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)

Managing Bookings

Check-In Attendees

For in-person or online events, you can check in attendees:

1. Go to your session
2. Click Check-in or Attendance
3. Mark attendees as present or absent
4. For multi-day events, mark attendance for each day

Viewing Attendance

Attendance is tracked per day for multi-day events:

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

Cancelling Bookings

To cancel a booking:

1. Find the booking in your attendees list
2. Click Cancel Booking
3. Enter a cancellation reason (optional)
4. Confirm the cancellation

Cancelled bookings remain in your records but are removed from active attendee counts.

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

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