Group Booking & Class Scheduling
OctopusPro’s Group Booking feature allows you to turn any service into a multi-attendee session—ideal for classes, workshops, tours, group appointments, and shared sessions. You schedule a session once, set the capacity (maximum seats), and customers book seats until the session is full—helping you maximise utilisation while preventing overbooking.
What you’ll learn
- How to enable group/shared bookings for a service
- How to configure listing type and seat reservation mode
- How to choose the right pricing mode: Per Person vs Per Session
- How Session Payment Distribution works (single payer vs split evenly)
- How to schedule sessions, manage attendees, and prevent overbooking
Quick navigation
- How it works
- Key terms
- Enable group bookings on a service
- Schedule a group session (capacity is set per session)
- Booking configuration options
- Group booking pricing modes
- Session payment distribution (flat-rate only)
- What happens when a session is full
- Best practices
- Examples
- Common questions
- Related articles
How group sessions work
Group sessions follow a simple flow:
- Create a session (booking) and define capacity (maximum seats)
- Customers book seats via your online booking flow (public listing) or via a private invite link
- Automated management helps you prevent overbooking and manage the session (attendee list, confirmations/reminders, attendance tracking, reporting)
Typical add-ons businesses use with group sessions: repeat sessions (weekly timetable), online/offline payment options, attendee custom fields (e.g., experience level), and optional waitlists for full sessions.
Key terms
- Session: the scheduled class / workshop / group appointment time slot (created as a booking)
- Capacity: the maximum number of attendees allowed for that specific session
- Seat: one attendee spot in the session
- Attendee list: the roster of people booked into the session
- Listing type: whether the session is publicly visible or invite-only
- Seat reservation mode: whether customers can book 1 seat only or multiple seats per checkout
Enable group bookings on a service
To activate group bookings for a specific service:
- Go to Settings → Services → [Select Service]
- Enable: Allow Group or Shared Bookings
- Save your changes
Important: Group booking is enabled at the service level, but capacity is set at the session/booking level—meaning the same service can run with different seat limits depending on venue size, instructor availability, equipment limits, or safety requirements.
Schedule a group session (set capacity per session)
After enabling group booking for a service, you schedule the actual session as a booking. When creating/scheduling the booking, set the capacity for that specific time slot.
Recommended process:
- Create the booking/session (from your bookings module or calendar)
- Select the service with Allow Group or Shared Bookings enabled
- Set the session date/time (start time and duration)
- Set capacity (maximum seats for this session)
- Choose the session’s listing type and seat reservation mode
- Confirm the service pricing mode and (if needed) payment distribution
- Save and share/publish the session (public listing or private invite link)
Booking configuration options
1) Listing type (Public vs Private)
- Public: The session is visible on your online booking flow (Customer Portal), allowing customers to join until capacity is reached.
- Private (Invite-Only): The session is hidden from public listings and accessible only via a unique link you share with specific customers (e.g., corporate team, private group, family booking).
2) Seat reservation mode (Single-Seat vs Multi-Seat)
- Single-Seat Reservation: Each participant registers individually. Best when you must capture individual details (e.g., waiver requirements or attendee-specific questions).
- Multi-Seat Reservation: One customer can reserve multiple seats in a single checkout. Best for organisers booking for friends, family, teams, or departments.
Group booking pricing modes
OctopusPro provides two standard pricing modes for any service with Allow Group or Shared Bookings enabled. While staff can change the pricing mode for an individual session if needed, setting the correct default at the service level keeps scheduling consistent, faster, and reduces pricing mistakes.
1) Per-Person (Attendee-Based) Pricing
What it means: Each attendee (seat) has the same price. The total automatically increases or decreases based on how many seats are booked.
How it works:
- Seat price × confirmed seats = total for the session.
- As customers book or cancel seats, the system keeps the seat count and availability up to date.
- Depending on your invoicing/payment setup, you can charge per attendee (each person pays separately) or allow one organiser to book multiple seats in one checkout (if Multi-Seat Reservation is enabled).
| Best for | What happens in the system | Real-world examples |
|---|---|---|
| Public classes, ticketed workshops, open tours, recurring timetable sessions | The session total is calculated from the number of booked seats. Capacity prevents overbooking and updates automatically as seats are filled. | • Yoga studio: $20 per person × 12 attendees = $240 • Boat tour: $70 per person ticket; customers book seats online |
Why choose Per-Person pricing?
- Predictable revenue per seat: you know your margin per attendee.
- Customer-friendly checkout: mirrors how most ticketed bookings work (“pay per person”).
- Cleaner capacity control: works especially well with automatic seat counts and “session full” logic.
Tip: Choose Single-Seat Reservation when each attendee must enter their own details (e.g., participant info). Choose Multi-Seat Reservation when one organiser often books (and pays) for multiple attendees.
2) Per-Session (Flat-Rate) Pricing
What it means: You charge a single fixed fee for the entire session (booking), regardless of how many attendees join. Capacity still limits head-count, but it does not change the price.
How it works:
- The session is priced once (e.g., $300 total).
- Seat count affects availability only (prevents overbooking), not the booking total.
- You can choose how the flat fee is paid using Session Payment Distribution:
- Unified Payment (Single-Payer): one person/company pays the full amount.
- Split Evenly (Multi-Payer): the total is divided equally so each attendee pays their share.
| Best for | What happens in the system | Real-world examples |
|---|---|---|
| Private hire, couple’s sessions, corporate training, charters, private workshops, small-group coaching | The booking total stays fixed. Capacity controls how many attendees can join. Payment can be collected from one payer or split evenly across attendees. | • Private workshop: $300 total whether 2 or 10 attend • Couples session: $150 total, one invoice for the session • Private charter: $1,200 total; organiser pays (or split across guests) |
Why choose Per-Session pricing?
- Clear headline price: customers see one total cost—ideal for private groups and corporate bookings.
- Simpler quoting: you don’t need an exact head-count to provide a price (as long as it’s within capacity).
- Matches real-world selling models: common for charters, private training packages, and exclusive sessions.
Tip: If one organiser typically pays, use Unified Payment. If attendees commonly “chip in,” use Split Evenly to automatically divide the total and bill each attendee.
Session Payment Distribution (Per-Session pricing only)
Session Payment Distribution is available only when the session is using Per-Session (Flat-Rate) pricing. It determines how the total session fee is collected—either from one payer or split equally across attendees.
| Mode | What happens in the system | Best for |
|---|---|---|
| Unified Payment (Single-Payer) | One invoice is generated for the full amount. A single customer/company pays the entire session fee. | Corporate bookings, private hire with one organiser, any “one person pays” scenario. |
| Split Evenly (Multi-Payer) | The total is divided equally across attendees. Each attendee receives their own invoice / payment link for their share. | Friends/family sharing the cost, group charters, shared private sessions. |
Example: A $400 private session with 4 attendees
- Unified Payment: 1 invoice for $400
- Split Evenly: 4 invoices for $100 each
Important notes:
- Split Evenly divides the total equally (it does not calculate different shares per attendee).
- Switching the payment distribution changes how the session fee is billed, so it’s best to confirm the preferred option before sending invoices or collecting payment.
Tip: If the organiser changes their mind, staff can switch between Unified Payment and Split Evenly before payment is taken.
| Mode | System behaviour | Example use-case |
| Unified Payment (Single-Payer) | One invoice for the full fee; one cardholder pays. | Company manager books a $600 on-site workshop and pays in one transaction. |
| Split Evenly (Multi-Payer) | Fee is divided equally; each participant receives an invoice link. | Four friends charter a boat for $400 → system bills $100 each. |
Tip – If the organiser changes their mind, staff can flip between Single-Payer and Split-Evenly at any time before taking payment.
What happens when a session is full
- Once capacity is reached, the session stops accepting additional seats (prevents overbooking).
- If you enable waitlists for group sessions, customers can register interest when the session is full, and you can fill seats as they become available.
- If an attendee cancels (based on your policies), a seat can become available again.
Best practices
- Name sessions clearly: include level, duration, and location (e.g., “Yoga – Beginner (60 min) – Studio A”).
- Set realistic capacity: base it on room size, equipment limits, safety rules, and instructor-to-attendee ratio.
- Use the right reservation mode: single-seat for individual attendee details; multi-seat for organisers booking multiple attendees.
- Match pricing to how it’s sold: public sessions usually fit Per Person; private hire usually fits Per Session.
- Use confirmations & reminders: reduce no-shows by enabling automated email/SMS communications.
Quick-Glance Decision Grid
| Question | Choose Per-Person if → | Choose Per-Session if → |
| “Will head-count change price?” | Yes. Extra guests pay extra seats. | No. Price stays flat. |
| “Do attendees usually pay themselves?” | Yes (ticketed class). | No—one host often pays. |
| “Do we market it like a ticket?” | Yes (public Zumba). | No (private charter). |
By choosing the right Group Booking Pricing Mode and (when needed) the matching Session Payment Distribution option, you deliver a billing experience that customers already understand—cutting admin time and reducing payment disputes.
Real-World Examples
| Industry | Public (Per-Seat) Example | Private (Flat-Rate or Split) Example |
|---|---|---|
| Fitness / Dance | A fitness studio offers drop-in yoga classes at $20 per person. | A bridal party books a private salsa lesson; the instructor charges a single fee for the entire group. |
| Corporate Training | An open-enrollment Excel workshop is available at $99 per participant. | An HR department books an on-site team-building seminar for 15 staff members at a flat rate of $1,200, billed as a single invoice. |
| Leisure / Tours | A daily city walking tour allows visitors to purchase individual seats. | A family hires a private museum guide for a flat tour price, which can be split among family members. |
| Cooking & Culinary | A public sushi-making class is offered at $60 per person, with tickets sold online. | A company organizes a virtual team-building cooking session for 20 staff members at a set price of $700, with the invoice split evenly among participants. |
| Arts & Crafts | A Saturday pottery workshop is available at $45 per person, with each participant paying separately. | A birthday paint-and-sip party is booked for a total of $350; the host may choose to split the cost among friends at $35 each. |
| Wellness / Spa | An open mindfulness drop-in session is offered at $25 per person, with each attendee paying individually. | A group of six friends reserves a 3-hour spa session for $660 and opts to split the bill at $110 each. |
| Healthcare / Therapy | A weekly open support group charges $30 per person, with individual attendees paying separately. | A corporate resilience session for 10 employees is billed at a flat rate of $450 to the employer, with no individual invoices. |
| Language & Education | A public conversational Spanish class is available at $25 per student, with self-registration. | Three friends book a private IELTS crash course for $300; the tutor opts to split the cost into $100 invoices for each participant. |
| Escape Rooms | Hourly escape room tickets are sold at $22 per person. | A group books the entire escape room for a flat rate of $280 and chooses to split the cost evenly at $28 per person. |
| Paintball / Adventure | A public paintball skirmish day is offered at $9 per person, plus additional costs for equipment. | A company retreat hires the paintball field for a flat rate of $1,000, with the organizer handling the payment. |
| Fishing Charters | Shared sea-fishing trips are advertised at approximately $50 per person, with groups mixing on the same boat. | A skipper offers a half-day charter for up to six anglers at a flat rate of $500; payment can be made by one guest or split among the group. |
| Bridal Hair & Makeup | Group makeup lessons are sold at $450 per person for a 2-hour masterclass in a studio setting. | A mobile stylist quotes $900 to style an entire bridal party; the bride can pay the total or split the cost among the bridesmaids. |
| Wine-Tasting Events | Wine tasting events offer tickets at $15 per person, with open booking until capacity is reached. | A private corporate tasting is hosted at a flat price, with the option to split the cost evenly among executives at $40 each. |
| Pottery-Painting Studios | Open studio slots are available with a studio fee plus the cost of items painted, with walk-ins welcome. | An adult birthday party hires the studio area for 10 guests at a bundled price of $350, with the option to send $35 bills to each friend. |
| Surf Schools & Wave Pools | Group surf lessons are offered at $45 per person, with discounts for larger groups. | A private wave pool session is booked for a flat fee, with the organizer paying the total and optionally recovering costs from participants. |
| Indoor Golf Simulators | Bay hire is sold per hour, per player, at rates ranging from $10 to $20 per person. | A corporate “sim-golf” night is organized with the venue charging a flat rate of $200 for exclusive use, with the finance department handling internal cost distribution. |
| LAN Gaming / Esports | Tickets for a 4-day BYOC (Bring Your Own Computer) tournament are sold at approximately $50 per person. | An all-night gaming session is booked for 15 players at a flat rate of $360; the organizer can choose to split the cost at $24 per person. |
| Mobile Gaming Bus | Additional seats on a gaming bus are advertised at $25 per person when capacity exceeds 15 participants. | A standard party package is offered at a flat rate of $360 for up to 15 gamers; the host can pay the total or divide the invoices among participants. |
| Recording Studios | Open “vocal-booth taster” sessions are available at rates between $30 and $100 per person, with shared technician time. | An evening “band lock-out” session is quoted at $600 for 6 hours; payment can be split among band members. |
| VR Arcades | 60-minute arcade passes are sold at $33 per person, with bookings available on a public calendar. | A group package offers the option to hire the arena privately for a flat rate of $500, with the choice between unified or split payment among participants. |
| Archery | “Beginner Archery Courses” are offered at $175 per person for up to 10 archers. | A mobile archery range is booked for a birthday party at a flat hire fee, with the host choosing to pay the total or split the cost among guests. |
| Cocktail / Mixology Classes | Online cocktail masterclasses are available at $50 per person, with ingredient boxes shipped to each attendee. | A private Zoom mixology party is booked at $200 per group; the organizer can pay the total or opt to split the cost evenly among friends. |
| Horseback Riding | Group riding lessons are offered at $28 per person for a 30-minute session. | A one-hour private hack lesson is available at a flat rate of $58; the instructor can choose to keep it single-payer or divide the fee between two riders. |
| Drone-Flying Workshops | Introductory drone-flying courses are sold per seat, with pricing varying by location. | A corporate drone team-building session is organized with the facilitator charging a flat package rate, with the option to split invoices among delegates if requested. |
| Sailing / Boating Lessons | Shared “Learn-to-Sail” classes are offered with seat prices for each student. | A private two-student sailing lesson is available at a flat rate, with additional per-head charges as applicable. |
| Glass-Blowing Studios | Hot-glass taster sessions are offered at $120 per person, with a minimum of 4 seats. | Exclusive studio hire is available for corporate teams at a flat price, with the option for HR to pay the total or split the cost evenly among employees. |
| Paddleboard / Kayak Tours | Public 2-hour stand-up paddleboard tours are available at $40 per person. | A private hen-party paddle session is booked for a minimum of 8 paddlers at $35 per person, with the organizer choosing to pay the total or split the cost among participants. |
| Co-working & Meeting Rooms | Meeting rooms are available for booking per person, per hour, with pay-as-you-go options. | Half-day boardroom hires are offered at a flat rate, with the booker having the option to split the cost across departments. |
| Archery Parties / Gender-Reveal Events | Public “have-a-go” archery sessions are priced per archer, with venues offering walk-in availability. | Full-venue archery parties for corporate or family events are hired at a single fee, with the option to allocate the cost equally among attendees via split-invoice. |
| Kids Camps & Parties | Summer day camp offered at $60 per child per day | Private birthday party booked at $500 total for up to 15 kids |
| Boat & Yacht Charters | Public sightseeing cruise, $30 per seat | Private yacht rental, full-day flat fee of $1,500, optionally split among guests |
| Beauty & Makeup | Public makeup workshop, $40 per attendee | Bridal makeup session booked privately for $400, split between bridal party members |
| Virtual Experiences | Public online trivia night, tickets at $10 per participant | Private virtual escape-room event for a corporate team at $300 flat rate, invoice split among attendees |
| Transport / Shuttle | Airport shuttle bus service priced at $20 per passenger | Private minibus hire for corporate event transportation at a $300 flat fee |
| Pet Training & Care | Puppy obedience group classes at $35 per dog | Private dog-training session booked for family pets at a $150 flat rate |
| Photography Sessions | Seasonal family mini-photo sessions offered publicly at $75 per family | Private photo shoot at a flat rate of $400 for a family reunion |
| Personal Fitness Training | Outdoor boot camp session, open enrollment at $25 per participant | Private home fitness training session at $100 flat for a small group |
| Personal Chefs & Catering | Public cooking demo and tasting, tickets at $50 per guest | Private dinner party catering for 10 guests at $800 total, optionally split among diners |
| Yoga & Meditation Retreats | Weekend yoga retreat priced at $150 per attendee | Private meditation retreat for a corporate group, booked at $2,000 flat rate, single or split invoices |
| Martial Arts & Self-Defense | Public self-defense classes offered at $30 per person | Private martial arts seminar booked at $500 flat, optionally split by attendees |
| Music & Instrument Lessons | Group guitar lessons open to the public at $25 per student | Private family piano lesson booked for a total of $120 per session |
| Dance Studios & Schools | Public hip-hop dance classes, tickets sold at $20 each | Private choreography session for a wedding party at a flat rate of $400 |
| Golf & Driving Ranges | Public golf clinics priced per attendee at $50 | Private golf coaching booked at $250 per group, split or single invoice option |
| Rock Climbing & Adventure | Open climbing sessions at a gym priced at $25 per climber | Private climbing wall hire for team-building at a flat rate of $300 |
| Farm Visits & Animal Encounters | Public farm experience tickets priced at $15 per visitor | Private birthday party at a farm with animal encounters booked at $400 flat rate |
| Horse Carriage Rides | City sightseeing carriage rides, seats booked at $20 per rider | Private romantic carriage ride booked at $150 flat for couples |
| Car & Bike Rentals (Groups) | Bicycle rental tours priced per seat at $25 | Private group bicycle tour rental booked at $300 flat rate, split among participants |
| Swimming Lessons & Aquatics | Public swimming lessons available at $30 per participant | Private swimming lesson for a small group booked at a flat $150 per session |
| Sports Coaching & Clinics | Public soccer training clinics at $40 per player | Private baseball coaching session booked at $300 flat rate for a team |
| Cinema & Film Screenings | Open-air cinema tickets sold at $12 per viewer | Private cinema hire for special event at $500 flat rate, split among attendees |
| Team-Building Activities | Public paint-and-sip classes, seats at $35 per attendee | Private team-building art session booked for $400 flat, optionally split among staff |
| Educational Tours & Field Trips | Museum educational tours priced at $10 per student | Private educational tour booked for a class group at a flat rate of $300 |
| Wellness Retreats | Public wellness workshops priced at $50 per participant | Private corporate wellness day booked for $1,000 flat rate, split among company departments |
| Community Classes & Workshops | Public gardening workshops priced at $25 per attendee | Private gardening session booked for community groups at a flat rate of $200 |
| Holiday & Seasonal Events | Public holiday craft fair entry at $5 per visitor | Private holiday party booked for a community group at a flat rate of $500 |
| Wedding Services & Celebrations | Wedding-planning workshops available at $100 per person | Private wedding rehearsal coordination booked at $300 flat rate |
| Bike & Scooter Tours | Public city scooter tour, tickets at $30 per participant | Private guided scooter tour for a family, booked at $200 flat rate |
| Historical & Cultural Tours | Public historical walking tour offered at $20 per participant | Private cultural tour booked for international delegates at a flat rate of $500 |
Note: All prices are illustrative and should be adjusted according to your specific business offerings and market rates.
This table demonstrates how OctopusPro’s group booking features can be tailored to a wide range of industries, accommodating both public per-seat bookings and private flat-rate or split-payment arrangements.
Common questions
Why don’t I see “Split Evenly”?
The Session Payment Distribution options (Unified Payment / Split Evenly) only appear when the service/session is set to Per Session pricing.
How do I let one customer book multiple seats?
Set the Seat Reservation Mode to Multi-Seat Reservation. This allows the customer to select and pay for multiple attendees in one checkout.
Why can’t customers see the session online?
- The session may be set to Private (Invite-Only).
- Online bookings may not be enabled for your website/portal.
- The session may be full (capacity reached) or outside your visible booking rules.
Related articles
Booking creation & scheduling
- Creating & Editing Booking Management Guide
- Schedule New Bookings Straight from Your Calendar
- Block Unavailable Dates & Times in OctopusPro Calendar
Online booking (Customer Portal / website)
Payments & offers
Customer communications
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