Bookings

The Bookings page is your live view of everything booked on your facilities — who's on which court and when, what they've paid and what they still owe, plus the tools to hold time for maintenance or coaching, record money taken at the venue, and cancel bookings when plans change. You'll find it under Facilities & programs → Bookings; the bookings themselves are made by members and visitors at /book on your club site.

Who can use this

Facility booking is a Pro plan feature. Club administrators always have access; moderators need the Manage facilities permission (facilities.manage), granted on Roles & positions. On the public /book page, signed-in members book at the member rate, casual visitors pay the casual rate, and guests can book without an account by leaving a name and email. Whether a paid booking is settled by card at the time of booking or at the venue is set per resource on the Facilities page.

What's on the page

• Four tiles: bookings this week, paid this week, upcoming bookings, and Owed at the venue — the total of every confirmed venue-settled booking you haven't recorded a payment for yet. The owed tile isn't limited to this week: money owed doesn't expire. If your resources are priced in more than one currency, the money tiles show a figure for each currency side by side rather than adding them together.
• Upcoming and past bookings: a searchable, filterable list — by venue, resource, date, status and whether the booker says they've paid — showing who booked and their booking reference, the slots taken, how many horses, players or lanes they booked, any comment they left, what was paid or is owed, and a Rider says paid badge on any booking whose booker has told you the money is on its way.
• Admin blocks: hold time on a resource for maintenance or coaching. Blocks ignore the public opening hours, so you can reserve a court before dawn if you need to. On a shared resource you can hold some of the places or all of them.
• Closures are managed on the Facilities page, not here — a closure hides its slots from the public grid, and any booking already sitting inside a closed window stays in this list so you can contact and cancel it.
• Refund flags: bookings marked paid but released — refund required, where a payment landed after its slot hold had already been released.
• Download CSV: exports whatever the list is currently showing, filters included, with the booking reference, the units, comment, amount owed and payment method in the columns.

Step by step

Find a booking

1. Search by the booker's name or email, the resource, a word from their comment ("who mentioned a farrier?"), or the booking reference copied off a bank statement line.
2. Narrow by venue, resource, date or Status — Any, Confirmed, Pending payment, Cancelled, Refund required, Refunded, or Owed at the venue for everything still to be collected.
3. Rider says paid is a filter of its own beside Status, not a choice inside it — a booking can be owed at the venue and claimed, and one shouldn't hide the other. Switch it from All bookings to Claimed and you have the shortlist to check your bank statement against.
4. Rows on a shared resource carry a small "2 of 4" badge in the When column, so two riders booked into the same hour read as two places on one arena, not a double booking.

Record a payment taken at the venue

1. Find the booking — the Amount column reads Owed at the venue, and the Owed at the venue filter lists them all.
2. Look at the row before you record anything. If it shows Card payment started, a warning sits above the button: the booker is part-way through paying by card from the pay page, and when that payment lands it will overwrite the amount you record here. Check with them first — the money may already be on its way.
3. Choose Mark paid. The Record a payment window opens with the amount pre-filled to what's owed; change it if you took a different amount.
4. Pick the method — Cash, Card at the venue, Bank transfer or Other — and add a reference if you have one (a receipt number, the description on a transfer). This one is your own note about the money and stays with the payment in your ledger; it isn't the booking reference the booker was shown, which never changes.
5. Tick Email the booker a receipt if they'd like one, then save. The booking reads Paid, the Owed at the venue tile drops by that amount, the payment appears in your Member payments ledger and the finance reports dated to the day you recorded it, and the audit log records who marked it paid.

Add an admin block

1. Choose the resource, date and time range, and give it a label ("Court maintenance", "Junior coaching").
2. On a shared resource, set Places to hold — leave it blank to take every place, or enter a number to leave the rest open for bookings.
3. Save — the time disappears from the public grid immediately (or its remaining places drop). Blocks aren't limited to public opening hours or the advance-booking window.

Cancel a booking

1. Find the booking in the list and cancel it. The slots (or the places) return to the public grid straight away.
2. If it was paid by card, issue the refund from your payment provider's dashboard — refunds reconcile back automatically, so the booking's payment status updates on its own. If it was paid at the venue, refund it the same way you took the money; nothing needs recording here. A cancelled venue booking that was never paid owes nothing, and the cancellation email says so. Members can also self-cancel their own upcoming bookings from /book.

Handle a "paid but released" flag

This is the rare case where someone's card payment completed after their slot hold had timed out and been released — so the money arrived but the slots may have been taken by someone else. The booking is flagged so no one is silently charged for a court they don't have.

1. Check whether the slots are still free — if they are, the booking stands and you can simply clear the flag.
2. If someone else took the time, refund the payment from your payment provider's dashboard. The refund reconciles automatically and the flag clears.

Export the list

1. Set the filters and search so the list shows what you want — this week's bookings on one arena, or everything owed at the venue.
2. Choose Download CSV. The file carries the rows on screen, with columns for the resource, when, who, the booking reference, units, comment, amount, what's owed and the payment method.

No-shows

A booking that was confirmed and has already started can be marked No-show from the bookings table, and undone again with They did turn up. No-show is its own status chip and its own filter, so you can see at a glance who is holding slots they do not use.

Two things it deliberately does not do: it charges no fee, and it does not give the member their booking allowance back. A cancellation does return the allowance — the slot went back on sale — but a no-show held the slot all the way through, so it still counts against a fair-use quota.

Field reference

• Status — the pill on the row: Confirmed, Pending payment, Cancelled, Refunded, Paid — refund required (the paid-but-released case above), and Owed on a confirmed venue booking with money still to collect. The owed pill reads just "Owed" to keep the row short — hover it for the full "Owed at the venue", which the Amount cell beside it spells out in any case. Two chips can sit under the pill: Card payment started, meaning the booker has opened the card checkout from the pay page and hasn't finished — a card payment is in flight, so don't take cash for it without asking them first — and Rider says paid, their own word that the money is on its way (its own entry below). Admin blocks and closures appear in their own styles so they're never mistaken for member bookings.
• Booked by — the member's account, or the guest's name and email for account-free bookings, with the booking reference beside it. A comment the booker left shows underneath in grey; hover for the full text.
• Booking reference — a short code (the first eight characters of the booking's own id, in capitals) that names one booking everywhere a person and your treasurer both need to point at it: on the pay page behind a QR poster, in Your bookings on /book, in the confirmation email, in the Booked by cell here, and as its own column in the CSV. The search box matches it, so a transfer described "3F9A1C0B" on your bank statement finds its booking in one paste. It's a label, not a login — it opens nothing and unlocks nothing — and it's a different thing from the reference you type on Mark paid, which is your own record of the money.
• Rider says paid — a badge on a booking whose booker pressed "I've paid — let the club know" on the pay page, showing the method they said they used and when they said it. It's their word, not money: the amount owed doesn't move, no payment is recorded, and nothing in your reports counts it. Confirm it the ordinary way with Mark paid once the money is really in — that leaves the badge in place, so the row still shows they spoke up. The filter of the same name is the whole point of it: instead of reading a month of bank transactions, you check the three bookings that say they've paid.
• Horses / Players / Lanes — how many of the resource's unit the booking took. The column only appears when a booking on the page took more than one, and it's headed with the resource's own plural.
• When — the date and slots taken. On a shared resource, a "2 of 4" badge shows how many places this booking holds out of the total.
• Amount — the booking's price and where it stands: Free (nothing to pay), Paid (the full amount is in), Owed at the venue (confirmed, to be collected and marked paid), Unpaid (an online payment that hasn't landed), Part paid (a recorded amount short of the price) or Refunded. A venue-settled booking that someone paid by card from the QR pay page reads Paid like any other, naming the provider it went through, with its own row in your Member payments ledger.
• Actions — cancel, and on a venue-settled booking that's still owed, Mark paid.

Tips & FAQ

• Can two people book the same slot at once? On a resource booked one at a time, no — clashes are rejected at the database level, so even two simultaneous checkouts can't double-book a court; the loser sees the slot as taken and picks another. On a shared resource, two people in the same hour is the whole idea — each booking takes some of the places, and only the booking that would overfill it is refused ("Someone took the last places while you were choosing — there are 2 left now").

• Why can't I refund from this page? A card payment is refunded through your payment provider's dashboard, where the money actually is — ClubHelix watches for the refund and reconciles the booking automatically. A payment taken at the venue is refunded the same way it was taken: hand back the cash, reverse the EFTPOS transaction, or make a transfer. Never try to refund a venue payment through the provider dashboard; it was never there.

• A venue booking isn't showing in my revenue report. It won't until you mark it paid. Money owed at the venue appears in the reports only once you've recorded it, dated to the day you did — which is what keeps "Booked value" and "Collected" honest on the Booking revenue report.

• Do guests get a confirmation? Yes — guest bookings email a confirmation to the address they entered, and cancellations do the same. For a venue-settled booking the confirmation names the amount owed, repeats your payment instructions and carries the booking reference, and the same details sit on the booker's own bookings list on /book. The email also links straight to the pay page, so someone who booked on a laptop can still reach their booking from the phone in their hand.

• Does a card payment from the QR poster cost us anything? Yes — it's an ordinary online payment and it's meant to be. It runs through your connected provider onto your own account, writes a row in your Member payments ledger, and carries your provider's card fee plus the ClubHelix platform fee, exactly as a booking paid by card at the time of booking does. Money you record yourself with Mark paid never goes near a provider, so it carries neither.

• Why is there no card button on a part-paid booking? Because you've already recorded money against it, and a card payment would replace that figure rather than add to it. Once any amount is in, the pay page stops offering to charge a card and shows your club's own payment details and the booking reference instead. Take the rest however you took the first part, and record it with Mark paid.

• Blocking a whole day every week? For a standing hold (e.g. Tuesday night training), an admin block per week works, but consider whether the resource's opening hours should simply exclude that window instead.

• Does a no-show give the member their booking allowance back? No. A cancellation does, because the slot went back on sale; a no-show held it all the way through. Neither one charges a fee.