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The bookings hub: search, capacity and notes

The office's central screen: find any booking, read a session's true occupancy, and keep internal notes.

Tempo → Bookings is where the office lives. Every booking on the site is here, searchable and filterable, with the actions hanging off each row.

Your site may use different words. Tempo lets you rename class, student and teacher under Settings → Branding & vocabulary; these docs use the defaults.

Finding things

Filters combine, and cover more or less any question a colleague can shout across the office:

Person: free-text search across student, parent and purchaser.
Term, class, teacher, location: teacher and location respect per-session overrides, so a covered class files under its cover teacher.
Package type and booking status, including Transferred, and Hold (active) / Hold (expired) rows so you can watch live checkout holds.
Order number and order status, with Paid / Awaiting-payment presets standing in for "payment status".
Expected absence and attendance (present / marked absent / unmarked).

Rows carry flags (absence, attendance, note count) and actions: View / notes, Transfer, Record refund (administrators only) and the order link. Add booking sits next to the page title. A Clear-filters button appears whenever any filter is applied, and paging keeps your filters.

Tip

The two questions this screen answers daily: "who owes us money?" (order status: Awaiting payment) and "who's cancelled this week?" (booking status + term). Both are one filter each.

Today first, history on request

The list opens on bookings whose session hasn't finished yet, next date first, because that's the working day's view. The Show past bookings chip (at the right end of the status chips) flips to finished-session bookings, most recent first, each carrying an Archived badge beside its status. Archived is worked out from the session's end time; nothing is stored or changed on the booking, so reports and the standard CSV export still cover all dates. Setting an explicit From/To range searches everything regardless of the chip, and exporting from the past view exports just those rows.

One more way in: clicking View in Bookings on the calendar's session panel lands here scoped to exactly that session's bookings, past or not, with a note saying so and a link back to the full list.

The capacity view

Each session's edit screen shows the full six-figure occupancy breakdown: capacity / confirmed / pending payment / checkout holds / blocked / available, and the Sessions list shows the same inline. This is the truthful version of "how full is Saturday?": pending payments and live checkout holds count, blocked spaces count, so "available" means genuinely bookable this second.

Blocked spaces (places held back from sale for trials or walk-ins) are set on the session form and respected by every capacity check, including online booking.

Internal notes

Append-only notes, with author and timestamp, are available on booking detail (including the student's history), session and class edit screens, the Credit page, orders and in bulk. Members never see them, in My Account or in any email.

Warning

Notes are for operational memory ("dad will collect early on the 14th"). Keep medical and safeguarding information in the student profile's proper fields, which are encrypted and access-controlled; a note is neither.

Where the actions lead

Placing bookings by hand: Manual bookings. Moving bookings: Transfers. Acting on many at once: Bulk actions. Money back: Recording refunds.

Manual bookings: phone, walk-in and pay-by-link Book anyone into anything from the office, take payment separately, or send a 48-hour payment link. Transfers: moving bookings between dates and classes Move a booking to another date, another class, or move a whole package, with the money resolved your way. Bulk actions: acting on many bookings at once Email families, move bookings to a replacement session, issue credit or cancel, always via a confirmation screen.