Bookasport is booking software for boutique sports studios: reformer pilates, yoga, small group training, barre. The studio puts its schedule in, members book themselves in, buy their own class pass or membership and cancel it themselves. The members' money goes straight to the studio through the studio's own Mollie account; Bookasport never sits in between.
Two sides, two addresses
| Side | Address | Who |
|---|---|---|
| The back office | https://studio.bookasport.nl |
The studio's staff: owner, manager, front desk, instructors. |
| The member site | https://<studio>.bookasport.nl |
The members of that studio. Every studio has its own address, for example pillar.bookasport.nl. |
A staff member logs in to the back office; a member logs in to the member site of their studio. One e-mail address is one account for the whole platform: someone who is both staff and a member, or a member at two studios, uses the same password everywhere.
The roles in the back office
| Role | In one sentence |
|---|---|
| Owner (eigenaar) | Can do everything, is the only one who can connect Mollie, and must sign in with an authenticator app. |
| Manager | Can do everything except connect Mollie. |
| Front desk (balie) | Does the daily work with members: adding, issuing passes, booking in, attendance, trial classes. Cannot change the schedule, products, memberships or settings. |
| Instructor (instructeur, "docent" on screen) | Looks on, and marks attendance on the attendance list. |
Staff accounts and roles are created by Bookasport. See Signing in, security and roles.
Terms
| Term | Meaning |
|---|---|
| Studio | One Bookasport customer, with its own members, schedule, products and Mollie account. Studios see nothing of each other. |
| Class type (lesvorm, "Activiteit" in the back office) | A kind of class, for example "Mat Pilates". Carries the duration, a colour and the default booking rules. Set up by Bookasport. |
| Class (les, technically "session") | One class on a date and time, in a room, with a number of places. Planned as a single class or rolled out from a template. |
| Template (sjabloon) | A weekly recurring class ("every Tuesday 09:00") from which the studio generates classes per period. |
| Location and room (locatie, zaal) | Where the class is. A room belongs to a location. Set up by Bookasport. |
| Instructor (docent) | Who teaches the class. An instructor can also have a staff account with the instructor role. |
| Places via Bookasport (Plekken via Bookasport) | The number of places members can book in a class. Beyond that, the class is full. |
| External places (Plekken extern) | Places in the same class sold through another system. For information only; they do not count when booking. |
| Pass (kaart) | The right to book: a class pass, single class, unlimited pass, trial class or one period of a membership. A pass comes from a purchase, from the studio issuing it, from an approved trial class or from a paid membership period. |
| Class pass (rittenkaart, also strippenkaart) | A pass with a number of classes and a validity in days. |
| Class or credit (rit, credit) | One class on a class pass. Booking costs one; cancelling in time returns it. The member site says "class", the back office and the e-mails say "credit". |
| Unlimited (onbeperkt) | A pass or membership without a class count: booking costs nothing as long as the pass is valid. |
| Membership (abonnement; "subscription" in e-mail subjects) | A recurring unlimited membership, charged automatically per period through a mandate at Mollie. The member starts it and cancels it themselves. |
| Period (periode) | The billing cycle of a membership: every month, every 4 weeks or something else. Runs from the day of starting. |
| Mandate (machtiging) | The permission to charge per period. Comes out of the first payment (iDEAL gives a SEPA direct debit, a credit card gives a card mandate). |
| Trial class (proefles) | A free or cheap first pass that a new member requests and the studio approves. One per member per studio. |
| Booking window (boekingsvenster) | When a member can book: by default from 7 days before the class until 30 minutes before it starts. Set per class type by Bookasport. |
| Cancellation deadline (annuleertermijn) | Until when a member can cancel for free: by default 12 hours before the class. After that the class is lost. Also the moment the waitlist closes and the moment a class with too few participants is cancelled automatically. |
| Waitlist (wachtlijst) | The queue for a full class. If a place frees up before the cancellation deadline, the first in line is booked in automatically; after that everyone on the list gets an e-mail and it is first come, first served. |
| Occupancy (bezetting) | The number of taken places in a class. Everything that is not cancelled counts, including no-shows. |
| Attendance list (presentielijst) | The per-class screen in the back office: who is coming, marking attendance, booking someone in, the waitlist, cancelling the class. |
| Mollie | The payment service. Every studio connects its own Mollie account; members pay with iDEAL, credit card or Apple Pay. |
| Notification address (meldingsadres) | The e-mail address on which the studio is told about suspended and ended memberships and chargebacks. |
| Reply address (antwoordadres) | The e-mail address where members' replies to Bookasport e-mails end up. |
| Embed | The line of code with which the studio puts the schedule on its own website. |
What Bookasport does automatically
A few things happen in the background, without anyone pressing a button:
- E-mails are sent every minute: confirmations, cancellations, waitlist messages, payment confirmations and all membership e-mails. See E-mails.
- Classes with too few participants are checked every quarter of an hour and cancelled once the cancellation deadline has passed, if the studio has had a minimum set.
- Payments that hang are checked with Mollie every five minutes, so a member who has paid has their pass within a quarter of an hour even when Mollie's notification did not arrive.
- Memberships are charged every night, and when a charge fails the ladder runs: a new attempt after three days, suspension after a week, termination thirty days later.