Manage participants on a class

Book participants

1. Navigate to the class booking in Resource Planner

2. Click on the button to book participant (see image below)

3. Find the person and complete the booking.

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View list of participants

1. Navigate to the class booking in Resource Planner

2. Double-click on the booking to open it

3. The following information can be viewed here:

   1. Total amount of slots for this class

   2. Number of booked participants

   3. Number of available slots left

   4. Number of slots reserved for drop-in

4. To print a list of participants, click on “Report”.

Add a person to the waiting list

1. Navigate to the class booking in Resource Planner

2. Double-click on the booking to open it

3. Go to the “Waiting list” tab

4. Click on + (plus sign). Find the customer and click “Select”.

Book participant from the waiting list

Automatic Booking from Waitlist

When a spot on a class is cancelled, BRP automatically attempts to assign the now available spot to the first person on the waitlist.

• BRP checks whether the person meets the necessary conditions to attend the class.

• Eligible individuals are booked in and added to the participant list.

• Ineligible individuals are removed from the waitlist.

This process continues until the class is fully booked or the waitlist is empty.

📌 If booking rules are used, people are booked from the waitlist according to those rules.

Manually Booking Someone from the Waitlist

1. Search for the relevant class.

2. Double-click it, or select it and click the “Open booking” button.

3. Go to the “Waiting list” tab.

4. Select the desired customer and click the “Book” button.

   • The Class Booking window opens.

   • Complete the booking as usual.

   • The customer is automatically removed from the waitlist.

5. Confirm by clicking “OK”.

Notifications When Booked from Waitlist

When a participant is moved from the waitlist to a confirmed booking, an email is sent.

• An SMS can also be sent if the setting
  sendSmsOnMoveFromWaitingList is enabled.

• Email notifications can be disabled using the setting
  sendEmailOnMoveFromWaitingList.

View Notification Log

All emails and SMS messages related to waitlist bookings are logged in the History tab of the class:

1. Search for the relevant class in Resource Planner.

2. Double-click on the class booking.

3. Go to the History tab to confirm that the message was sent.

Prioritize Waitlist Before Drop-ins on No-Show Release

If spots are released due to no-show participants, you can prioritize the waitlist over drop-ins using the setting prioritizeWaitingListAtNoshowsRelease.

Priority Order:

1. Timestamp when the person checked in to the facility.

2. Timestamp when the customer joined the waitlist.

ℹ️ This means:

• A person can be booked without being at the facility.

• No no-show penalty is applied if the person doesn't attend.

• No email or SMS is sent for this type of booking.

• The customer must collect their ticket from a kiosk or reception after the release.

📌 Bookings made from the waitlist due to no-shows do not follow booking rules.

Clearing the waitlist

If a participant cancels after the “latest cancellation time,” the entire waitlist is cleared.

• To prevent this behavior, enable the setting:

  skipPersonInWaitingList

When a Waitlisted Person Cannot Be Booked

If BRP is unable to book a customer from the waitlist (e.g. due to access restrictions), that customer is removed from the waitlist.

• Again, to prevent automatic removal, enable the setting:

  skipPersonInWaitingList

Remove a participant from a class

1. Navigate to the class booking in Resource Planner

2. Double-click on the booking to open it

3. Select the participant and click on the “trash can” icon.

4. The person has now been removed as a participant on the class.

Release no-shows manually

If a booked participant hasn’t shown up on time, you can manually release those spots to clear room for people on the waitlist or drop-ins.

1. Navigate to the class booking in Resource Planner

2. Double-click on the booking to open it

3. Select the participant/s who hasn’t shown up and click the “Release no-shows” button. These people are then moved to the “No-show” tab of the booking.

Book participant that arrived late (if spot was released due to no-show)

In the event that a person arrived late and therefore lost their spot due to no-show, they can get it back as long as there are still available spots for the class and the no-show is not yet processed.

1. Navigate to the class booking in Resource Planner or Back Office

2. Double-click on the booking to open it

3. Go to the “No-show” tab of the booking

4. Select the person and click on the “Book” button. The person is then moved back to the participant list and automatically marked as arrived.

Mark participants as arrived (manually)

1. Double-click the class in Resource Planner. The “participants” tab will automatically open.

2. Select the person who has arrived.

3. Click the "Mark as arrived" button.

✅ The participant is now checked in, and BRP registers that they have used their reserved spot.

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Mark participants as arrived (automatically)

If a customer scans their card at a reader that is configured for class check-in within the set time window, they will be automatically checked in for the class.

To activate automatic check-in for a reader, contact BRP Support.
The setting is found under:
BRP Configuration → Settings → Readers, in the field “Used for check-in”.

Undo a check-in

1. Double-click the class in Resource Planner.

2. Click on the participant.

3. Uncheck the “Has arrived” checkbox.

4. Click OK to save the changes and exit the dialog.

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