All Features

The complete feature overview

From online booking to invoicing – here are all the features Plexbook offers today.

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All features

46 features

  • Your customers book online around the clock – with automatic email confirmation.

    Booking Management

  • Show your offers right on your own website – bookings happen safely in your Plexbook shop.

    Booking Management

  • Guests book without signing up; anyone who wants one creates an account for bookings and subscriptions.

    Booking Management

  • Seats are briefly reserved during payment and capacity is checked on every booking.

    Booking Management

  • Fully booked doesn't mean lost: customers join the waitlist and move up automatically as soon as a spot frees up.

    Booking Management

  • Regular customers book all their sessions in one step – one payment, one email, one calendar file.

    Booking Management

  • Record walk-in participants on site or book several people in one go.

    Booking Management

  • Cancel sessions including refunds; set a cancellation deadline per course.

    Booking Management

  • Manage several locations and rooms in one system.

    Booking Management

  • Ask for extra details per offer right at booking; export submissions to Excel.

    Booking Managementfrom Studio

  • Customers pay by card, Apple Pay or Google Pay when booking; the money goes straight to your account.

    Payments & Billing

  • Subscriptions with automatic renewal and billing.

    Payments & Billing

  • Sell vouchers and passes and redeem them when booking.

    Payments & Billing

  • Invoices compliant with German and Austrian law are created and sent automatically.

    Payments & Billing

  • VAT is calculated and shown automatically.

    Payments & Billing

  • Send customers a payment link; a failed subscription payment automatically triggers a link to update it.

    Payments & Billing

  • Sell products in your shop alongside courses.

    Payments & Billing

  • Contact details, notes and bookings for every customer.

    Management & Organization

  • Separate accounts for your team with their own overview of upcoming sessions.

    Management & Organization

  • Central overview of all courses, times, locations and trainers.

    Management & Organization

  • Participant lists and attendance recorded digitally.

    Management & Organization

  • All income and expenses with accounting tags for your tax advisor.

    Management & Organizationfrom Studio

  • Upload images for your offers and organization; keep receipts with your expenses.

    Management & Organization

  • Admins see income, bookings, utilization and open payments; trainers see their next sessions.

    Overview & Insights

  • Income, expenses and open payments in one overview.

    Overview & Insightsfrom Studio

  • Bookings and subscriptions as CSV, income-expense report as Excel for your tax advisor.

    Overview & Insights

  • Find customers, bookings and courses instantly.

    Overview & Insights

  • See new features right in the dashboard.

    Overview & Insights

  • Automatic emails for bookings, payments and cancellations.

    Communication

  • Adapt the texts of automatic emails to your organization.

    Communicationfrom Studio

  • Email all participants of a course, session or group at once.

    Communicationfrom Studio

  • See whether an email was delivered.

    Communicationfrom Studio

  • Invite trainers and staff by email.

    Communication

  • Ask questions right from the dashboard – people answer, not bots.

    Communication

  • Hosted in the EU, data processed under European data protection law.

    Security & Privacy

  • All connections are encrypted via HTTPS.

    Security & Privacy

  • Besides email and password, sign in with an existing Google or Apple account.

    Security & Privacy

  • Each organization only sees its own data – enforced in the database itself.

    Security & Privacy

  • Fixed roles: admins, trainers and staff see exactly what they need.

    Security & Privacy

  • Changes to income and expenses are logged – traceable for your tax advisor.

    Security & Privacyfrom Studio

  • For admins and trainers: with a home screen icon and in full screen.

    Plexbook as an App

  • One app for all organizations – the most recently visited one is on top.

    Plexbook as an App

  • Install straight from the browser on iPhone, Android and desktop.

    Plexbook as an App

  • New version? One tap on "Reload" is all it takes.

    Plexbook as an App

  • Without internet the app shows a clear notice instead of an error.

    Plexbook as an App

  • Tab bar and large touch targets on your phone.

    Plexbook as an App
Booking ManagementAll plans

Online Booking Shop

Your own booking shop: customers see every course, session and free spot and book around the clock – on their phone or computer. A confirmation email goes out automatically after each booking. The shop only opens once payments are set up and an offer is published, so nothing half-finished goes live.

What you get

  • Bookings in the evening and at weekends – no phone calls
  • Free spots and sessions always up to date
  • Automatic email confirmation
  • Shop style minimal, standard or large

Who it's for

For anyone who offers courses, trainings or sessions and wants to stop taking bookings by phone, WhatsApp or email.

Plan

Start

Included in every plan – from Start.

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Shop on your website

With two lines of code your courses, sessions and free spots appear on your own website – for example in WordPress, Wix or Jimdo. Visitors browse there; as soon as someone books, your Plexbook shop opens in the whole window. Sign-in and payment never run inside the embedded area, and afterwards a link leads back to your website. You find the code in the shop settings.

What you get

  • Included in every plan
  • Height adapts automatically
  • Sets no cookies on your website
  • Language, colour and logo from your shop settings

Who it's for

For everyone who already has a website and wants to make their offers bookable right there.

Plan

Start

Included in every plan – from Start.

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Booking ManagementAll plans

Book Without an Account

First-time customers don't need an account: a name and an email address are enough. Regulars can create an account – with email, Google or Apple – and find their bookings, passes and subscriptions there.

What you get

  • Fewer drop-offs on the first booking
  • Accounts optional for regulars
  • Bookings, passes and subscriptions in one place
  • With an account, cancel yourself within the cancellation deadline

Who it's for

For providers with many new customers, trial sessions and taster courses.

Plan

Start

Included in every plan – from Start.

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Booking ManagementAll plans

No Overbooking

Every session has a fixed number of spots. Plexbook checks capacity on every booking and holds the spots for 20 minutes while payment is in progress. Nobody books a spot that has just been taken.

What you get

  • Set the capacity per session
  • Spots held for 20 minutes during payment
  • No double-booked spot – even with many bookings at once
  • Utilization visible in the dashboard at any time

Who it's for

For courses and groups with limited spots – from yoga classes to holiday camps.

Plan

Start

Included in every plan – from Start.

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Booking ManagementAll plans

Waitlist for full sessions

When a session is full, your shop shows "Join the waitlist". When a spot frees up – through a cancellation or more capacity – Plexbook reserves it for the next matching person and sends them an email with a booking link. One click, add participants, pay – done. In the dashboard you see per session who is waiting and whose spot is reserved, and you can release or offer spots or book people in directly.

What you get

  • Included in every plan
  • Freed-up spots are refilled automatically
  • The spot stays reserved until the session
  • Leave any time via link

Who it's for

For studios and schools with popular classes that are regularly fully booked.

Plan

Start

Included in every plan – from Start.

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Booking ManagementAll plans

Several sessions at once

For every offer with single sessions the sessions become checkboxes in the shop, with "Select all" as a shortcut. All chosen sessions are reserved together and paid in one checkout. Afterwards one email arrives with all sessions, the invoices and a calendar file. In the dashboard every session stays its own booking – attendance, cancellation and refund work per session.

What you get

  • Included in every plan
  • All sessions reserved safely – or none
  • One payment, one email
  • Cancellation and refund per session

Who it's for

For classes customers attend regularly – training, rehab or kids' classes.

Plan

Start

Included in every plan – from Start.

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Walk-in and Group Bookings

When someone drops in, your team records them as a walk-in right in the dashboard – trainers can do that too. In the shop, customers book several participants in one go, for example the whole family.

What you get

  • Walk-in participants recorded in seconds
  • Trainers add walk-ins themselves
  • Several people in one booking
  • The participant list stays complete

Who it's for

For open trainings, drop-in classes and family offers.

Plan

Start

Included in every plan – from Start.

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Cancellations & Refunds

If a session can't take place, you cancel it in the dashboard – paid bookings are refunded and participants are informed by email. Set a cancellation deadline per course: until then, customers with an account cancel themselves in the shop.

What you get

  • Cancel a session including refunds
  • Participants are informed automatically
  • Cancellation deadline per course
  • A credit note is created as a proper record

Who it's for

For anyone whose sessions sometimes have to be cancelled – because of weather, illness or too few sign-ups.

Plan

Start

Included in every plan – from Start.

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Booking ManagementAll plans

Multiple Locations

Set up studios, halls, courts or rooms as locations. Every course and session has its place, customers see it in the shop and the calendar shows what happens where. Locations are unlimited in every plan.

What you get

  • Plan courses and sessions per location
  • Customers see right away where it takes place
  • One calendar for all locations
  • Unlimited locations in every plan

Who it's for

For providers with several rooms, halls or branches.

Plan

Start

Included in every plan – from Start.

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Booking Managementfrom Studio

Forms

Need extra details – health questions, clothing size, parental consent? Build a form and attach it to an offer. Customers fill it in when booking, and you find all submissions in the dashboard.

What you get

  • Your own questions per offer
  • Filled in right at booking
  • Search, group and export submissions to Excel or CSV
  • Email everyone who submitted

Who it's for

For children's and youth programmes, health courses and events that need registration details.

Plan

Studio

Included from Studio and in Professional.

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Payments & BillingAll plans

Online Payment via Stripe

Customers pay right when they book – by card, Apple Pay or Google Pay. Payments run through Stripe; the money goes to your own Stripe account and from there to your bank account. No more chasing open amounts.

What you get

  • Paid at booking – no chasing
  • Payouts to your own account
  • Open and failed payments collected under “Action centre”
  • Card details stay with Stripe

Who it's for

For anyone who prefers payment up front to cash boxes and bank-transfer lists.

Plan

Start

Included in every plan – from Start.

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Subscription Management

Sell courses as subscriptions with automatic charges: the first at the course start or on a set date, then on a fixed day. There is a rule for late joiners, and the subscription ends with the course. Customers cancel themselves in the shop.

What you get

  • Recurring income without manual work
  • Fixed billing day and a rule for late joiners
  • Customers cancel in the shop
  • Failed payment: automatic link to update it

Who it's for

For term courses, ongoing trainings and memberships.

Plan

Start

Included in every plan – from Start.

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Vouchers & 10-Session Passes

Sell passes such as the 10-session pass up front in the shop. Each booking redeems one unit and customers always see what's left. On top of that, vouchers and discount codes can be redeemed at checkout.

What you get

  • Sell 10-session and other passes online
  • Redeemed right at booking
  • Remaining balance visible to customers
  • Vouchers and discount codes

Who it's for

For studios and schools with multi-session passes or gift vouchers.

Plan

Start

Included in every plan – from Start.

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Automatic Invoices

For every paid booking, Plexbook creates a PDF invoice and sends it to the customer – compliant with German and Austrian law, with the date of service and, where needed, the small-business notice. Cancellations and credit notes get a document too.

What you get

  • No more invoices by hand
  • Compliant for Germany and Austria
  • Credit notes and cancellation invoices included
  • Sequential invoice numbers

Who it's for

For anyone who still writes invoices in Word, Excel or a second program.

Plan

Start

Included in every plan – from Start.

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VAT Handling

Plexbook calculates net, tax and gross amounts and shows VAT correctly on every invoice. For small businesses exempt from VAT, the document carries the matching notice instead.

What you get

  • Net, VAT and gross calculated automatically
  • Shown correctly on every invoice
  • Small-business exemption supported
  • Fewer questions from your tax advisor

Who it's for

For businesses with and without VAT liability.

Plan

Start

Included in every plan – from Start.

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Payment Links

Send customers a payment link – for example for a booking agreed on site. If a subscription payment fails, the customer automatically receives an email with a link to update their payment method.

What you get

  • Pay by link, no bank details exchanged
  • Automatic link when a subscription payment fails
  • Open payment links under “Action centre”
  • Fewer missed payments

Who it's for

For bookings made outside the shop and for subscriptions.

Plan

Start

Included in every plan – from Start.

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Shop Products

Besides courses, sell products in your shop – rental equipment, drink cards or merchandise, for example. Payment works as for bookings and the invoice is sent automatically.

What you get

  • Extra revenue without a second shop
  • Same payment and invoice as for bookings
  • Everything in one overview

Who it's for

For providers who sell equipment, cards or merchandise alongside courses.

Plan

Start

Included in every plan – from Start.

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Management & OrganizationAll plans

Customer Management

Every customer has a profile with contact details, notes and all bookings. You see at a glance who booked what and find anyone through the search.

What you get

  • Contact details, notes and bookings in one place
  • No more customer spreadsheets
  • Found fast with the global search
  • Trainers see what they need for the class

Who it's for

For anyone with regular customers, members or students.

Plan

Start

Included in every plan – from Start.

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Trainer Accounts

Your team gets its own accounts. Trainers see their upcoming sessions and participant lists and record attendance – without access to finances or settings. Your own admin account is a trainer too: you run your own sessions just like your team and need no second account for it. Start includes 3 people in the team, Studio 6, Professional 25 – each additional person costs 5 € per month, in every plan.

What you get

  • A personal overview for every trainer
  • Admins are trainers too – no second account needed
  • Participant lists and attendance on the phone
  • Your team grows with you: each additional person 5 € / month
  • No access to finances

Who it's for

For studios, schools and clubs with trainers, teachers or instructors.

Plan

Start

Included in every plan – from Start.

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Calendar & Scheduling

All courses, sessions, locations and trainers in one calendar. Create recurring sessions as a series, assign trainers and your team sees its schedule.

What you get

  • Recurring series instead of single entries
  • Assign trainers per session
  • A schedule for the whole team
  • One calendar for all locations

Who it's for

For anyone coordinating many sessions and several people.

Plan

Start

Included in every plan – from Start.

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Participants & Attendance

Every session has its participant list. You or your trainers record attendance digitally – on the phone, right in class.

What you get

  • Participant list per session
  • Attendance with a tap
  • No paper lists
  • Add walk-ins on the spot

Who it's for

For courses with fixed groups, club trainings and schools.

Plan

Start

Included in every plan – from Start.

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Income & Expenses

Income from Plexbook lands in your income and expense overview automatically. Add expenses with a receipt and vendor and tag them for accounting. Download the income-expense report as Excel for your tax advisor.

What you get

  • Income is added automatically
  • Expenses with receipt and vendor
  • Accounting tags for your tax advisor
  • Income-expense report as Excel

Who it's for

For freelancers, studios and clubs who want to keep their numbers in hand.

Plan

Studio

Included from Studio and in Professional.

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Images & Files

Upload images for your offers and a preview image of your organization – they appear in the shop. Keep receipts right with each expense (from Studio).

What you get

  • Offer images for an inviting shop
  • A preview image of your organization
  • Receipts attached to expenses (from Studio)

Who it's for

For anyone whose shop should show what it looks like on site.

Plan

Start

Included in every plan – from Start.

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Overview & InsightsAll plans

Overview per Role

After signing in, every role sees what matters to them: admins see bookings, utilization, upcoming sessions, cancellations and open payments; trainers see their current or next session with quick actions for attendance, walk-ins and the participant list.

What you get

  • The essentials right after login
  • Open payments with amounts and recent cases
  • For trainers: next session with a countdown
  • Quick actions for everyday classes

Who it's for

For owners and teams who want to know in the morning what today holds.

Plan

Start

Included in every plan – from Start.

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Income at a Glance

The overview shows income, expenses and open payments side by side, so you see early whether a month is going well and where money is still outstanding.

What you get

  • Income tiles right in the overview
  • Open payments at a glance
  • Connected to income & expenses

Who it's for

For anyone who doesn't want to wait until year-end to see their numbers.

Plan

Studio

Included from Studio and in Professional.

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Export Functions

Export bookings, subscriptions and transactions as CSV, for example for your own analysis. The income-expense report is available as an Excel file for your tax advisor (from Studio).

What you get

  • CSV export of bookings, subscriptions and transactions
  • Income-expense report as Excel (from Studio)
  • Your data belongs to you

Who it's for

For anyone working with a tax advisor, a club board or their own spreadsheets.

Plan

Start

Included in every plan – from Start.

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Global Search

Press Ctrl/Cmd + S or tap the magnifier to find customers, upcoming sessions, courses, bookings (by number) and trainers – grouped and with your recent searches. On the phone the search opens full screen.

What you get

  • Everything with one shortcut
  • Recent searches at hand
  • Trainers find their customers and sessions

Who it's for

For teams that need to answer questions quickly – on the phone or at the front desk.

Plan

Start

Included in every plan – from Start.

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What's New in the Product

What's new appears right in the dashboard – briefly explained and matched to your role and plan. The public list of all updates is on “What's new”.

What you get

  • New features where you work
  • Matched to role and plan
  • No newsletter needed

Who it's for

For everyone using Plexbook who wants to know what's coming.

Plan

Start

Included in every plan – from Start.

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CommunicationAll plans

Email Notifications

For bookings, payments, schedule changes and cancellations, Plexbook sends the right email automatically. In the dashboard the bell reports new bookings, cancellations and failed payments – as a push notification too, if you like.

What you get

  • Confirmations and cancellations sent automatically
  • Notifications in the dashboard and by push
  • Settings per notification type
  • Included in every plan

Who it's for

For anyone who doesn't want to write every confirmation themselves.

Plan

Start

Included in every plan – from Start.

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Custom Email Templates

Adapt the texts of the automatic emails to your organization – greeting, tone, directions. Studio includes up to 5 custom templates, Professional as many as you need.

What you get

  • Your voice instead of standard text
  • Up to 5 custom templates in Studio
  • Unlimited in Professional

Who it's for

For providers who care about a consistent appearance.

Plan

Studio

Included from Studio and in Professional.

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Emails to Groups

Write to all participants of a course, session, date or group at once – for a room change or a holiday break, for example. Trainers can message their groups too. It is deliberately not a newsletter tool.

What you get

  • One message to everyone affected
  • No copying of email addresses
  • Trainers reach their groups themselves
  • Sent with delivery status

Who it's for

For courses with fixed groups, clubs and schools.

Plan

Studio

Included from Studio and in Professional.

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Delivery Status

The mailbox shows sent and failed emails. If an email didn't arrive, you see it right away and can send it again.

What you get

  • Sent and failed at a glance
  • Resend with one click
  • Notification when an email bounces

Who it's for

For anyone whose important messages must arrive.

Plan

Studio

Included from Studio and in Professional.

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Team Invitations

Invite trainers and staff by email. One click on the link and they're in the dashboard – with the role you assigned.

What you get

  • Invitation by email in seconds
  • Set the role right away
  • Deactivate accounts at any time

Who it's for

For anyone with a team – from part-time help to the club board.

Plan

Start

Included in every plan – from Start.

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Personal support in the dashboard

In the “Help” tab you pick an area, take a prepared question or write freely. Our team answers in the same conversation and you also get an email with a link to the answer.

What you get

  • Pick an area, a prepared question or free text
  • Answer in the same conversation, with an unread counter
  • Everyone in the team sees the organization’s requests
  • Included in every plan

Who it's for

For everyone who needs an answer fast – without a phone queue.

Plan

Start

Included in every plan – from Start.

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Security & PrivacyAll plans

GDPR Compliant

Plexbook is hosted in the EU and data is processed under European data protection law. You can download a data export of your organization yourself at any time.

What you get

  • Hosting in the EU
  • Processing under European data protection law
  • GDPR data export of your organization

Who it's for

For anyone handling data of customers, members or children.

Plan

Start

Included in every plan – from Start.

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Encrypted Connections

All connections to the dashboard and shop are encrypted via HTTPS. Nobody enters card details at Plexbook – payment runs directly through Stripe.

What you get

  • HTTPS for every connection
  • Card details stay with Stripe
  • Included in every plan

Who it's for

For everyone – security is not a matter of plans.

Plan

Start

Included in every plan – from Start.

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Sign in with Google or Apple

You, your team and your customers sign in with email and password – or with an existing Google or Apple account. One less password to remember.

What you get

  • Quick login for team and customers
  • Fewer forgotten passwords
  • Email and password still available

Who it's for

For anyone who wants to make things easy for their customers.

Plan

Start

Included in every plan – from Start.

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Tenant Isolation

Each organization only sees its own data. This is enforced in the database itself, not just in the interface.

What you get

  • Data strictly separated per organization
  • Enforced right in the database
  • Protection even if the interface has a bug

Who it's for

For everyone – especially clubs and chains with sensitive data.

Plan

Start

Included in every plan – from Start.

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Roles

Fixed roles keep responsibilities clear: admins manage everything, trainers see their sessions, customers only their own bookings.

What you get

  • Admin, trainer, customer
  • Finances for admins only
  • Clear responsibilities without setup effort

Who it's for

For teams of any size.

Plan

Start

Included in every plan – from Start.

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Audit Log

Changes to income and expenses are logged: who booked or changed what, and when. Your accounting stays traceable.

What you get

  • Every accounting entry traceable
  • Who, when, what – at a glance
  • Helps with questions from your tax advisor

Who it's for

For organizations where several people maintain the finances.

Plan

Studio

Included from Studio and in Professional.

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Dashboard as an App

Admins and trainers install the dashboard like an app: with its own home screen icon, in full screen and with push notifications.

What you get

  • Icon on the home screen
  • Full screen without the browser bar
  • Push notifications
  • On iPhone, Android and desktop

Who it's for

For anyone working on the go or on the phone during class.

Plan

Start

Included in every plan – from Start.

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Plexbook Shop for Customers

Customers install the “Plexbook Shop” once and book with every organization that uses Plexbook. The most recently visited one is on top; session reminders arrive as push notifications.

What you get

  • One app for all Plexbook providers
  • Recently visited organization on top
  • Push reminder before the session (with an account)

Who it's for

For customers who book regularly.

Plan

Start

Included in every plan – from Start.

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No App Store

Install the dashboard and shop straight from the browser – on iPhone, Android and desktop. No app store, no waiting for approvals, no manual updates.

What you get

  • Installed in seconds
  • Always the latest version
  • On iPhone, Android and desktop

Who it's for

For everyone – the guide is on “Plexbook as an app”.

Plan

Start

Included in every plan – from Start.

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Update Notice

When a new version is available, the app shows a notice. One tap on “Reload” is all it takes – no silent reload in the middle of your work.

What you get

  • New features available right away
  • No reload in the middle of a form
  • No store update needed

Who it's for

For everyone who installed the app.

Plan

Start

Included in every plan – from Start.

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Offline Page

Without internet the app shows a clear notice page instead of an error. As soon as the connection is back, you carry on. Working offline is not possible – no data is stored on the device.

What you get

  • A clear message instead of a browser error
  • No customer data in device storage
  • Continue as soon as the network is back

Who it's for

For anyone working in halls, basements or outdoors with weak reception.

Plan

Start

Included in every plan – from Start.

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Feels Like an App

On the phone, the dashboard and shop have a tab bar, large touch targets and panels that slide up from the bottom – made for using with your thumb.

What you get

  • Tab bar for the main areas
  • Large touch targets
  • Panels from the bottom (bottom sheets)
  • Dark mode

Who it's for

For anyone who mostly uses Plexbook on the phone.

Plan

Start

Included in every plan – from Start.

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Roles in your team

Admin and trainer

Two roles, clearly separated: admins run the business, trainers lead their sessions. Every person in the team counts once towards your plan's seats – customers never do.

Admin

For owners, studio or club management: full access to offers, money, team and settings.

Offers & bookings

  • Create courses, schedules, categories and locations
  • Manage, cancel and refund bookings
  • Waitlist, walk-in and group bookings
  • Create forms and evaluate submissions (from Studio)

Money & billing

  • Subscriptions, passes, vouchers and shop products
  • Automatic invoices, credit notes and exports
  • Income & expenses (from Studio)
  • Stripe payouts and your Plexbook plan

Team & organization

  • Invite your team, assign roles, add seats
  • Trainer management and schedule
  • Organization profile, legal details, shop design and terms
  • Statistics on finance, trainers and locations (Professional)

Communication

  • Email templates and bulk emails
  • Mailbox with delivery status

Trainer

For your team: everything for their own sessions – without access to finances and settings.

Sessions

  • Calendar and own schedule
  • Overview with the current session and quick actions
  • Add own sessions in the calendar
  • Reminder 2 hours before their own session

Participants

  • Keep participant lists and record attendance
  • Walk-in booking on site
  • Manage the waitlist in the session
  • View customers and keep notes

Communication

  • Emails to participants of a course or session
  • Replies to form submissions

For themselves

  • Own trainer profile and own statistics (Professional)
  • Notifications, push and what's new on the phone

As an admin you are a trainer too: you lead your own sessions, keep participant lists and record attendance – as a solo trainer one seat is enough.

Hidden from trainers: finances, invoices, subscriptions, booking management, plan and organization settings.

See seats and prices

Plexbook as an app

Install the dashboard and shop on iPhone, Android and desktop – no app store needed.

How to install the app

Ready to get started?

Try Plexbook free for 14 days, no strings attached.

Start for free nowTry the demo

Questions? Get in touch

Features & Functions – Plexbook Booking Software at a Glance