Bookings & customers

Add participants to a session

Add someone to a session on the spot – paid in cash, cash due or with a payment link by email.

Video coming soonA short explainer video for this guide will appear here soon.

Goal

The person is on the participant list and their payment is recorded or requested by link.

What you need

  • A session in the calendar
  • For the payment link: online payment with Stripe is set up and the person has an email address

Step by step

  1. Open the session in the Calendar and its Attendance List.

  2. Click + (Add participant) and search for an existing person or enter a new one.

  3. The price is filled in with the course price. You can change it or pick a tariff.

  4. Under Payment choose Paid in cash, Cash due or Send payment link.

  5. Click Create booking. With the payment link the person gets an email with the link right away.

Tips

  • With Paid in cash the invoice is created at once. With Cash due the person gets a confirmation with the open amount – the invoice is created only when you choose Mark as paid on the booking or save Paid in the attendance list. It is then sent to the person by email.
  • With the payment link the invoice is created once the online payment is in – the person gets it by email and the booking turns Paid automatically.
  • If you cancel an open booking without an invoice, no credit note is created – nothing was invoiced.
  • The payment link is valid for 14 days. The booking shows Payment link open; you can Send again (the old link stops working) or Withdraw it. All open links are listed under Income & Expenses → Payment links.
  • If the session is cancelled or the booking withdrawn, the link stops working at once. A payment that still arrives is refunded automatically.
  • If the person pays cash after all, mark the booking as paid – the link is closed. A second payment is refunded automatically.
  • At €0 there is nothing to pay; without an email address or below €0.50 no payment link is possible.
  • If the session is full, Plexbook asks first – on site you can still add someone.

Menu names adapt to your industry – instead of "Courses" you may see "Classes" or "Services".

All help topics
Add participants to a session | Plexbook