Where to find this:
Services → Bookings → Booking Management → Overview sub-tab → Quick actions → Season enrolments
If you sell a season as a subscription, your subscribers are booked into their season's sessions automatically, overnight. Occasionally someone can't be placed — a class filled up, or the time slot they usually attend has moved. Season enrolments is the worklist where you see who that is and put it right.
The Season enrolments tile is on the Quick actions grid (you don't need to search for it). It's a Standard/Pro feature — on the base plan the task isn't offered at all, in the same way Shared allowances isn't.
How You'll Know Something Needs Attention
Three things point you here, so you don't have to go looking:
- An email each morning. If last night's run couldn't book someone, you get an email subject-lined "Action needed: 2 season enrolment issues — [your site name]". It lists a line per problem — usually naming the customer and what went wrong, sometimes a calendar-level issue such as no next season to roll into — then tells you to fix the cause and either wait for tonight's automatic retry or press Re-enrol now here. It re-sends every day until everything is resolved.
- A suggestion on the Overview. While the problem exists, a row appears at the top of the Overview sub-tab reading "2 season subscribers aren't booked into their sessions", with "The overnight run couldn't enrol them — fix the cause, then re-enrol them." Clicking it opens this worklist. It disappears on its own once everyone is booked.
- Your customer sees an honest note too — see What Your Customer Sees below.
Reading the Worklist
At the top you'll see a summary such as "14 subscribers · 2 need attention", and a Refresh button.
When some subscribers need attention and others don't, the list splits into a Needs attention section followed by an All booked section, so the work is at the top.
Each row shows the customer's name, their email and the plan they're on, then a small tag per season:
- booked — their sessions are in the calendar.
- not booked — the season is due and they haven't been placed yet.
- not due yet — that season hasn't reached the point where enrolment happens.
- leaving — they've cancelled and won't be here for that season.
- couldn't check — the check itself failed just now. Press Refresh to try again.
At the end of the row you'll see one of three things:
- A Re-enrol now button, when there's something you can act on.
- A tick, when that subscriber has nothing outstanding.
- A short line of text instead of the button, when the row needs attention but can't be re-enrolled from here — it explains what's standing in the way, so you know why there's nothing to press.
Two other notes can appear under a row:
- "The current season is ending and nothing follows it — add the next season in Availability → Seasons so enrolment can roll." Add the next season on the Seasons card — see Setting Up Your Seasons.
- "The season calendar couldn't be read just now — refresh to try again."
Fixing Someone and Re-enrolling Them
- 1
Read why it failed
The daily email names the reason, and pressing Re-enrol now reports it too. The usual causes are a full session, a time slot that no longer exists, or a customer who's no longer eligible for the class they used to attend.
- 2
Fix the cause
Free up a place on the session, adjust the class, or agree a different time with the customer.
- 3
Click Re-enrol now
The button sits on that customer's row. It books them immediately rather than waiting for tonight's run. Pressing it twice is safe — it never double-books.
- 4
Check the result
A message appears under the row, one per season:
- "Booked — their sessions are in the calendar."
- "Repaired — an earlier half-finished enrolment was completed."
- "Already enrolled — nothing to do."
- "Could not book — the slot is full, gone, or no longer suitable. Fix the session (capacity, dates) and try again, or agree a different slot with the customer."
- "Something went wrong — it will be retried automatically tonight."
- "They cancel before this season starts — nothing to book."
- "No current or upcoming season on the calendar yet."
- "Nothing needed."
Where the run has a more specific reason, it shows that instead of the general wording above — for example a note that the place couldn't be held because the session is full. That's the detail worth acting on.
You don't have to press anything. Everything on this list is retried automatically each night — Re-enrol now is for when you'd rather not wait, or you've just freed up the place.
If you have view-only access to bookings you can open this worklist and read it, but the Re-enrol now button won't be offered.
What Your Customer Sees
While a subscriber isn't booked, they see a plain-English note on their own Purchased Services → Subscription tab, naming the season and the plan — for example "Autumn 2026 starts on 8 September and Ella's Mini Kickers sessions aren't booked yet — this usually completes automatically in the next day or two. The place is protected in the meantime."
Once the season is under way it changes to "…the business is looking into it and the place is protected. If it isn't resolved in a day or two, do get in touch with them."
The note disappears as soon as they're booked. Their place is held either way — nobody else can buy it while it's counted for them.
Related Articles
- Setting Up Your Seasons - The season dates enrolment rolls through
- Plans & Booking Quotas - Set a subscription price to enrol customers into a season
- Managing Customer Bookings - Cancellations, capacity and the waitlist