Booking Management

This guide covers everything you need to know about managing bookings, checking in attendees, and tracking attendance in Medtribe.

Viewing Bookings

For a Specific Schedule

1. Open your event
2. Navigate to the session
3. Click Attendees or Bookings
4. View all bookings with their status

Booking Statuses

Bookings can have different statuses:

• Complete – Booking confirmed and paid (if applicable)
• Unpaid – Booking created but payment pending
• Cancelled – Booking was cancelled
• Request Cancellation – Attendee requested cancellation (awaiting approval)

The Booking Lifecycle

Understanding how bookings move through different states helps you manage them effectively:

From a Complete booking, the path continues:

• Attendee attends → Attendance marked → Eligible for certificate
• Attendee cancels → See Cancellations & Refunds
• Attendee no-shows → Marked absent in attendance

Inviting Attendees (Reservations)

Reserve spots for specific people by sending them direct invitations. This is useful when you want to invite particular attendees before opening general registration.

Quick Overview

1. Go to Attendees → Reservations
2. Click Invite and enter email addresses
3. Select which ticket type to reserve
4. Click Send Invitations

Invitees receive an email with a link to confirm their spot. The seat is immediately reserved and counts toward your ticket capacity.

Reservation Statuses

• Pending - Invitation sent, waiting for response (seat held)
• Accepted - Invitee completed booking (converted to booking)
• Cancelled - Declined or revoked (seat released)

Learn more about reservations →

Managing Bookings

Check-In and Attendance

Track attendance using one of four methods. For detailed instructions on each method, see the Attendance Tracking guide.

Attendance Statuses

For multi-day sessions, attendance is tracked per day:

• Attended - Present for all days
• Partially Attended - Present for some days
• Absent - Not present for any days

Attendance affects certificate eligibility and appears in reports.

Learn more about attendance tracking →

Cancelling Bookings

Bookings can be cancelled by attendees (before the deadline) or by you at any time. For the complete cancellation flow and refund details, see Cancellations & Refunds.

Quick cancellation:

1. Find the booking in your attendees list
2. Click Cancel Booking
3. Enter a cancellation reason (optional)
4. Confirm - refund is processed automatically for paid tickets

Cancelled bookings remain in your records but are removed from active attendee counts. The seat is released back to available capacity.

Learn more about cancellations & refunds →

Group Bookings

Group bookings allow one person to book multiple tickets:

1. When booking, select Book for Group
2. Enter details for each attendee
3. Complete payment (if applicable)
4. Each attendee receives their own booking confirmation

Group bookings are useful for:

• Organizations booking for multiple staff
• Training coordinators managing team attendance
• Bulk registrations

Waitlists

When a session is full, attendees can join the waitlist:

1. Attendees see a Join Waitlist button when tickets are full
2. If a spot becomes available, waitlisted attendees are notified
3. They have a limited time to confirm their booking

Managing Waitlists

1. View waitlist from your session
2. See who's waiting and in what order
3. Manually promote waitlisted attendees if needed

Booking Forms

Custom booking forms collect additional information:

1. Create a booking form in your event settings
2. Add custom fields (text, dropdown, checkbox, etc.)
3. Attach the form to tickets
4. Attendees complete the form during booking

Viewing Form Responses

1. Go to your event
2. Navigate to Booking Forms or Submissions
3. View all form responses
4. Export data if needed

Application Forms

Application forms require approval before booking:

1. Create an application form
2. Attach to tickets that require approval
3. Attendees submit applications
4. Review and approve/reject applications
5. Approved applicants can complete booking

Managing Applications

1. View pending applications
2. Review applicant information
3. Approve or reject applications
4. Send notifications to applicants

Best Practices

• Regular Check-ins – Check in attendees promptly
• Track Attendance – Mark attendance for accurate records
• Monitor Capacity – Keep an eye on booking numbers
• Handle Waitlists – Respond quickly when spots open
• Review Forms – Check booking form responses regularly
• Process Applications – Review applications in a timely manner

Troubleshooting

Can't see bookings?

• Ensure the session is published
• Check that tickets are active
• Verify you're viewing the correct session

Attendance not saving?

• Ensure you're checking in for the correct day
• Verify the session dates are correct
• Try refreshing the page

Waitlist not working?

• Check that waitlist is enabled for the session
• Verify capacity settings
• Ensure tickets are marked as full

Related Guides

• Reservations - Invite specific people to book
• Attendance Tracking - All check-in methods and multi-day tracking
• Cancellations & Refunds - Handle cancellations and process refunds
• Sessions - Configure session dates and capacity
• Tickets - Set up ticket types and pricing
• Forms - Create booking and application forms
• Waitlists - Manage sold-out events
• Certificates - Issue completion certificates

For booking-related questions, contact support@medtribe.com.