A client cannot make it, or did not show up, and wants a different class instead. Until now this meant cancelling the booking and creating a new one. Now you move the client in one step: the payment, price and receipt stay as they are, and the client gets a single email with the new class.
Move, or make-up session?
Zenamu offers two ways to accommodate the client. Choose based on whether you already know the new class:
Move to another class — you pick a specific class and the client goes straight onto it. Use it when you agree on a replacement date, or when the client did not show up and you want to give them another class.
Make-up session — you grant the client a make-up session and they pick a class themselves from the schedule. Use it when the new date is not known yet, or when the client needs to carry over several classes at once. See How to redeem a make-up session from the admin.
How to move a client
In the calendar, open the class the client is booked on.
In the attendee list, click Move to another class next to the client (depending on screen width it is shown directly or under more).
At the top of the dialog, check the client, the original class and the order price.
Pick the new class. The list shows classes within 30 days of the selected date; move the Show classes from date if the new class is further away. You can search by class name.
Keep Notify the client by email checked and optionally add a message for the client, which appears in the email.
Use the note for the order history for the reason; the client never sees it.
Click Move booking.
After the move the client has a booking on the new class with attendance "absent" and receives reminders for the new class like for any other booking.
Tip: You can also move a booking on a class that has already taken place, typically when the client did not show up. If the client is marked as present on the original class, clear the attendance first.
What happens to the payment and the receipt
A move never touches money: paid stays paid at the original amount, unpaid stays unpaid. No surcharge or refund is created, even if the new class has a different price. If you want to change the price, edit it on the order.
A paid order already has a receipt, and the receipt does not change. The order therefore stays recorded under the original class: you will find it there in the order list and in the class revenue. Only the attendance moves to the new class. The move is recorded in the order history.
An unpaid order moves to the new class as a whole: once paid, it appears under the new class in the order list and revenue. For bank transfers the due date is recalculated for the new class.
What the dialog warns you about
The following situations do not block the move; you only get a warning so the decision is a conscious one:
The new class is full. The booking is created over capacity, the same as when you add an attendee manually.
The client already has a booking on the new class. After the move they will have two.
The client is on the waitlist of the new class. Their waitlist booking stays as it is; if they should not keep it, cancel it separately in the new class.
The booking is paid with a pass, credits, a membership or a make-up session. The move does not check whether the pass, membership or make-up session is valid for the new class or whether a limit is exceeded. Check it in the client detail.
The client did not show up and paid online. After the move the booking is active again and the client can cancel it on the new class under your cancellation policy, with a refund for online payments. If you do not want to allow that, grant a make-up session instead.
What happens on the original class
A move frees a spot on the original class exactly like a cancellation. If the class was full and has a waitlist, the first person on it is promoted automatically and gets an email; otherwise people watching for a free spot are notified. If you want to cancel the original class altogether, move the clients first and cancel the class afterwards.
FAQ
Can I move a client out of a course?
A client who bought a single course session can be moved to any standalone class the same way. Moving to another course session or between two courses is not possible yet; see Courses: how to transfer a client between two courses. Clients with a whole course and event attendees cannot be moved.
How is a cancellation calculated after a move?
Against the new class. If the client cancels the booking on the new class, your cancellation policy applies to the start of the new class.
Where can I see that a client was moved?
The order history has an entry with the original and new class, who moved the booking and when, and your internal note. The message for the client is not stored in the history; it is only in the email that was sent.
What does the client receive?
One "Booking moved" email with the original and new class, your message, the venue or online details, a button to the booking detail and links to add the new class to their calendar. If the client has no email address, please let them know another way.