Session participants

The participant list in the Edit a session dialog manages the clients attached to a session: adding them, holding places, taking payment, messaging them, recording no-shows, and cancelling their bookings. Only sessions have a participant list: a one-to-one appointment has a single client, chosen in the appointment form (see Scheduler).

A booked place, a named participant, a completed declaration and a physical arrival are different facts. A purchaser can hold several places before the other people register. The group QR code collects registrations; it does not record arrival at the venue. Use your agreed arrival process alongside this list.

Who can do what

Action	When	Right needed
Add participant, change places, Hold places, Cancel selected	Active session that has not started	Configuration & settings: Manage
Mark no-show	Once the session has started	Configuration & settings: Manage
Take payment	Active session, before or after the start, with the Payments module on	Configuration & settings: Manage, Clients: Manage or the Billing contact role
Message clients	Any time	Configuration & settings: Manage, Clients: Manage or the Billing contact role. The button shows for everyone, but sending without one of these rights fails and signs you out — see Message clients.

Participant actions take effect without the dialog's save button, and closing the dialog does not undo them. What each right allows is listed in What each right opens.

Reading the list

Each row is one booking:

• An organiser and their group. Someone who booked several places shows that number under Slots. People who registered through their group link are listed indented beneath them. The organiser's number counts their own place plus the places nobody has registered for yet, and goes down by one for each person who registers.
• Pending completion in the name column is a place that is held but not booked yet — a hold you made with Hold places, or a customer still in checkout. The Expires column shows when it lapses (a countdown during its last hour). When a customer in checkout goes to the payment page, the Expires time moves on: the place stays held while the payment is open, for at most 40 minutes, and becomes a booking when the payment is captured. A lapsed hold leaves the list and frees its places.
• Waitlisted clients are listed at the end. When a place frees up, go flow offers it to the first in line automatically; while that client decides, their row shows the status Waitlist pending acceptance with an expiry. Whether a session takes a waitlist is set on its session resource (Waitlist enabled, see Resource details); the Scheduler's Waitlisted only filter lists the sessions that have a queue.
• Cancelled participants and participants marked as no-show leave the list.

The Status column shows an icon; point at it to read the status. Double-click a row to open the full client record — see Client details.

Choose the columns

Click Columns (the column icon at the right end of the header row) to choose what the list shows:

• Slots and Name are always shown.
• Your client fields — for example a level, an emergency contact, a company or a declaration. Required client fields are always shown.
• Payment, Status, Expires and Created are shown unless you untick them.
• Created by, Changed and Changed by show who booked and who last changed each participant.

The choice is yours alone: it is kept in this browser on this device and applies to the participant list of every session; colleagues choose their own. Until you choose, the list shows email, mobile and your process steps (such as a liability waiver); consents such as marketing are one click away.

Declarations at a glance

A consent or process-step column shows a green tick when the client has given it, a red cross when they refused, and an empty circle when there is no answer yet. The value comes from the client's record, so it shows their latest answer.

Adding a participant

1. Click Add participant (the person-plus icon). The Select client list opens; clients already in the session are not offered.
2. Search for the client and click them. If more than one place is free, set the number of places in Slots and click Add (the tick); with a single free place, clicking the client adds them at once.

The participant is added immediately. They receive the booking confirmation email when the session resource sends Confirmation emails, and reminders follow the resource's settings — the dialog has no per-booking email options. A place you add has not been paid for: with payments on, it shows Unpaid until you take payment or waive it.

Someone who is not a client yet must be created first under Clients, or you hold places for their email address with Hold places (below).

The number inside the Slots chip is editable: type a new number to change how many places the participant takes, up to the session's remaining capacity. The change is saved immediately.

Group registration by QR code

A participant who holds more than one place gets a QR icon next to their name while the session is active and has not started. Clicking it opens a QR code and link that the rest of their group can use to register themselves for the session: show the code on a screen to scan, or copy the link and send it. The organiser also finds the link on their profile on the booking site (Invite others).

Each person who opens the link signs in with their email address and a one-time code, answers your checkout questions and takes one of the organiser's places. On a tablet you pass from guest to guest, the booking site stays signed in as the last person: before you hand it on, open the profile on the booking site, tap the log-out icon next to the name and confirm Log out. Otherwise the next guest sees the previous guest's email address and answers, or "You are already registered for this session." Completed group members are listed indented beneath the participant who booked the places. When all places are taken, the icon disappears.

Who is still missing

• In a group: the organiser's Slots number minus one is the number of places nobody has registered for yet. To remind them, tick the organiser, click Message clients and include the link.
• In a Private session shared by its direct link: there is no organiser row; compare the list with the guest list you agreed. The free places are the capacity minus the places taken, shown at the top of the dialog.
• Declarations: look for empty circles or red crosses in the declaration columns. go flow has no marker for an answer that needs checking: double-click the row to open the client record and correct an ordinary field there (needs Clients: Manage); consent and process fields are read-only there, because only the client can give or change them on the booking site.

For setting up a whole group or company class, see Run a group or corporate class.

Messaging participants

Select one or more participants and click Message clients to compose an email to them — see Message clients.

Holding places for a client

To keep places free for someone who has not booked yet, click Hold places (the bookmark icon; shown while at least one place is free and the session has not started). Choose the client and the number of places, then how long to hold them — for a number of hours, or until a date and time (your organisation's time zone) before the session starts. With Email the client the link to book ticked, the client receives an email with a button that books the held places; the dialog also shows the link so you can send it any other way. The held places count as taken until the client books or the hold ends; after that they are released automatically. A held place shows in the list as reserved, with the time the hold ends. The client needs to sign in with their email address to book it, and only that client can.

For someone who is not a client yet, type their email address into Search a client or enter an email address and choose Hold for … ("not yet a client: added as invited"). go flow creates a client with the status Invited for that address — listed with your clients — and holds the places for them; when they book, the client becomes active (see Invited clients). If the address already belongs to a client, that client is used.

How long: Hold for offers 1, 3, 6, 12, 24, 48 and 72 hours (only lengths that end before the session starts), Until 1 hour before the start, or Until a date and time. After confirming with the tick, the dialog shows whether the email went out and the Link to book, with a copy button. The email is sent only when the client has an email address and your Place held for you email template is available; otherwise share the link yourself.

Limits: the client books the held places through the normal checkout and pays there, so a hold works only in a session that client could book online right now. In a Hidden or Private session, a Not bookable one, one whose open date is still ahead, or a Restricted one the client is not eligible for, the link cannot be completed — use Add participant or a group link instead.

Taking payment

With the Payments module on, the Payment column shows each participant's state: Paid (with the method, for example "Paid · Cash"), Unpaid or Waived. For an unpaid participant, click Take payment on their row, check the amount and the method, and confirm; the payment is recorded with a receipt, which is emailed to the client with a confirmation. Waive marks the place as free of charge instead.

To settle several people at once — a queue at the desk — select them and click Take payment in the toolbar. Each is charged their own places at the session price, shown with the total; anyone who needs a different amount is settled on their own row. Only active participants who have not paid are included.

A client who chose to pay at the desk at checkout shows Unpaid · at the desk, with the amount checkout priced pre-filled. The methods offered are Cash, Card at desk and Twint.

Use Waive, not an amount of 0. Confirming a payment of 0 marks the place Paid without any order; for a client who chose to pay at the desk, their unpaid order also stays open — see Unpaid desk orders. Do not take payment on a Pending completion row: it is a hold or a checkout still in progress, and the client pays when they book. To check orders and payments afterwards, see Review orders and payments.

Group members: people who registered through an organiser's link show Unpaid even when the organiser paid for all places — their place is covered by the organiser's booking. Check the organiser's row before taking money from a member. When an organiser pays for the whole group at the desk, take the payment on the organiser's row and check the amount: it is pre-filled as the organiser's current places times the slot price, and that number goes down as members register.

Marking no-shows

Select participants and click Mark no-show to record that they did not attend. The button is only available once the session has started, and marking cannot be undone. In this list there is no confirmation step: the marked participants are recorded at once and leave the list. If the session resource sends the No-show email, they receive it. In the Scheduler's Agenda view, Mark no-show asks for confirmation first.

Arrivals: what go flow records

go flow has no check-in: it does not record that someone arrived, and there is no door scan or kiosk. To prepare and run arrivals, use what the list does record:

• Who is booked — this list, or the Scheduler's Agenda view with its Fields and Print buttons for a list on paper (see Scheduler).
• Who has paid — the Payment column and Take payment.
• Who has given the required declarations — the declaration columns.
• Who did not come — Mark no-show after the start. Everyone you do not mark stays recorded as booked.

Cancelling participants

Select participants and click Cancel selected:

• One participant opens the per-client cancel dialog, where you settle any refund and may give an optional Reason. Only that participant's booking is cancelled — see Cancel one participant.
• Several participants opens the bulk cancel dialog — be aware that confirming it cancels the entire session: every participant still attached is cancelled, including any you did not select, held places and waitlisted clients, and the session dialog closes — see Cancel the whole session.

To cancel a few people but not the session, cancel them one at a time. There is no action that moves a participant to another session — see Move a client to another session. If a whole session is affected by illness, weather or a room problem, see Handle a disruption.