A regular group session, a facilitator course and a private company booking need different records. One needs a headcount for a date; another needs admissions and completion information; the third starts with an agreed group brief.
Map the formats your studio actually offers before choosing how to sell them.
The three formats
Group sessions. Define the group size, schedule and whether visits are sold individually or in a plan. The studio needs a headcount per slot, a waitlist, and a reminder the day before.
Facilitator training. Define the cohort size, duration and payment terms for your programme. The studio needs an application, a deposit, a record of who has paid what, and attendance per module.
Private groups. A company books a session for its team, a retreat host books a facilitator for an afternoon. Quoted, deposited, paid on invoice.
What the software has to do
- Cap every session slot and fill cancellations from a waitlist.
- Sell packs and monthly plans that work across sessions.
- Collect participant information before the first session: a form with the questions your facilitators need and consent to hold the answers. What to ask is a decision for a qualified professional, not for the software.
- Take an application and a deposit for training, then track attendance per cohort.
- Send confirmations and reminders without staff typing them.
Use a booking record for each format
Gomry's Experiences provide scheduled sessions with capacity per slot. Bundles provide prepaid credit across selected Experiences, with optional expiry. Confirm the redemption and cancellation rules using the studio's actual offer.
A training intake may use an Event and participant forms, but approval-required tickets do not by themselves establish the payment-hold, instalment or admissions workflow. Demonstrate the full sequence before inviting applications.
Keep training materials, assessments and completion decisions in a suitable learning record. A paid booking does not establish that a trainee has met the course requirements. The teacher-training guide covers this separation.
Collect the participant information your qualified team has determined is needed and inspect who can view it. For the private group, use the private-booking workflow to connect the agreed scope, payment and staff brief.
Questions studios ask
Should we collect health information at booking? Only what your facilitators need to run the session safely, with a clear notice about how it is stored. Keep the form short and ask a professional what belongs on it.
Can a membership include workshops? Demonstrate the required entitlement first. Gomry bundles apply to Experiences, not one-off Events.
How do we take a deposit for training? Agree the total and schedule, then demonstrate how payments and the remaining balance are recorded. Check approval behaviour separately from payment authorization.
Test a group session and one training application, including the handoff to the person responsible for teaching. Resolve any missing record before opening the intake.