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.

The menu has a dedicated Group classes section with Calendar, Course catalogue and Packs and credits links. 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.

In Bookelio, the same Calendar, Catalogue, Packs and credits, Locations and Settings tabs appear to the right of the title in this configuration. On narrow screens they wrap below the title. The catalogue shows duration, capacity, price excluding VAT and assigned instructors/rooms. Search for a course, instructor or location and use All, Active or Inactive to find a course. Ready to schedule counts active courses with at least one assigned instructor and room.

The Settings page groups its controls into three tabs: Bookings for prior approval, Payments for payment methods and pack sales, and Réservéo for appearance and custom domains. Switching tabs preserves unsaved input. Location management remains available only from the Locations tab in the group-class header.

When prior approval is on, a customer signed in to Réservéo whose account is not yet approved sees a Demander l’accès (request access) button on the chosen session, without a contact form. Members who can approve access receive the Réservéo access request notification in Bookelio and by e-mail (push can be enabled in Notification preferences), at most once a day per customer. It opens the customer record, where you allow their bookings.

The Filters button in the compact toolbar above the calendar reveals course, instructor and text filters. Closing this panel preserves active filters; their count remains visible on the button. Show cancelled sessions lets you read their cancellation reason without offering new enrolments. Clearing filters preserves the selected date and view.

Preparing a group course

In group-course configuration, open the Locations tab. This page reuses the existing management screen: create or edit a location, then use its Rooms button, which displays the room count, to organise them. Locations and rooms are shared with standard bookings. Location read permission grants access to this page; create, update and delete permissions remain separate. This entry is added to course configuration without adding an item to the left sidebar.

The room manager identifies the location and shows each room’s cleaning time after standard bookings. Edit opens its details; Delete asks for confirmation naming the room. If saving or deletion fails, your changes or confirmation stay available for a retry. Secondary location icons retain explicit tooltips.

In collective-course configuration, location-level instructor assignments, weekly opening hours and unavailability controls are hidden. They remain available in general Settings → Locations; each course’s own instructor assignments remain available in its form.

First create places and rooms in Settings → Places. The Group classes module gives access to this area with the appropriate place permissions; the Bookings module is not required.

1. Open Group classes → Course catalogue, then click New course.
2. Enter the course name, description and duration.
3. Set its price excluding VAT and its VAT policy.
4. Select the permitted instructors and rooms.
5. Enter the default capacity, waiting-list setting and optional calorie estimate.
6. Activate the course when it is ready to be offered.
7. Save, then open the calendar to create its sessions.

This catalogue is independent of standard booking services: creating or editing a course never creates or changes a service. You can prepare a course without assignments, but it must be active and linked to the selected room and instructor before scheduling a session. Deactivating a course hides it in Réservéo without deleting existing sessions, registrations or payments.

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 uses the same month, week and day views as standard bookings. The arrows load the chosen period, without an eight-week limit; the today button returns to the current date. Select a day to see its details, then a session to access participants, editing or cancellation. New session prefills the selected date: check the time before confirming. Navigating the calendar never creates a session.

Scheduling a weekly recurrence

The New recurrence button is directly accessible above the calendar, next to New session, and at the top of Course catalogue. Both entry points open the same form. The Weekly recurrences panel below the calendar remains available to view and stop existing series.

1. Click New recurrence, without needing to expand the series panel.
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 the recurrence

In Weekly recurrences, click Edit next to the series:

1. Adjust the day, time, time zone, instructor, room, duration, capacity, waiting list or end date. The course and first date stay unchanged.
2. Choose To the rule only (default) to keep existing sessions unchanged, Future sessions not manually edited to preserve individual exceptions, or All future sessions to also apply the rule to manually edited sessions.
3. Save and check the number of updated sessions. The calendar and list refresh automatically.

All future sessions overwrites manual adjustments to time, instructor, room, duration, capacity and waiting list. The other two choices preserve these exceptions. Past or cancelled sessions, registrations and payments are always retained. Increased capacity can promote waitlisted customers without charging them. A room/instructor conflict, insufficient capacity or a concurrent edit blocks the entire change. An upcoming session cannot be moved into the past or outside the series dates, even if it was manually moved from an earlier week.

This action creates or cancels no sessions. An earlier end date does not remove existing sessions; cancel them separately if necessary.

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. Click a session in the calendar: Participants appear directly in its details, without opening a second window.
2. Check the number of occupied places and the number of people waiting.
3. Select a customer, then choose the Settlement:
   • Free enrollment: no amount or credit is requested;
   • Use 1 credit: one valid credit of the customer is debited (their balance is shown; the option is greyed out when they have none);
   • Send a payment request by e-mail: a request at the session's VAT-inclusive price is created and the customer receives a link to pay online (Mollie or Stripe). Their place stays reserved: the request has no automatic deadline.
4. Click Add and check the result: Confirmed or Waitlisted.

Sessions in a series display a recurrence icon in month, week and day views, even after individual edits. Their details offer Edit recurrence to open the linked series form with the same scope choices. An inactive series is identified and cannot be edited. Available actions depend on your permissions.

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.

The chosen settlement is recorded together with the place. Insufficient credit, a customer without e-mail address, no payment provider or a free course refuse the addition without recording anything. Sending a payment request requires the right to create payment requests. On the waiting list only the method is kept: the credit is debited or the request created when the person is promoted, from their Réservéo account. A payment request is not a payment: the participant shows Payment due until fully paid.

Freeing a place

Use Cancel enrollment, enter the reason and confirm. If the enrollment was settled with a credit or paid, the window also offers a Compensation (see below). 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.

Choosing the Réservéo theme

Under Group classes → Settings → Réservéo, Réservéo appearance offers Coral, Ocean, Forest, Plum, Gold, Midnight, Charcoal and Black & Gold. Coral is the default theme. Gold combines ivory and gold; Midnight, Charcoal and Black & Gold are dark, including forms and session cards. The choice is independent of your browser’s light/dark mode.

Select a preview, then click Apply theme to save the active organisation’s choice. Nothing changes until you apply it. Group-class update permission is required; read-only access lets you view the current theme.

The theme covers the schedule, sign-in, account, packs and booking pages, including the organisation’s subdomain. Reload Réservéo to see the change; the schedule may remain cached for one minute. Bookings, payments and email themes are unchanged.

Fuchsia is a light theme with its own layout, called Clinique: a sidebar on desktop and a floating bottom bar on mobile, with glass-style cards and dedicated typography. The other eight themes keep the current schedule layout unchanged.

With Fuchsia, the organisation's root page becomes a home screen instead of the schedule: a greeting, the next session with a countdown, and for signed-in customers their sessions booked this month and their upcoming sessions; visitors instead see the next public session, upcoming sessions with available places, and a sign-in button. The schedule itself moves to /{organisation}/planning, with week, day, list and month views, activity and place filters, and a side panel for each session — prices are not shown there; booking still happens on the session page. Booking links and session pages are unchanged.

On the Fuchsia home screen and schedule, available places refresh automatically every 60 seconds (paused while the browser tab is in the background), with a label showing when places were last refreshed. If a full session gets a place again between two refreshes, a notification appears. A short introduction opens the first time a customer visits the Fuchsia home screen and can be reopened at any time with the ? button.

Fuchsia does not include QR check-in, real-time push notifications (availability only refreshes periodically), session prices in the planning side panel, or the new schedule views for the other eight themes.

Using your own domain

Under Group classes → Settings → Réservéo, Réservéo custom domain lets you associate a domain with the active organisation. Fictional example: booking.example-studio.be opens the same portal as example-studio.reserveo.be. The existing Réservéo address remains available. Each organisation can have at most one verified custom domain; the same domain cannot belong to two organisations.

You need access to the domain’s DNS settings and group-class update permission. Read-only access lets you view the settings. Your administrator must also add the domain to Réservéo hosting with an HTTPS certificate; DNS verification does not perform this step.

1. Enter the domain alone, without https:// or a path, then click Prepare domain.
2. With your DNS provider, create the domain’s CNAME pointing to the exact target shown in Bookelio.
3. Add the TXT record at _reserveo.<domain> with the full reserveo-verification=<displayed token> value provided by Bookelio. Copy the name and value without changing them.
4. Once both records have propagated, click Verify domain. Verification requires the exact TXT value and a CNAME to the displayed target; if it fails, correct the records or wait for propagation before trying again.
5. Have the hosting registration and HTTPS certificate confirmed, then open the link to test it before sharing it with customers.

Preparing a replacement keeps the currently verified domain active until the new verification succeeds. Remove domain immediately removes both the active and pending domains; customers can continue using the existing Réservéo address. If someone has changed the settings elsewhere, your entry is preserved and you must Reload settings before continuing; discarding a changed entry requires confirmation.

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 course's VAT-inclusive price, calculated from its own price and VAT policy. 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.

The public schedule shows a week on large screens and a selected day on mobile, with filters for activity, location and available places. The account and credits/packs screens are full pages using the same layout as the schedule, without a modal. After confirming an online payment, the customer is redirected straight to the payment provider. Pending payments can be resumed from the relevant registration or pack; on return, the status refreshes automatically for a short time. A browser return alone never confirms payment or adds credits.

Group-class emails and invoices

New registrations trigger a confirmation or waitlist notice. Promotion, a time/room/instructor change or cancellation triggers a follow-up email. Payment notices distinguish an outstanding amount, full payment received and a credit used. A paid pack purchase confirms the credits granted. These emails are in French and use the organisation's appearance; a customer email address and a working email service are required. Delivery runs in the background and retries on failure.

In Settings > Invoicing, enable Group classes and packs to invoice future full payments in euros. The option is disabled by default and independent of training and classic bookings. On-site payment must first be recorded as received in payments. Free sessions and sessions paid with credits are not invoiced again: the pack is invoiced at purchase. No historical-payment backfill is started. Billing details and email/storage services must be complete; documents remain available in the usual invoicing area.

Choosing email notifications when moving or cancelling sessions

In Bookelio's edit and cancellation dialogs, Notify participants by email is checked by default. Clear it to make that move or cancellation without an email notice. Your choice is preserved if saving fails and returns to checked the next time you open the dialog.

To move several sessions, edit the recurrence and select the appropriate future scope, including exceptions if you wish to update them. All moves from that action are combined into one email per recipient address, containing only sessions relevant to that address. The same applies when deactivating a series and cancelling its future sessions. Rule-only or capacity-only edits do not send schedule-change notices. Waiting-list promotion confirmations and payment receipts remain independent.

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

When cancelling one enrollment, or a whole session, Bookelio offers a Compensation for each affected participant. A credit is the default choice.

• Enrollment settled with a credit: Give back the used credit or No compensation (a late cancellation, for example). The credit returns to its original grant when still valid, without extending its validity; if the grant has expired or been revoked, a new non-expiring credit is added.
• Enrollment paid in euros: Grant a credit (a non-expiring credit instead of a refund), Refund … (Mollie or Stripe payment, remaining refundable amount) or No compensation. Granting a credit requires the right to manage credits; refunding requires the right to refund payments. Without them, the option is not offered.

When cancelling a session, only participants with a used credit or a payment to compensate are listed, each with their own choice. The refund is requested from the provider after the cancellation: a failure does not undo the cancellation; it is reported and can be retried from the payment request page. An on-site or external payment is refunded from that same page if you do not choose a credit. An unpaid payment request is simply closed. An ongoing payment blocks 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.