Bookings

A “booking” in EduBook is one student enrolling in one group. Most of your daily admin time touches the bookings UI — this chapter covers every path a booking can take from creation to cancellation.

The four booking paths

Path	Who triggers it	Approval
Manual	Admin / staff in-app	Auto-approved
Booking code	Parent on public form, with a code	Auto-approved
Public form	Parent on public form, no code	Goes to request queue
Request queue	Admin reviews → approve / reject	Manual decision

Manual bookings are the fastest (4 clicks: New → student → group → save) and best for centers where the admin handles all enrollments in person. Booking codes are best for pre-paid spots and campaigns. The public form + request queue handles inbound demand from people who found you online.

Booking statuses

Every booking is in one of these states:

• Pending — request submitted, waiting for admin review.
• Approved — admin (or auto-approve) accepted, student is enrolled.
• Rejected — admin declined (with optional note).
• Cancelled — was approved, then cancelled. Counts in cancellation reports.

Filter the bookings list by status to find what you need.

Manual booking

Bookings → New booking:

1. Pick the student — search by name or ID. If they’re new, click “Create new student” inline (faster than going to the Students page first).
2. Pick the group — filtered to active groups in the active semester.
3. Optional: payment status, notes.
4. Save.

The booking lands as approved and the student is enrolled immediately.

Booking codes

A code parents can paste on the public form to skip the request queue and auto-approve.

Creating a single code

Booking Codes → New code:

• Group — which group the code unlocks.
• Max uses — usually 1 for a single-spot pre-pay; higher for campaign codes.
• Expiry date (optional) — auto-disable after this date.

The code is shown once (e.g. EBK-AB12CD). Copy and share with the parent.

Creating codes in bulk

Booking Codes → Bulk create — pick group, quantity, expiry. Get a CSV of all codes you can mail-merge or print.

When parents redeem

On the public form’s last step, parents paste the code. EduBook validates it (right group, not expired, uses left), auto-approves the booking, and decrements the code’s remaining uses.

The public form path

When a parent submits the public booking form WITHOUT a code, the booking lands in your Booking Requests queue with status pending. From there:

• Approve — student is enrolled. Confirmation email sent.
• Reject — request declined. Optional note explains why (e.g. “Group full”); shown in the rejection email.

The queue is the operational page admins check first thing every morning. Pending requests also surface on the dashboard.

Cancellations

Admin-side cancel

Open the booking → Cancel. Optional refund flag, optional note. The cancellation:

• Sets status to cancelled.
• Removes the student from the group’s roster going forward.
• Sends a cancellation email to the parent.

Parent-side cancel (24-hour window)

Every booking confirmation email includes a tokenised cancel link valid for 24 hours after the booking was approved. Parents clicking it see the booking summary and a confirm button.

After 24 hours, the link still loads but tells the parent to contact the center directly — last-minute cancellations are a center decision, not an automated tool.

See Public Pages for more on the public cancel flow.

Common questions

A parent says they paid but the booking is still pending. Payment and approval are separate. Public-form bookings always land as pending (unless a booking code was used) — even if payment was captured. Approve manually from the queue.

Can I undo a cancel? There’s no undo button. If you cancelled by mistake, create a fresh booking for the same student + group — the cancelled row stays as audit history.

A student is already enrolled and I’m trying to add them again. EduBook prevents duplicate enrollments per group. To move them to a different group, use Transfer on the student profile (see Students) instead of canceling and re-creating.