Run a group or corporate class

A company books a class for its team, a school brings a class, a birthday party takes over a session: one organiser, several participants, one dated session. This guide shows how to set that up in go flow, how the participants register, how you collect payment, and what to check before the day.

Before you start

• The session date exists and is active. The class needs a session resource and its calendar (see Schedule appointments and generate sessions). Generate the date, or drag the session chip onto the calendar for a one-off, and activate it — Planned sessions cannot be opened or booked (see Scheduler).
• A booking page offers the session resource. The links participants open are pages of your booking site (see Set up online booking).
• Your questions are set up. Each participant answers the checkout fields of the session and the booking page — for example company, emergency contact or a health declaration (see Configure checkout fields).
• Right: Configuration & settings: Manage. Saving the session's visibility and capacity (set-ups A and B) also needs Organisation: Manage or Manage on the calendar's resource — see What each right opens.
• Nobody else is booked in it. go flow has no separate purchase of a whole session: a group takes a session by having all its places. Setting Private does not remove places that customers have already booked, so check the booked/capacity figure first and use a session nobody has booked.
• Payments: to take money online or at the desk, the Payments module and a Slot price on the session resource.

Choose how the group books

	A. Organiser holds the places	B. Everyone registers on a private link	C. Organiser books and pays online
Visibility	Private	Private	Public, or Restricted with the organiser eligible
Public calendar shows	A locked Private card at that time	A locked Private card at that time	The session (or a Members only card)
Who books	You add the organiser with all places	Each person, through the session's direct link	The organiser, in one checkout
How the others join	The organiser's group link	The session's direct link	The organiser's group link
Payment	At the desk on the organiser's row, or outside go flow	Each person at the desk	Online by the organiser

Choose A for most company and private groups: one booking for the organiser, participants tied to it, and nothing about the class visible to the public. Choose B when there is no organiser and each person is their own client. Choose C when the organiser should pay online by card or Twint; the class is then visible in your public calendar.

A. Organiser holds the places

1. Open the session in the Scheduler. Set Visibility to Private, set Slot capacity to the size of the group, and save.
2. Open it again and click Add participant. Choose the organiser (create them under Clients first if needed), set Slots to the whole group's size and click Add. The organiser receives the booking confirmation if the session resource sends Confirmation emails.
3. Click the QR icon next to the organiser's name. A QR code opens with the group link written underneath. Copy the link and send it to the organiser — for example with Message clients — or show the code for scanning. The organiser can also share it from their booking on the booking site.
4. Each participant opens the link, signs in with their email address and a one-time code, answers your questions and takes one of the organiser's places. They appear indented under the organiser.

The organiser counts as one of the places themselves: with 12 places, the organiser plus 11 others can register.

B. Everyone registers on a private link

1. Open the session, set Visibility to Private, set Slot capacity to the number of people, and save.
2. Open it again and click QR code at the top. For a Private session this shows the session's direct link. Copy it and pass it to the group, or show the code for scanning.
3. Each person opens the link, signs in with their email address and a one-time code, answers your questions and is booked into one place. Online this registration is free of charge.

Anyone with the link can register while places are free, so share it only with the group.

C. Organiser books and pays online

1. Make sure the session is bookable for the organiser now: Public, or Restricted with the organiser in an eligible group, with Bookable now or an open date that has passed.
2. To keep the places for the organiser, click Hold places, choose the organiser — or type their email address if they are not a client yet — hold all places the group needs, and choose how long. Tick Email the client the link to book. While the hold lasts, other customers see the session as full if the hold takes every free place.
3. The organiser opens the link, signs in, and books and pays for all places in one checkout. Their booking then holds the places, and their profile on the booking site offers the link for the others.
4. Participants register through the organiser's link as in A, step 4. You can show the same link from the QR icon next to the organiser's name.

A hold cannot be completed in a Private session, so C always uses a session customers can book.

Test the link before you send it

Open the link in a private browser window. You should see the session's date and time and the number of open places. Sign in with a test client whose email address you can read: you should be asked your checkout questions. If you run several booking pages, the link opens one of them — make sure that page offers this session. Cancel the test registration afterwards from the participant list.

Organiser and participant records

• The organiser's row is the booking. In C it carries the online payment; in A you record the payment there. Its Slots number counts the organiser's own place plus the places nobody has registered for yet.
• Each participant who registers gets their own row and their own client record, with their own answers and declarations, and receives a confirmation of their registration. If the session resource sends the Group member joined email, the organiser is told when someone joins.
• Someone you held places for by email address is created as an Invited client and becomes active when they book.

Collect payment

• C — paid online. The organiser's row shows Paid. Participants who registered through the link show Unpaid, but their places are covered by the organiser's booking: do not take payment from them.
• A — organiser pays at the desk. Use Take payment on the organiser's row. The amount is pre-filled as the organiser's current places times the slot price, and that number drops as participants register — check it and enter the group's total before you confirm.
• B — each person pays. Registration through the direct link is free online, so everyone shows Unpaid. Settle them at the desk with Take payment, one by one or several at once.
• Free of charge — use Waive instead, never an amount of 0.

go flow does not issue invoices to companies and has no "on account" payment method. If a company pays by invoice outside go flow, agree internally how you record it. See Session participants for the payment options.

Before the day

Open the session and check:

1. Places — the booked/capacity figure. In a group, the organiser's Slots number minus one is how many people have not registered yet.
2. Missing people — send the link again: tick the organiser and click Message clients.
3. Declarations — empty circles or red crosses in the declaration columns (choose them with Columns).
4. Payment — the organiser's row (A, C) or each person (B).
5. Holds — the Expires column. A hold that lapses releases all its places.
6. Visibility — still Private for A and B; the direct link stops working if the session is no longer Private.
7. A list for the door — the Scheduler's Agenda view, with Fields and Print.

On the day

go flow has no check-in or door scan. Use the participant list: take outstanding payments with Take payment, and once the session has started, mark anyone who did not come with Mark no-show — this cannot be undone. See Session participants.

When something does not work

• The link says the session cannot be found — the session is cancelled, or (direct link) no longer Private, or (group link) the organiser's booking was cancelled. On a Restricted session, a group link opens only for people signed in as members of an eligible group.
• "All slots have been filled." — no open places are left. Raise the organiser's Slots number or the session's Slot capacity.
• A participant cannot register — the session has started.
• The organiser cannot complete the held places — the hold has expired, or the session is not bookable online for them (Hidden, Private, Not bookable, not open yet, or Restricted to groups they are not in). Use set-up A.
• The QR icon is missing next to the organiser — the session has started, or every place is taken.