Use Booking Records in ActiveCampaign

Once the Club has connected the PodPlay app in ActiveCampaign, every Reservation and Event signup is stored as a Booking on the Customer's ActiveCampaign contact. Use Bookings when you want campaigns about a specific session, not just "this person has ever purchased something."

This is the right tool when you want to email people who booked Friday Open Play, who cancelled themselves, or who already checked in.

Bookings require the PodPlay app in ActiveCampaign App Studio. They do not arrive with the Segment sync on its own. See Connect the PodPlay App in ActiveCampaign to switch them on. A Club that has only the Segment sync still receives contacts and orders, but no Bookings.

What a Booking is

A Booking is one Reservation or Event signup for one Customer. If two people sign up for the same Event, each contact gets their own Booking.

ActiveCampaign attaches Bookings to the contact. You will see them on the contact record, and you can use them in segments and automations.

Bookings are separate from the purchase (order) that ActiveCampaign already receives. The order is the payment. The Booking is the session itself, including whether it is still on the calendar.

Fields you can use

Field	What it means	Typical use
Event Name	Title of the Event or Reservation	Target a named class, mixer, or clinic
Type	Kind of session, such as Open Play, Clinic, or Coaching	Target a program category when names vary
Start Time	When the session starts	Reminders before play, or "played last weekend"
End Time	When the session ends	Follow-ups after play
Check-in Time	When the Customer checked in. Empty until they check in	Post-visit surveys only after they actually arrived
Status	booked or cancelled	Keep active players vs cancelled players in different journeys
Cancelled By	user (the Customer) or admin (staff). Empty while Status is booked	Win-back only when the Customer cancelled. Skip when staff cancelled the session

PLEASE NOTE: Court Reservations sometimes have no Event Name. Filter on Type in those cases — a plain court booking reports Type as Private.

When PodPlay updates a Booking

PodPlay creates or updates the same Booking as the Customer moves through the session:

• The Customer completes a Reservation or Event signup

  • Status is booked
  • Event Name, Type, Start Time, and End Time are filled in
• The Customer checks in

  • Check-in Time is set
  • Status stays booked
• The Customer or staff cancels

  • When Start Time and End Time are available on the Booking, Status becomes cancelled
  • Cancelled By is user if the Customer cancelled, or admin if staff cancelled

The same Booking is reused. You do not get a second record when they check in or cancel.

Example campaigns

These are starting points. Adjust names and times to match your Club.

Remind people who are still booked

• Status is booked
• Start Time is in the next 24 hours
• Event Name or Type matches the program you want to promote

Use this for a "see you tomorrow" reminder. People who already cancelled drop out because Status is no longer booked.

Win back a Customer who cancelled

• Status is cancelled
• Cancelled By is user
• Type or Event Name matches the program

Send a "want to rebook?" message. Do not use this when Cancelled By is admin. Staff cancelled that session for them, so a win-back email feels wrong.

Ask for feedback after they play

• Check-in Time is not empty
• Status is booked
• End Time has passed

Check-in Time is the signal they showed up. Status alone is not enough, because a booked session can still be a no-show.

Tips

• Build segments on Booking fields, not only tags. Tags say "this person booked somewhere." Bookings say which session and whether it is still on.
• Status values are exactly booked and cancelled. Cancelled By values are exactly user and admin. Match those spellings in automations.
• Older Bookings created before this data went live may be missing Status, Event Name, or Cancelled By until the Customer books, checks in, or cancels again.
• Membership purchases do not create a Booking. Only Reservations and Event signups do.
• A Court Reservation with no program attached reports its Type as Private. That is the Type to filter on for plain court time.

PodPlay and PingPod are not affiliated with ActiveCampaign. Clubs purchase ActiveCampaign separately. If Bookings are not appearing on contacts after a Reservation or Event signup, first check that the PodPlay app is still connected in App Studio, then contact your PodPlay CSM.