An Instant Book sign-up follows six stages: set up a container, create the groups, create the events, publish, open bookings, then manage bookings. Start with Instant Book: Creating a Container.
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Instant Book: the creation flow for an Instant Book sign-up
For staff new to setting up events or activities with the Instant Book module.
Key terms
| Term | What it means |
|---|---|
| Container | The master folder, for example Term 1 After-School Clubs, Term 2 School Trips or Wraparound Care. It holds the high-level rules: the sign-up window (when booking opens and closes), cancellation rules and the overall start and end dates of the programme. |
| Group | The "what" and "who": the specific activity you offer, for example Cool Coding (Year 5), Trip to the Space Museum (Year 3 & 4) or Term 1 Breakfast Club. You set the teacher, location and which students are eligible here. |
| Event | An actual session of the activity, 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 and students. |
The six stages
1. Set up a container
Define the container name and descriptions.
Set the date range for the programme.
Set the sign-up open and close dates.
Add terms and conditions.
2. Create the groups
Create the groups for the event or 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.
Set the date, time, price and place limit for each event.
4. Publish events
Confirm all events and make them visible and bookable.
Make manual bookings for any pre-bookings.
Begin receiving payments, if applicable.
You can still make changes after publishing, but some details, such as the day of the week and event times, cannot be updated in bulk.
5. Bookings open
Parents and students book the events or activities.
6. Manage bookings
Delete bookings for students or parents when needed.
Handle refunds based on your school's policy.
Parents and students can cancel individual bookings themselves. They cannot cancel block bookings.
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