Adding Clients to a Class Manually in Woven

Book clients in person, via WhatsApp, or over the phone — then track their payment, set a custom price, and record attendance in Woven.

Sometimes a client books outside Woven — in person at your studio, via WhatsApp, or through another channel. This guide covers how to manually add them to a class in your admin, collect payment, record their attendance, and keep their booking status accurate.

When to Add a Client Manually

Manual client addition is useful when:

A client books in person at your studio
Someone books via WhatsApp or text
A client calls and pays over the phone
You’re migrating bookings from another system
A client has booked multiple classes and you need to record them all

Once added, the booking counts toward your class capacity and appears on your attendee list.

Adding a Client to a Class

Open the class detail view in your admin — tap a class from your Upcoming schedule. At the bottom of the attendee list, you’ll see the ➕ button.

Polyverse Yoga admin class detail view showing Morning Vinyasa Flow with one existing attendee and the ➕ add client button

Tap it to open the add client panel. You’ll see a search field where you can:

Search for an existing client by name or phone number — useful if they’ve booked with you before
Create a new client if they’re not in your system yet — see Managing Your Clients in Woven for a full walkthrough

Type their name or phone number in the search field. Matching clients appear below. Tap the one you want to add, or if they’re not in the list, you can create a new entry.

Search results showing Emma Wright with phone number appearing in the add client dropdown

Emma Wright selected in the add client panel with the save button active

Once selected, the client is added to the class with an Awaiting Confirmation booking status and Awaiting Payment payment status. Their place is reserved — the booking counts toward your class capacity.

Booking created — Emma Wright's card showing Awaiting Confirmation and Awaiting Payment status badges, class count updated to 2/12

Setting a Custom Price

When a client books through your public page, they pay your class’s standard price. When you add them manually, you can set a different price for that individual booking — useful for discounts, package rates, concessions, or special arrangements.

Before collecting payment, open the booking card for that client. You’ll see their current booking price (which defaults to your class price). Tap to edit it and set a custom amount.

You can set the price to:

A discounted rate — £15 instead of £25 for a loyalty customer
Pay-what-you-wish — £0.00 to require no payment
A flat fee — £35 for a makeup class plus a regular class

Once you change the price, save it. The new amount is locked to that client’s booking.

Important: If you’ve already sent a payment link at the original price, changing the price invalidates that link immediately (“Expired: Price Changed”). You’ll need to generate a new payment link at the updated price.

Collecting Payment

There are two ways to collect payment from a manually added client:

Payment Link (Recommended)

For clients who aren’t present in person, generate a payment link from their booking card using the 💳 🔗 button. The link is valid for 24 hours. Send it to them via WhatsApp, email, or text.

Payment link generated for Sarah Mitchell showing expiry time on the booking card

When they click the link, they’re taken to a secure payment page where they can pay by card. Once they complete payment, their booking is automatically confirmed and marked as paid. You’ll see the status update in your admin immediately.

If the link expires: Generate a fresh one — the booking record stays reserved on the class. The new link will be valid for another 24 hours.

If the client doesn’t pay: The booking stays on your class as Awaiting Payment. You can:

Send a reminder payment link
Mark them as paid if they’ve paid you in cash or by bank transfer
Remove their booking if they no longer want to attend

Cash or Bank Transfer

If a client pays you in person (cash), by bank transfer, or through another channel, mark their booking as paid directly in your admin — no payment link needed. Open their booking card and update the payment status to Paid. Their record is now complete.

Recording Attendance

After the class is finished, record how each client showed up. Open their booking card and update their attendance status:

Attended — showed up on time
Attended (Late) — showed up after the class started
No Show (Notified Me) — didn’t come, but let you know in advance
No Show (Unwell) — didn’t come due to illness
No Show (No Contact) — didn’t come, no message

Record attendance accurately — it helps you track client reliability over time and spot patterns before clients drop off. Your client list in Woven can be sorted by attendance rate, so this data feeds into your client management.

Updating Booking Status

Each booking has two independent statuses: payment and attendance. You manage both from the booking card.

Payment Status

As your client’s payment situation changes, update their payment status:

Awaiting Payment — payment expected but not yet received
Paid — payment collected via Stripe, payment link, or manually recorded
Awaiting Refund — payment received, refund in progress
Refunded — refund issued
Void — booking cancelled or invalidated; cannot be changed once set

Status changes are allowed only in certain directions. For example, you can move from Awaiting Payment to Paid or Void, but not back. If you need to undo a refund, the system doesn’t allow it — you’d need to void the original booking and create a new one.

Booking Status (Confirmation)

Separate from payment, a booking also has a confirmation status:

Awaiting Confirmation — client added but not yet confirmed to attend
Confirmed — client confirmed to attend
Cancelled — booking cancelled by you or the client

These statuses help you track who’s definitely coming (confirmed) versus who’s still deciding (awaiting confirmation).

Payment and Attendance Together

Combining these statuses gives you the full picture:

Confirmed + Paid + Attended — regular booking, client showed up
Confirmed + Paid + No Show — client didn’t show but had paid
Confirmed + Awaiting Payment + Attended — client showed up without paying (you need to collect)
Awaiting Confirmation + Awaiting Payment — client added but not ready yet

Complete Example: End-to-End

Here’s a typical manual booking flow:

A client books a class in person at your studio.
You add them to the class manually in your admin (Awaiting Confirmation, Awaiting Payment).
They want to pay over the phone, but you’re giving them a £5 loyalty discount.
You edit their booking price from £25 to £20.
They pay you £20 in cash — you mark their status as paid immediately.
The class happens and the client shows up on time — you update their attendance to attended.
Their booking is now confirmed, paid, attended — the record is complete.

Or:

A client books via WhatsApp — you want to keep it recorded in Woven.
You add them to the class manually (Awaiting Confirmation, Awaiting Payment).
You keep their price at the standard £25.
You generate a payment link and send it via WhatsApp.
They click the link and pay by card — their status updates to confirmed and paid automatically.
After the class, you record their attendance as attended.
Done — the full journey is tracked.

If a Booking Needs to Be Removed

If a client needs to cancel, open their booking card and set their payment status to void. This is a terminal state — once voided, it can’t be changed. The booking is removed from your active list but stays in your record for history.

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