How to Create Ad-hoc Classes in Bookiphy

Got classes or sessions that don’t follow a regular weekly schedule? Want to let parents book only the specific days they want? That’s where Ad-hoc Bookings come in!

Whether you’re running drop-in sessions, casual clubs, or pay-as-you-go activities, Ad-hoc is your go-to booking type.

Here’s how to set it up in just a few steps:

Setting Up A New Activity or Class as Adhoc Activity

Step 1: Add a New Activity

• Click the + button in the top right corner of your screen.

• Choose Add Activity from the menu.

• You'll then see two options:

  • Create New – Start from scratch and build a new activity.

  • Clone Activity – Copy an existing activity if it’s similar, then just tweak the details.

Step 2: Set Up Your Activity

• Activity Type – Enter what the class is about (e.g., Football, Dance).

• Booking Type – You’ll see a list of booking options—select Ad-hoc.

This tells Bookiphy you want to offer flexible booking where customers can pick and choose individual dates.

Step 3: Fill in the Class Details

Add all the key info your customers need to know:

• Activity Name (e.g., “Kids Open Gym”)

• Venue – Choose from your saved locations or add a new one

• Time – When does the class run?

• Age Group – Who’s this session for?

Step 4: Add Your Ad-hoc Dates

Here’s where the magic happens!

1. Click on “Add Ad-hoc Dates”.

2. Select all the dates and times you want to offer this session—yes, you can add as many as you like!

Step 5: Set the Price

Add the price for each booking. This is what customers will pay per session, not all at once.

You can also use the Price Calculator to see how much you’ll earn after fees. Handy, right?

Once saved, these dates will show up on your booking form and customers can pick the ones they want.

Step 6: Add a Description and Image

Help customers understand what the session is all about:

• Write a short and friendly description

• Add attendee instructions (like what to bring)

• Upload a photo—or choose one from our free stock library!

Step 7: Choose Your Payment Options

To accept card payments:

• Make sure your Stripe account is connected.

Want to offer cash or childcare voucher options too? You can do that under Offline Payment Methods (just remember: those need to be manually marked as paid).

Step 8: Set Booking Rules

You can fine-tune how bookings work:

• Cut-off Time – Stop last-minute bookings (e.g., no bookings 2 hours before a class starts)

• Waitlist – Enable this if you want to allow customers to join a waiting list when the class is full

• Sibling Discount – Automatically applies if more than one child is booked

Step 9: Preview & Publish

Once everything looks good, hit Preview Booking Form to see what parents will see.

Happy with it? Hit Save and your Ad-hoc class is ready to go live!

Important: If you haven’t already published your main booking form, make sure to do that too—otherwise your new class won’t appear for customers!

Need Assistance?

We’re always here to help. If you get stuck or want some guidance, just email us at support@bookiphy.com and we’ll walk you through it. ?