# Organising group classes, packs and credits

Configure group activities, plan one-off and recurring sessions, manage participants and understand payment in Réservéo.

Language : en
Updated : 2026-09-15
Source : https://app.staging.bookelio.app/docs/en/group-scheduling

## 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.

## Preparing a group course

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 and click **Add**.
4. 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.

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.

## Choosing the Réservéo theme

Under **Group classes → Course catalogue**, **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.

## 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.

## 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.