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Booking User into an Activity

Guides and troubleshooting for booking Users into activities in your Schedule as a Staff and/or Administrator

Table of Contents

Requirements

The Schedule & Booking features are available on the Core package, and up.

This guide assumes you have set up a Subscription Type and an Activity Type, and added an activity in to your Schedule.

How to: Book User into an Activity

As an administrator- or staff user, you can bypass certain restrictions to ensure members get booked into the classes they need. You can book Users (and non-users) into your activities from the Schedule, or use Wei to book a User into one or multiple activities at once.

Booking via Schedule

  1. Navigate to the Schedule in the main menu.

  2. Click Show on the activity you want to book the User into

  3. Click the "+" icon under Participants

  4. Search for the user by name or email.

  5. Confirm the booking. (Note: If an error occurs here, refer to the Troubleshooting section).

If your users Role has the permission "Skip booking payment, you can also skip payment / access checks when performing the booking.

Booking via Wei

  1. Navigate to the Users profile or highlight them after having opened Wei.

  2. Select the action "Book" or "Book by Search"
  3. You can now search and select for activities which you want to book the User into.

Booking via Smart Rules

Describe how to book a User into activity using Smart Rule actions when subscription is purchased and/or form is filled out.

🧯 Troubleshooting & Known Issues

When performing a Booking or Manual Booking an error message might appear to the User or described as "will appear to the User" when they perform their booking

Screenshot 2026-03-03 at 12.56.49

Please see the table below for information on the various error messages you may see, what may be causing the error message to appear, and how to fix it.

Error Cause Solution
You are not allowed in this location This error indicates that the Location where the Activity is held is restricted to only be accessible by specific subscription type(s).

To fix this go to Settings > Booking > Locations and edit the location where the Activity is held. Adjust the settings for the subscriptions under Subscription
You don't have an active subscription or you are not allowed to book this activity.    
You have reached the maximum amount of simultaneous bookings    

 

Tips & Tricks

  • Go go tips and tricks

  • Create a regularuser@yourgym.no
    • For testing the Wondr experience for your Users
  • Create a staffuser@yourgym.no
    • For testing the Wondr experience for your Staff
  • Press "Customize" when adding a subscription to a Users profile to set the cost to "0", to prevent any testing from creating failed / unfulfilled orders which you may later have to credit.