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Programme Automations

Automations define the workflows that run automatically when clients interact with your programme — booking, paying, joining trials, or getting enrolled. Each automation type describes a step-by-step flow with configurable email templates and behaviour.

Navigation: Go to Programmes → select a programme → Automations.

Automations overview

Automations Overview​

The overview page lists all 8 automation types with their current status (Yes/No) and an Edit button for each.

AutomationDescription
One-off Payment AutomationsPayment collection for programmes with a single payment.
Payment Plan AutomationsPayment collection for programmes with scheduled/recurring payments.
Booking AutomationsThe standard booking flow — form, schedule, consents, confirmation.
Late Booking AutomationsHandling bookings after the programme has already started.
Waiting List AutomationsFlow when a class is full and the client joins the waiting list.
Trial automationAutomated trial-to-enrolment workflow.
Trial automation with manual session assignmentTrial workflow where the admin assigns sessions manually.
Auto-Enrolment AutomationsRe-enrolment flow when a client's current class is ending.

One-off Payment Automations​

Defines how payments are collected for programmes using a single payment model.

One-off Payment Automations

Payment Collection Methods​

  1. Cash / Manual Payments — accept cash or manually entered payments.
  2. Bank Transfer (Automatic Matching) — automatically match incoming bank transfers using the payment reference.
  3. Card Payments — online card payments via Stripe.
  4. Direct Debit — recurring collection via GoCardless.

Each method shows its enabled status and has a Set up link to configure.

Payment Confirmation Emails​

  1. After Automatic Payment — sent when a payment is received via card, direct debit, or matched bank transfer.
  2. After Manual Payment Entry — sent when an admin records a payment manually.
  3. After Payment Import — sent when payments are imported into Zooza.

Each email template can be customized via the Edit email template link.

Payment Plan Automations​

Defines payment collection for programmes with scheduled/recurring payments. The structure is identical to One-off Payment Automations.

Payment Plan Automations

Payment Collection Methods​

Same four methods as One-off: Cash/Manual, Bank Transfer, Card Payments, Direct Debit.

Payment Confirmation Emails​

Same three triggers: After Automatic Payment, After Manual Payment Entry, After Payment Import.

  • How to Add a Manual Payment
  • How to Import Payments

Booking Automations​

Defines the standard booking flow that clients go through when registering.

Booking Automations

Booking Flow​

  1. Booking Form — clients register via your published classes or enquiry forms. The form collects all required data and creates a booking in Zooza.
  2. Schedule Selection — if the class has sessions available, clients can select a schedule during booking. Availability is checked automatically.
  3. Consents & Agreements — clients confirm required consents before submitting. Consents are configurable per programme.
  4. Booking Confirmation — a confirmation email is sent. The email can include payment instructions, programme details, or next steps.

Payment During Booking​

Payment is processed as part of the booking flow:

  • Card / Direct Debit — handled instantly during booking.
  • Bank Transfer — payment instructions are generated automatically.
  • Manual payment — can be completed later by the admin.

Payment status is tracked automatically for each booking.

Automatic Enrolment​

The booking is automatically enrolled if all conditions are met (available capacity, correct timing, and programme rules). Other scenarios (waiting list, mid-term, manual approval) are handled via settings.

Daily Booking Operations​

  • How to Cancel a Booking
  • Copy or Transfer a Booking

Late Booking Automations​

Handles bookings submitted after the programme has already started or while it is in progress.

Late Booking Automations

Late Booking Flow​

  1. Late Booking Settings — must be explicitly enabled in programme settings. Controls whether clients can register mid-term.
  2. Booking Form — same form as standard bookings.
  3. Schedule Selection — availability checked automatically.
  4. Consents & Agreements — same consent flow.
  5. Booking Confirmation — confirmation email sent.

Payment for Late Bookings​

Payments follow the programme's pricing and payment settings, including standard, manual, and pro-rata (aliquot) payments when configured.

Enrolment​

If enabled, late bookings are automatically enrolled even if the class has already started or is in progress.

Waiting List Automations​

Defines the flow when a class is full and the client joins the waiting list.

Waiting List Automations

Waiting List Booking Flow​

  1. Waiting List Settings — when enabled, clients can submit a booking even if the class is full. The booking is placed on a waiting list.
  2. Booking Form — clients are clearly informed that the class is full and they are joining the waiting list.
  3. Schedule Selection — clients select a schedule even if no places are available. No enrolment is created.
  4. Consents & Agreements — same consent flow.
  5. Waiting List Confirmation — a dedicated waiting list email is sent (separate template from standard confirmations).

From Waiting List to Enrolment​

  1. Admin contacts the client — confirms availability, conditions, and interest.
  2. Enroll client manually — the admin changes the booking status from waiting list to enrolled.
  3. Collect payment — the admin sets up payment and sends instructions. The client completes payment via their profile.

Trial Automation​

Automated workflow for trial sessions — from booking through attendance to enrolment or follow-up.

Trial Automation

Booking the Trial​

  1. User visits booking form — shows available trial timetables.
  2. User picks trial date(s) — sessions are offered based on timetable capacity.
  3. Confirmation email sent — automatic confirmation with trial session details.

Attending the Trial​

  1. Reminder before session — daily notification before the trial. Configurable.
  2. User attends trial session — instructor can add a note.
  3. Instructor marks attendance — when the last trial session is marked attended, the instructor can select which timetable the client should continue with.

Programme Enrolment​

  1. Booking link sent — unique enrolment link sent right after the last trial session is marked attended.
  2. Client signs up — submitting the pre-filled form changes status to "Trial Won" and creates a full enrolment.
  3. No reaction — first follow-up — reminder sent after a configurable number of days (e.g., 2 days).
  4. No reaction — second follow-up — second reminder after additional days.
  5. Trial marked as lost — booking transitions to "Trial Lost" status. Optional notification sent.

Trial Automation with Manual Session Assignment​

Similar to the standard trial automation but the admin assigns trial sessions manually instead of the client choosing dates.

Trial with manual session assignment

Manual Assignment Flow​

  1. Client visits booking form — the form collects interest and client details only (no date selection).
  2. Admin selects the trial session date — in the booking detail, the admin picks the session based on availability and capacity.
  3. Manually send a confirmation message — the admin selects a template with attendance details.

Attending the Trial​

Same as standard trial: reminder before session, attendance, instructor marks attendance.

Programme Enrolment​

Same follow-up flow: booking link sent, client signs up, follow-ups, trial lost.

Auto-Enrolment Automations​

Automated re-enrolment for clients whose current class is ending.

Auto-Enrolment Automations

Auto-Enrolment for Ending Classes​

  1. Days before class ends — the client receives a notification asking whether they want to continue.
  2. Client responds in profile — confirms continuation and optionally adds a note.
  3. Client does not respond — no enrolment is created. Admin can follow up manually.

Auto-Enrolment Outcome​

  1. Auto-enrolment outcome — based on settings, the client either self-enrols or is enrolled by the admin.
  2. Client selects a class — chooses a new class or schedule from available options.
  3. Confirmation sent — the client receives a confirmation with details about the next class or period.