Organising group classes, packs and credits

When should you use group classes?

The Group classes module manages sessions at set times for which several customers can register individually. Each session has an activity, an instructor, a room, a duration, a capacity and optionally a waiting list.

Use this module for a weekly workshop with twelve places, for example. A standard booking instead protects a time slot for a service; a training course has its own tracking of dates and certificates. These three workflows are not interchangeable.

In the menu, open Planning → Group classes. Packs are available under Planning → Packs and credits. Your organisation must have the module and your account must have the necessary permissions. The public Réservéo portal is a separate area, when configured for your organisation.

Preparing a group activity

1. First prepare the service, rooms and members who can deliver the activity.
2. Open Group classes and find the activity to configure.
3. Click Configure.
4. Enable its availability for group classes.
5. Enter the default capacity and choose whether to allow a waiting list.
6. Complete optional information, such as estimated calories if relevant to your use.
7. Save, then open the calendar.

An existing activity is not necessarily enabled for group classes. The activity must also be linked to the selected room and instructor; a room merely existing in the organisation is not enough.

Creating a one-off session

1. In the calendar, click New session.
2. Select the activity, instructor and room.
3. Enter the date, time and duration in minutes.
4. Check the capacity and waiting list settings offered for this session.
5. Create the session and check its position in the calendar.

Bookelio checks for conflicts with other group classes and existing bookings for the room or member. A conflict may therefore come from an individual appointment that is not visible in the group class view alone.

The calendar page shows the next eight weeks. The absence of a session beyond this window does not automatically mean it has been deleted.

Scheduling a weekly recurrence

The Weekly recurrences section lets you create a series:

1. Click New recurrence.
2. Choose the activity, instructor and room.
3. Set the day, first date, local time and time zone.
4. Enter the duration and capacity settings.
5. Provide an end date if the series is limited.
6. Create the recurrence and read the generation result.
7. Check the number of sessions created and any conflicts skipped.

Creation generates twelve weeks by default, subject to the end date. A recurrence without an end date does not mean that every future session already exists indefinitely. Regularly check how far ahead sessions have actually been scheduled.

The time zone matters for maintaining a consistent local time, particularly when the clocks change. For an 18:00 class, enter the intended local time and matching time zone rather than manually shifting each session.

Editing a single occurrence

Open the relevant session for editing to change its settings. A session created from a recurrence can therefore be adjusted individually; this does not rewrite the entire series.

You cannot reduce capacity below the number of participants already confirmed. An increase that leaves places available may move customers forward from the waiting list. Check the participants after changing capacity.

Stopping a recurrence

The Deactivate recurrence action offers a separate option: Also cancel already generated future sessions.

Without that option, you deactivate the recurrence but keep sessions that have already been created. With the option, the affected future sessions and their registrations are cancelled. Review your choice: stopping a repetition rule and cancelling existing commitments have different consequences.

Adding and tracking participants

1. Open Participants on a session.
2. Check the number of occupied places and the number of people waiting.
3. Select a customer and click Add.
4. Check the result: Confirmed or Waitlisted.

If a place is available, the customer is confirmed. If the session is full and the waiting list is enabled, they join that list. Without a waiting list, a full session refuses a new registration. The same customer should not be added twice to the same session.

Administrative addition handles the customer's placement. It does not automatically start the paid Réservéo journey: do not assume that adding a participant in this dialogue has used a credit or collected their fee.

Freeing a place

Use Cancel enrollment, enter the reason and confirm. When a confirmed place becomes available, the first customer on the waiting list may be promoted, according to waiting-list order.

Example: a ten-place session shows ten confirmed participants and two people waiting. Cancelling one confirmed participant may move the first person waiting into the confirmed list. If payment is required in Réservéo, this promotion does not automatically charge the customer: they must finalise payment in their account.

Configuring Réservéo payment

The Réservéo booking payments card lets you enable payment for new registrations and choose the permitted methods:

• Credits: one credit per session, subject to a valid balance.
• Online payment in euros: payment through the provider configured for the organisation.
• Payment in euros on site: an amount due that the team must collect and reconcile.

The price in euros uses the activity's VAT-inclusive price. If payment is not enabled, the journey retains its previous free operation. Changing this setting does not retrospectively charge older registrations.

The waiting list does not trigger a debit or charge. A confirmed registration may still show Payment due: place confirmation and payment are separate statuses. Do not mark a payment as received simply because the person appears among the participants.

The Réservéo customer journey relies on signing in through an email link and explicit confirmation. Public self-service cancellation is not currently a journey you can promise; your team handles cancellation requests from the dashboard.

Creating packs and granting credits

In Packs and credits:

1. Create a pack with a name, a quantity of credits and, if needed, a validity period.
2. Enter its price when you need it.
3. For online sales in Réservéo, explicitly enable that option on the pack and check the price excluding VAT and the VAT policy.
4. Select a customer in the credits section.
5. View their available balance and allocated grants.
6. For an administrative allocation, use Grant credits with a pack or a custom grant and a useful internal note.
7. Check the movement history after the operation.

An administrative grant is not proof that a pack has been paid for. For an online purchase, credits are granted after full payment has been confirmed; their validity starts at allocation. Deactivating a pack prevents its future use as an active offering but does not remove credits already granted.

Cancellations and financial consequences

Administratively cancelling a registration paid with credits returns the credit to the original grant without extending its validity. If that grant has expired, a returned credit is therefore not necessarily available for a new session.

Refunds in euros are not automatically carried out by this cancellation. They require a separate financial action. An ongoing payment can block cancellation: check its status before trying again.

Pack purchases affect credits that have already been granted. Do not initiate a generic refund assuming that credits will automatically be taken back: have the record and the appropriate procedure checked.

Quick troubleshooting

The activity is not offered

Check that it is enabled for group classes and associated with the room and instructor. Also check the account's permissions.

The customer has credits but cannot use them

Check the organisation, the grants' validity dates, the available balance and whether credit payment is allowed. Do not confuse the number historically granted with the number still usable.

Sessions are missing from a series

Check the generation horizon, end date and conflicts reported at creation. A count of skipped conflicts means that some occurrences were not created; check the resources before adding them manually.