In this article, we’ll walk you through the workflow of an Instant Book in SchoolsBuddy. Below, we explain the key terminology and actions you will encounter when using the Instant Book Module. This guide is essential for anyone new to setting up events or activities.
Key Terminology:
Container: Think of the Container as the master folder, such as Term 1 After-School Clubs, Term 2 School Trips, or Wraparound Care. It stores the high-level rules — for example, the signup window (when booking opens/closes), cancellation rules, and the overall start and end dates of the programme.
Group: This is the “what” and “who” level of the setup. A Group represents the specific activity you are offering, such as Cool Coding – Year 5, Trip to the Space Museum (Year 3 & 4), or Term 1 Breakfast Club. This is where you set details like the teacher, location, and which students are eligible to join.
Event : An Event is the actual session of the activity — the individual occurrence with its own date, time, location, price, and place limit.
Publish: The step where you confirm all events and make them visible and bookable for parents/students.
The Flow of an Instant Book Signup:
There are steps in an Instant Book signup:
1. Set up a Container
Define the container name and descriptions
Set the date range for the program
Set the signup open/close dates
Terms and conditions
2. Create the Groups
Create the groups for event/activity
Define who is eligible to sign up
Select the lead teacher for the group
3. Create Events
Create the event sessions
Select the booking type (Individual Booking or Block Booking)
Define the specific date/time/price/place limit for each event
4. Publish Events
Finalise and communicate the outcome:
Create the event sessions
Confirm all events and make them visible and bookable
Manual booking for pre-bookings (if any)
Begin receiving payments (if applicable)
⚠️ Note: After publishing, you can still make changes, but some details—such as the day of the week and event times—cannot be updated in bulk.
5. Bookings Open
Parents and students make bookings for the events/activities
6. Manage Bookings
Handle billing and payments:
Delete bookings for students/parents when needed
Handle refunds based on school policy
⚠️ Note: Parents/Students are able to cancel bookings themselves if it's individual bookings, but they can't cancel block bookings
Now that you know the full flow, you're ready to begin.
👉 See this article for the first step - Instant Book - Creating a Container