Book parties

Parties lets you host birthday parties and other events at your studio. You set up party packages, people request a date from your public party page, and you confirm or decline each request. Once a party is confirmed, you can charge the deposit and send a link so each guest's parent signs your waivers before the day.

Don't see it in the menu? An owner or admin can turn on Parties in Settings, under General › Sections.

Open parties#

Open Events in the menu (on a computer, look under More in the top bar), then choose Parties. The list starts on Requested, the requests waiting for an answer. Use the buttons at the top to see Confirmed, Completed, Cancelled or All parties.

Each row shows the party, when and where it is, how many guests are expected (and how many have signed waivers), who asked for it, and the total.

Set up a party package#

A package is what you sell: how long the party lasts, how many guests, which rooms it can use, any add-ons, and the deposit.

1. On the Parties page, select Packages.
2. Select New package.
3. Enter the Package name and a Description people see when they book.
4. Set the Length (minutes), the Guests included in the price, and the Most guests you allow (leave it empty for no limit).
5. Enter the Price ($), the price for Each extra guest ($) over the number included, and the Deposit ($).
6. Under Rooms, pick the rooms the party can be held in. A time is offered when any one of them is free for the whole party.
7. To offer extras, like pizza or a goodie bag, select Add an add-on and enter its name and price.
8. Select Create package.

You need at least one room first. See Set up rooms and teachers.

To change a package, open the menu at the end of its row and choose Edit. Parties already requested keep the price they were requested at. Choose Archive to take it off your public party page. Parties already requested or booked on it stay as they are.

Share your public party page#

On the Parties page, select Open public party page to see it and copy its address. You can also link to it from your website.

On the page, people choose a package, a date and a free start time, how many guests they expect, and any add-ons. They enter whose party it is and their own name, email and phone, plus any notes. They see the total and the deposit, then select Request this party. Nothing is charged when they send a request. The room is held for the party until you answer.

Confirm a request#

1. Open the request from the Parties page.
2. Check the details, the price and who asked for it. If their email or phone matches a family you already have, FrontRow points it out.
3. Select Confirm.
4. Choose the Room.
5. If the package has a deposit, leave the Charge the deposit now box ticked (it shows the amount) to charge it straight away. If the person isn't linked to a family yet, choose who to charge under Charge to: a family that matches, or a new family for them.
6. Select Confirm party.

The room shows as busy at that time. A Guest waiver link appears at the top of the page. Copy it now and send it to the host to pass on to their guests: it isn't shown again.

To turn a request down, select Decline, add a reason if you like, and select Decline request.

Charge the deposit later#

If you didn't charge the deposit when you confirmed, select Charge deposit on the party's page, then Charge deposit again. The charge is added to the family's balance, due today. Take the payment from billing as usual. See Record a payment.

Collect guest waivers#

Each guest's parent opens the waiver link, reads your studio's waivers, enters the guest's name and their own details, and types their full name to sign. There's nothing to bring on the day.

On the party's page, the Guest waivers card shows how many have signed out of the guests expected, with each guest, who signed for them and when.

If the link was shared too widely or lost, select New waiver link, then Make new link. The old link stops working, so send the new one to everyone who hasn't signed. Signatures already collected are kept.

After the party#

Once the party has happened, select Mark completed, then Mark completed again. The guest waiver link stops taking signatures.

Cancel a party#

1. Open the party and select Cancel party.
2. Add a reason if you like.
3. Select Cancel party to confirm.

The room is freed for other bookings and the waiver link stops working. If you charged a deposit, it stays on the account. Refund or credit it from billing if you're giving it back. See Refund a payment.

Who can do what#

Teachers don't see Parties.