‘No bookings required’ activities can be an excellent way of organising trips. They give prospective walkers the option of just turning up at the advertised meeting place and time, without having to commit in advance. A disadvantage is that the leader has no way of vetting walkers.

Recording of participants’ attendances after a ‘no booking required’ activity is important. It allows for both the participant and the club to have accurate records.

Attendances at CBC-sponsored Wednesday Walks are not recorded in Bilby. Just send the completed Acknowledgement of Risks and Obligations form to check.in@canberrabushwalkingclub.org.

‘No bookings required’ activities are set up in Bilby by clearly including in the activity description that “no bookings are required” and specifying the meeting place and time. In case a booking is made, set the New Bookings Status to Valid.

In fact, you can ease your later workload by indicating something like “No bookings are required, but please do book if you’d like to tell me that you’re coming”. If this is done in conjunction with setting the New Bookings Status to Valid, the activity owner doesn’t have to do anything else to the booking at this stage.

Take the appropriate Acknowledgement of Risks and Acknowledgement form(s) with you – the general AoR&O, the AoR&O for those under 18.

Before the walk starts, record the details of all participants. It is not critical that members and Bilby registered guests sign the form, as they have already accepted the conditions when renewing membership/registering as a guest via Bilby. However, it is critical that ‘ring-ins’ (those not registered in Bilby as members or guests) do provide the details and sign.

After the activity, record all attendances:

  1. On the Manage Users tab, Participants sub-tab, click the Actions … button. Add User. Enter the participant’s Username or email. If the participant cannot be found by Bilby, do not create a new user record. Click Add User. Repeat for all emails.
  2. Use the Finish Activity link to process through marking attendances and completing the activity.
  3. You may be left with the names of attendees who could not be registered in Bilby. Clearly mark those on the AoR&O form and email it to check.in@canberrabushwalkingclub.org.

Your Bilby coaches
Last updated 25 August 2023