Entry instructions let you attach a private message to a class, course session, workshop or class template. Only clients who have a booking receive it, and only by email. Use it for a door code, the location of a lockbox, or how to find the entrance.
The instructions never appear in the public schedule, in the booking widget or anywhere in the client app. Email is the only channel.
How to send a door code to your clients
Open the class, course session or workshop and click Edit class, Edit course or Edit.
Under Location, click + Add entry instructions.
Write the message, for example: Door code: 4529#. Entrance from the courtyard, bell on the right.
Decide whether to keep Show instructions only after payment checked. It's checked by default.
Save. Clients who already have a booking get the instructions by email right away, and everyone who books later receives them too. With the option above checked, unpaid bookings receive them only once they're paid.
You can write up to 2000 characters. To remove the message, open the same section and click Remove.
Which emails contain the code
Booking confirmation for a class, course or workshop
Payment confirmation, once the booking is paid
Reminder before the class or workshop
The email a client gets when a spot frees up and they move off the waitlist
An update email whenever you change the text
In the email, the message appears in a highlighted box titled Entry instructions.
Show instructions only after payment
With this option checked, only clients whose booking is paid receive the code. A client who hasn't paid yet sees this line instead: We'll email you the entry instructions as soon as your payment is confirmed.
The code is then sent automatically:
Card or PayPal — in the payment confirmation, right after the payment goes through.
Bank transfer — in the payment confirmation, once the booking is paid.
Cash in person — as a separate email the moment you mark the order as paid.
Free classes, memberships, passes and credits — immediately, because these bookings count as paid.
Taking payment in person? You usually confirm that payment only when the client arrives, so the code would reach them too late. If clients pay when they arrive, uncheck the option so they get the code with the booking confirmation.
What happens when you change the code
Clients with a booking get an email titled Updated instructions for your booking with the new text. If the instructions are shown only after payment, only clients who have paid get it. Each client receives one email, even when the change affects several of their sessions — the email then says how many sessions it applies to. Instructors on the class team are notified too.
Clearing the text sends no email. People on the waitlist and clients who cancelled are not notified. If you later uncheck the payment option, clients who haven't paid yet get the email as well.
One code for a whole course, or a different code per session
Courses support both, which is what you need when the code rotates:
When you create a course, the message you write is prefilled for every session. Each session has its own field in the session list, so you can change individual ones before saving.
Editing one session changes that session only. The field is in the I want to edit this specific session panel.
Editing the whole course overwrites every upcoming session. The field is in the I want to edit the entire course panel and is empty until you fill it in, so opening the panel changes nothing on its own.
Adding a session to a running course prefills the code from an existing session. Check it before saving and change it if needed.
Reusing the same code
Add the instructions to a class template and every class created from that template starts with the same text. Duplicating a workshop with Use as a template copies the instructions as well.
Turn on the reminder if your code changes often
A booking confirmation can be sent weeks in advance, so it isn't much use for a code that changes. The reminder email goes out before the class, at the time set in your notification settings, and includes the current code.
Reminders for in-person classes are turned off by default. Turn on In-person class reminder in Settings → Notifications.
Waitlist and cancelled bookings
Clients on the waitlist don't get the code because they don't have a spot yet. They receive it when a spot frees up and they're moved into the class.
A client who cancels keeps the code they already received. If that matters to you, change the code for the next session.
Email is not a secure channel. Decide for yourself what to put in the message, and change door codes regularly if your space needs it.
A client says the code didn't arrive
Check that the booking is active. Waitlisted and cancelled bookings don't receive the code.
See whether Show instructions only after payment is checked and whether the booking is paid. An unpaid booking receives the code only once it's paid.
Check that the instructions are filled in on that exact session. In a course, each session can have a different code.
If the client expects it shortly before the class, check that In-person class reminder is on in Settings → Notifications. Clients who book after the reminder has gone out don't receive one.
Ask the client to check their spam folder, then resend the code by changing the text or by using Bulk message.