A submission is one booking — one student, one parent, one optional session, and any custom form responses. As the event approaches, the submission list is what you hand to whoever is running the event.
Where to find submissions
Open the booking event from Booked Events → Current. The detail page shows:
- The event’s settings (date, capacity, status).
- Sessions, each with the bookings on it.
- A flat list of every submission across all sessions.
Each submission row shows:
- Student name and year group.
- Session start time (if the event uses sessions).
- The parent who submitted it.
- Submission timestamp.
- Status (Submitted or Cancelled).
- The custom form responses (if a form is linked).
Filtering and sorting
You can sort the list by session time, student name or submission time. Sorting by session time gives you the order in which people are turning up — useful for printing a running sheet.
Cancelling a submission on behalf of a parent
Sometimes a parent rings up wanting to cancel and can’t do it themselves, or you need to clear a session that’s been booked in error.
To cancel:
- Find the submission in the list.
- Choose Cancel on that row.
- Confirm.
The submission is marked cancelled with your name and a timestamp recorded. Parents are not automatically notified — let them know directly if needed.
A cancelled session slot becomes available again for someone else to book, subject to the event still being open.
Exporting to CSV
The Export subscribers action on the event detail page produces a CSV with one row per submission:
- Student name and year group.
- Session start and end times.
- Booking status (Submitted or Cancelled).
- Submission timestamp.
- The parent who submitted.
- If cancelled: who cancelled and when.
- Any custom form responses (one column per form field).
The file is named with the event name and date, so it’s easy to keep multiple events sorted.
Exporting a whole group
If your event is in a group, you can export every submission across every event in the group from the group page. Useful when running multi-day events — one CSV instead of three.
See Grouping recurring booking events.
What to do with the export
Common uses:
- Print a session-by-session running sheet for each teacher.
- Email a list of attendees to the venue.
- Import into a spreadsheet to look for double-bookings or gaps.
- Archive for record-keeping after the event.
Past events
Once a booking event has finished, it moves from Current to Past. The submission list and export are still available, so you can look back at any event from previous terms or years.
Submission counts and capacity
The event detail page shows live totals:
- Active submissions (not cancelled).
- Total capacity (sum of session capacities or the event-level capacity).
- Spaces remaining.
When active submissions equal capacity, the event shows as full and the Book button disappears for parents. The event auto-unblocks if a submission is cancelled.
A note on data privacy
Parents see only their own bookings — they can’t see who else is going. Staff with the booked events permission can see all submissions for events at their school.
When exporting, treat the CSV like any other student-data document — share only with people who need it and don’t leave it on shared drives outside the events team.