IN BRIEF
The Customer Portal allows families to book parties online using available dates, time slots, packages, and add-ons defined by the organization. Customers can complete the entire booking process—from selecting party details to submitting payment—directly within the portal. Payment options and requirements depend on the organization’s Customer Portal and Party settings.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Booking a Party
  • Entering Party Details
  • Reviewing and Paying
• Troubleshooting & FAQs
• Related Articles

Interactive Demos for configuring and using the Party Booking Management System can be found in the Education Corner, accessible from the Office Portal's "Welcome" screen. Full details for creating a party booking in the Customer Portal are included in Chapter 1 of the "Party Booking Management: Creating and Updating Party Bookings" demo.

Overview

Party booking through the Customer Portal provides a guided, wizard-based experience for families. Customers select an available date and time, choose a party package and optional add-ons, enter party details, review the booking, and complete payment. Availability, payment behavior, and required confirmations are controlled by settings configured in the Office Portal.

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Accessing the Feature

1. Log in to the Customer Portal.
2. From the main navigation, select BOOKING.
3. Select BOOK A PARTY.

If a customer selects Book a Party without logging in first:

• They are prompted to confirm whether they are a current customer.
• New customers are required to create an account before they can complete the party booking process.
• Returning customers must enter the email address and password associated with their existing account.

After logging in:

• Returning customers are taken directly to the first step of the party booking process.
• New customers are taken to the Dashboard and must select BOOKING>BOOK A PARTY again to continue.

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Step-by-Step Instructions

Booking a Party

1. After selecting BOOK A PARTY, choose the appropriate booking option when prompted.
2. Select a party date.
   • The System only displays available dates and times based on the Lead Time defined under SETTINGS>PARTIES>OTHER SETTINGS.
3. Select an available time slot.
4. Select a party package.
5. Select any available party add-ons.
   • If no add-ons are available for the selected package, this step is skipped automatically.
6. Select CONTINUE.

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Entering Party Details

Enter the following information as prompted:

• Number of Guests
• Group/Party Nickname
• Contact
  • Contact information automatically fills in based on the primary guardian’s phone number and email address for the logged-in family.
• People of Honor
  • Select ADD PERSON to enter details for each person of honor.
• Additional Information
  • Enter any special needs or additional notes related to the party booking.
• Waiver Requirement
  • The customer must agree to the waiver requirement before continuing.
• Select CONTINUE.

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Reviewing and Paying

1. On the OVERVIEW page, review all party details.
2. Select PAY NOW! to complete the booking.
   • Depending on Party settings, the customer may be allowed to pay only a deposit or the full amount.

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Troubleshooting & FAQs

• Why are certain dates or times not available when booking a party?
  • The System only displays dates and times that fall within the Lead Time window defined under SETTINGS > PARTIES > OTHER SETTINGS.
• Can customers use account credit to pay for a party?
  • Yes, if Allow Visitors the Ability to Use Available Account Credits is enabled under SETTINGS > CUSTOMER PORTAL > OTHER SETTINGS > FINANCIAL. If enabled, customers can apply available account credit toward their balance.
• What payment options are available at checkout?
  • Customers may be able to:
    • Use available account credit, if enabled.
    • Use a payment method already on file.
    • Enter new payment details by unchecking Use Payment Method on File.
• Why are “Store payment method on file?” and “Opt-In to Recurring Billing” already selected?
  • These options are auto-selected based on the Require save payment method for recurring billing setting under SETTINGS > CUSTOMER PORTAL > OTHER SETTINGS > FINANCIAL.
• Can customers deselect “Store payment method on file?”
  • If Require save payment method for recurring billing is auto-enabled, customers cannot deselect this option. They will need to contact a staff member to request that Recurring Billing is disabled for their payment method.
• What happens when a customer opts in to recurring billing?
  • The Recurring Payment Opt In policy is displayed and must be accepted. After acceptance:
    • A success message is shown.
    • The family receives the “Opt-In Confirmation for Recurring Payment” email.
      • This email template can be edited under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>CUSTOMER PORTAL.
• Is there a confirmation after payment is submitted?
  • Yes. After successful payment, a popup window confirms that the party has been booked and payment was processed.
• Can promo codes be applied to party bookings?
  • No. Currently, Promo codes are only valid for class/camp/appointment tuition charges and Point of Sale items.

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Related Articles

• What is Party Booking Management?
• How Do I Navigate the Party Booking Management System?
• Where Do I Configure Party Booking Management Settings?

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