friends and family?

A:

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.  

Q:

How do I make bookings on behalf of my child or dependent?

A:

Please make the booking using your own account and then advise the business who it is that will be attending the activity on your behalf. Alternatively, create an account in your child/dependent's name and use this to manage their activities.

Q:

What if I miss my activities due to extended leave, illness or injury?

A:

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.

Q:

What if I want to stop attending my activity?

A:

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.

Q:

I deleted a booking by accident, can I get it back?

A:

If you believe you have made an honest mistake, please contact the business/studio where the booking was made to enquire about options.

Q:

What are flexi-use bookings?

A:

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. 

Q:

Having trouble booking an activity?

A:

Bookamat only lists the activities each business makes available. If you are having trouble finding an available activity to join, please contact the business directly for assistance.


For technical assistance please contact us.

Client / Student + Cancellations

Q:

What happens if my activity is cancelled?

A:

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

Q:

How do I use my discount code?

A:

Go to your basket page and select "Credit / Debit Card (Online)". You will then be able to enter your discount code in.

Client / Student + Email Addresses

Q:

How do I change my email address?

A:

You can ask the business where you attend classes/bookings to change your email address for you. 

Client / Student + Forgot Password

Q:

Help! I've forgotten my password.

A:

To reset your password, sign in as a client then select the 'Forgot Password' button and follow the prompts. 

Client / Student + Notifications

Q:

Can I receive reminders about upcoming activities?

A:

Yes. To receive notifications for upcoming activities and expiring credit bookings, sign into your account and go to My Account > Notifications.

Client / Student + Online Classes

Q:

How do bookings for online classes work?

A:

Many businesses are now offering classes on Bookamat via online streaming. Bookings for online classes work in much the same way as bookings for in-person classes:


1. Browse for the session you want to join
2. Choose a pricing option to add to your basket
3. Make payment 


After payment has been confirmed, you will be sent an email containing the online class link. Note that you may be required to install 3rd party streaming software to be able to join the online class depending on the streaming service the business or studio is using. 


Your online class link will also be displayed on your Bookamat My Bookings page as per the example below. If you do not see the link it usually means the business or studio has not yet uploaded the link for that class or session yet. 

We will also send you the link to your online classes 1 hour before the scheduled start time of the session.  


How to add online streaming classes to Bookamat

Client / Student + Online Payments

Q:

How do online card payments work?

A:

Bookamat has partnered with Stripe Payments, Square Payments and Peach Payments to enable you to pay for bookings safely and securely online. No credit card details are stored on Bookamat 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

Q:

Why won’t Bookamat accept my card payment?

A:

If you are having problems processing a payment using your credit or debit card, please firstly check that:

- There are sufficient funds on your card.
- You are entering the CVV number correctly.
- You haven't exceeded your daily card spend limit.
- Your card has been enabled for online purchases by your bank.
- Your card is either a VISA or Mastercard debit or credit card.


If you are still unable to process payment, please try to remove your card and re-add it. 

Lastly 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 + Payments

Q:

What payment methods does Bookamat accept?

A:

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. 

Q:

Can I pay using cash or EFT?

A:

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.

Q:

What happens to overdue payments?

A:

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.

Client / Student + Refunds

Q:

Who do I contact about refunds?

A:

If you believe you are entitled to a refund please contact the business through which the classes in question were booked. 

Client / Student + Registration

Q:

Is it free for clients to register?

A:

Yes.

Q:

How do I register as a client / student?

A:

If the studio or business you want to join is publicly listed, you can go to the top of this page and select 'Find My Studio' then follow the prompts.

If the studio or business you want to join has chosen to not be publicly listed, please contact them directly ask them to send you an email invitation.


Q:

Can I register with more than one business?

A:

Yes. Bookamat lets you join any number of businesses and manage all your bookings from the one account.

Client / Student + Rescheduling

Q:

How do I change my recurring reservation for another day / time?

A:

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. 

Q:

Why can't I reschedule my booking?

A:

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

Q:

How do waiting lists work?

A:

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. 

Install Bookamat App?

Tap then 'Add to Home Screen'