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 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.

 

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 and then save!


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


Schedule a new activity

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 'Add New Staff'.


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 pricing from the Service Manager. 


Related Documents:



Business / Instructor + Adding Schedule To Website

Q:

How do I add the 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="100%" frameborder="0"></iframe>


Add the schedule to your website

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 + 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! 


Related Documents:

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

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. 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.


3. Thirdly, if you added a client into an activity you can send them an invoice which contains instructions on how to register their own client account.

4. Fourthly, 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 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. 


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 + 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 Bookings

Q:

Does Bookamat support credit bookings?

A:

Yes. Credit bookings are a great way for businesses to reward customer loyalty and/or an easy way to add bookings that were paid for outside of Bookamat. 

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 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 + General

Q:

Can I upload my new client forms/documents for new clients to fill in?

A:

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 fill in your form/documents and either submit or return them to you via email before attending their first activity.

Q:

I teach in multiple locations, will Bookamat work for me?

A:

Yes. Bookamat can be used to create multiple locations/venues/studios from the same business account. 

Q:

Can I add text descriptions to my services?

A:

Yes. You can add text descriptions, notes or special booking conditions to any service which will be displayed to clients during the booking process. 

Q:

I own multiple businesses, will Bookamat work for me?

A:

Yes. You can manage multiple studio locations and/or rooms or spaces from the one business account.

Q:

Can I run concurrent activities?

A:

Yes. Bookamat supports multiple locations which allow you to run 2 or more activities at the same time.  

Q:

Can I use Bookamat on a mobile phone or tablet?

A:

Yes. Bookamat has been designed for use on desktop, tablet and mobile devices. Simply visit bookamat.co and Bookamat will adjust itself to your device. 

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.


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/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

Q:

How does invoicing work?

A:

On the 20th day of each month Bookamat will automatically generate new client invoices for all weekly (recurring) bookings for the upcoming month. Any unpaid/overdue bookings will also be added to each client invoice in red.  This gives businesses 8 - 11 days to review and make any necessary adjustments to bookings prior to manually sending out invoices at the beginning of the upcoming month, and assists with demanding payment in advance. 


Bookamat invoicing is also optional. For example, some businesses prefer their clients to prepay for bookings using our online card payment feature which removes the need for invoices all together.  To discuss your invoicing requirements in more detail please contact us.

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 ‘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).

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 VAT / GST on my invoices?

A:

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.

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 to pricing?

A:

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. 


How to link staff to pricing



Step 2. Select the Edit button against the pricing you want the new staff member linked with and choose 'Link Staff'. 


How to link staff to pricing



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. 


How to link staff to pricing



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. 


How to link staff to pricing



How to link staff to pricing



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. 


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 is a space where an activity is held. 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:

There are no limits on the number of locations you can have.

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 'Paired Services'. 


Create membership step 4


Using the paired 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 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

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 '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 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 + 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 + Paired Services

Q:

What are paired services?

A:

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

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. 


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

  • Weekly (set and forget)
    - 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 for clients who attend two or three sessions per week can also be set from the 'Multi Weekly' tab.  

  • Pack (class pass)
    - 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 pack 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.

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

Business / Instructor + Payment Processing

Q:

How do online payments work?

A:

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 will transfer online card payments into your nominated bank account by the 10th 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 

  • Bookamat Australia: 2.2% + $0.30c per transaction
  • Bookamat South Africa & Namibia: 5% per transaction

Business / Instructor + 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. By default Bookamat applies 24 hours meaning that clients can reschedule bookings up until 24 hours before the start of their activity, after which they can only be deleted by the client. 

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.


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

Q:

How do I publish my schedule?

A:

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.

Q:

How do I display my schedule on my own website?

A:

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.

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 + 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:

How do I register my clients so they can manage their own bookings?

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'. 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. 

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 + Reports

Q:

What reports does Bookamat include?

A:

Bookamat currently includes four 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.

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:

I added a new staff member but why I can't add them to an activity?

A:

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

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 + Subscriptions

Q:

How does the 14 day free trial work?

A:

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. 

Q:

What happens after my trial?

A:

If you wish to continue using Bookamat after your trial period, 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. 

Q:

How do I cancel my subscription?

A:

You may cancel your Bookamat subscription at any time. 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.

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. For further details, please view our Terms & Conditions. 

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 + 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:


Business / Instructor + Why choose us?

Q:

Why choose Bookamat?

A:

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.


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