Candle workshop booking software should give the preparation team the information behind each reserved place. Alongside a headcount, that can include the scent and vessel each guest selected, even when one person pays for the whole group.
Follow those choices from booking through preparation and collection. The useful question is whether staff can identify what to prepare for each guest without rebuilding the order from messages.
What the booking has to capture
- The seat. Twelve or sixteen per session, sold individually or as a pair.
- The choice. Scent and vessel per seat, collected at booking or a few days before, and visible on the roster.
- The party. A bachelorette party or a birthday books eight to twenty seats, wants the room to themselves, pays a deposit, and confirms the final number the week before.
- The add-on. Prosecco, a second candle, a gift box.
- The retail sale. The candles on the shelf, bought by the people who just made one.
- Pickup. Set collection or shipping dates according to the materials and production process.
Where studios lose time
Seats on a ticketing site, parties over email with a bank transfer, scent choices in a Google Form, retail on a separate shop, and the prep list assembled from all four. The studio owner is the integration.
Connect the booking to the preparation list
Gomry collects individual ticket-holder details and registration answers when one buyer purchases for several participants. Ask for the choices your preparation team needs, and check the resulting roster or export before the workshop. The buyer's receipt and each participant's ticket serve different purposes.
For a private party, agree the date, headcount, materials, price and any deposit schedule before sending checkout. Keep those terms with the Event and participant information used to prepare the workshop.
Keep collection status in a record linked to the guest and piece. The booking roster is not a dedicated collection record. For a separate retail sale, staff can collect a custom amount through Gomry Tap to Pay, which records the payment in the ledger. Keep the goods and stock record in the retail workflow.
Keep wax, wick and preparation stock in the records your team uses for production. The workshop guide explains how participant choices affect materials and capacity.
Tap to Pay is live for in-person contactless payments on supported phones in eligible markets.
Questions candle studios ask
Should guests choose the scent at checkout or later? At checkout if your scent list is stable. If choices change, set a later deadline and verify how the form and reminder will reach guests.
How do we track pickup? Use a collection record linked to the guest and piece. Demonstrate the field staff will update; do not assume a dedicated collected state exists in the roster.
Can we do a minimum headcount for parties? State the minimum in the quote and how the total changes with headcount. Reconcile any separate payments against that total.
Put a group order with different guest choices through the test. Ask another staff member to prepare the list and record collection without consulting the original email conversation.