Booking birthday parties

Parties are a real revenue line for ninja gyms, gymnastics studios, and even traditional dojos. Rosterra runs the booking from initial inquiry through final payment.

Setting up your party packages

Go to /settings/programs and create one program per package you offer (Bronze, Silver, Gold, Two-Hour Premium, etc.). Each package has:

• A flat price.
• A maximum guest count.
• A duration in hours.
• What is included (cake table, party host, party room, t-shirts, etc.).

This is also where the deposit amount lives. Most schools take a deposit at booking and the balance on the day of, but you can charge in full upfront if you prefer.

The family booking flow

Families book directly from your public site at /parties (or you book it for them from the staff side at /party-bookings).

1. They pick a package.
2. They pick a date and time. Rosterra only shows time slots that fit your party hours and do not collide with classes or other parties.
3. They enter guest count, child's name, allergy notes, and any add-ons (t-shirts, extra hour).
4. They pay the deposit. The booking moves to deposit paid.

You get an email immediately, and the booking shows up on /party-bookings with a countdown to the date.

Party day

The day of, the booking turns into a run-sheet. Open it from /party-bookings to see:

• Guest count, ages, allergies.
• What the package includes.
• What the family has paid so far.
• The balance still owed.

Collect the balance with one click. If a family adds guests on the day (very common), bump the count and Rosterra recalculates the balance.

After the party, mark the booking completed. This locks in the booking and rolls the revenue into your reports.

Cancellations and refunds

Cancellation policy is on the public booking page. Most schools refund the deposit for cancellations more than 14 days out, partial refund for 7 to 14 days, no refund inside 7 days. Rosterra does not auto-enforce; you handle the refund or partial refund manually from the booking.

Reminding families

A reminder email goes out automatically 7 days before the party and again 24 hours before. Both have a payment link if the balance is still outstanding.