Reporting and Views: Navigating Bookings held within EnrolNow

Where booking information is stored

When a family completes a booking, EnrolNow creates a Meeting record automatically (in the Meetings module). This Meeting includes the child name, date & time, and location of the session, and sets the Participant to the child. Use the views below to see who is booked, check capacities, and manage attendance.

• Meeting (created per booking): Created when a booking is confirmed. Contains child name (as Participant), session date/time, and location. Status reflects whether the booking is upcoming (open) or past/cancelled (closed/cancelled).
• Child record: From the child, open the Related List for Activities to view Open Activities (future Meetings) and Closed Activities (past/cancelled Meetings). The child record is also updated with Booking Details (for the purpose of email templates) and Unique Bookings (multi select) field is updated with all active bookings for filtering purposes. 
• Event Schedule record: Shows current numbers via Calculated Attendee Number and lets you navigate to related children/meetings.This gives a macro view of how the events capacity compares to bookings held. 

    1. Viewing bookings from the Children module

1. Open the Children module and select a child.
2. Scroll to the Related List > Activities.
3. Check Open Activities for future Meetings (upcoming bookings) and Closed Activities for past or cancelled Meetings.
4. Click a Meeting to see details: date/time, location, and any related Event Type/Schedule references.

    2. Viewing bookings from the Meetings module

1. Open the Meetings module
2. Select a List View such as Active Orientation Bookings
3. Use module filters to further drill down on bookings
4. Click a Meeting to see details: date/time, location, and any related Event Type/Schedule references.

    3. Viewing macro booking numbers from the Event Schedule module

1. Open the Event Schedules module and select a schedule (e.g. Orientation on 12 March).
2. Use the related records to view the booked children/meetings for that schedule.
3. Review Calculated Attendee Number to confirm how many families are currently booked.

Key fields for Bookings reporting and filters

Below are some of the critical fields across the main modules (Children, Meetings, Event Schedules) that can be used to create views, apply filters, or build reports.

• Meetings module
  • Title – concatenate of the Child Name and the Event Type, can be used with “contains” filter (e.g. Title contains Orientation).
  • From – start date and time of the booked session.
  • Related to – contains the Service Name.
  • Contact Name – the child who holds the booking.
  • Cancelled – generally it’s best to filter cancelled meetings out.
• Children module
  • Unique Bookings (multi-select) – all active bookings for the child, useful for filters or segmentation (e.g. contains Orientation).
  • Booking Details – summarised booking info used in templates/mail merges. Note: cleared after use to ensure future emails are clean.
• Event Schedules module
  • Organisation – contains the Service Name.
  • Event Type – related event type (e.g. Orientation / Tour).
  • Start Date / Time – start date and time of the session.
  • Calculated Attendee Number – total current bookings for the schedule.
  • Available Capacity – maximum number of bookings allowed.
  • Archived – generally worth filtering archived schedules out.