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How to Manage Class Reservations

Handle bookings, waitlists, no-shows, and cancellations.

Manage class bookings — view who's signed up, add staff reservations, process check-ins, and handle cancellations and no-shows.

Viewing Reservations​

Location: Click a class from the Classes list or Calendar → class detail page

The Attendees section shows who's booked for a class:

  • Member name — Member name (links to profile)
  • Plan — Which membership plan they're using
  • Status — Current reservation status
  • Actions — Check in or cancel reservation

Adding Reservations (Staff)​

Staff can book members into classes:

  1. Click Add attendee on the class detail page
  2. Search and select the member
  3. Choose their membership (if multiple)
  4. Confirm the booking

The memberships offered are the ones that cover the member — their own, plus a relative's membership marked Shareable with family. A child on a family plan is booked exactly like anyone else, and siblings can each take a place in the same class on the one membership. See Family Memberships & Dependents.

Useful for:

  • Phone reservations
  • Walk-in bookings
  • VIP member service

Enrolling a Member in a Whole Series​

For recurring programs — a belt class every Tuesday and Thursday for 8 weeks, a dance course, a gymnastics term — you can enroll one or more members into every occurrence at once instead of booking each class by hand.

  1. Open any class in the series from the Classes list or Calendar → class detail page
  2. Open the class actions menu and click Enroll in series
  3. The series is pre-filled from the class you opened (class type, start time, coach). Narrow it if needed:
    • Start time / Coach — match only occurrences at this time or with this coach
    • From date / Through date (optional) — enroll from a start date through a chosen end date; leave Through date empty to enroll every future occurrence
  4. Under Who to enroll, add one or more members and pick the membership each should use — add as many as you like to enroll a whole roster at once
  5. Review the preview: it shows how many enrollments will be created and lists any occurrences that will be skipped, with the reason
  6. Click Enroll

Good to know:

  • Enrolling a series is a staff action, so it books occurrences even before their member-facing booking window opens — a class 8 weeks out isn't "open" for members yet.
  • Occurrences that can't be booked are skipped and reported rather than stopping the whole enrollment — for example a full class, one the member is already booked into, a class the membership plan doesn't cover, or when a punchcard has no sessions left.
  • The member gets one summary email listing the classes they were enrolled in — not one email per class. You can turn this off under Settings → Email Templates (Class Series Enrollment).

Removing a Member from a Series​

To take one or more members out of a recurring series in a single step:

  1. Open a class in the series → class actions menu → Remove from series
  2. Confirm the series (pre-filled from the class; narrow by start time, coach, or date range)
  3. Add the member(s) to remove
  4. Review the preview and confirm

Every occurrence the member is booked into is cancelled. Because this is a staff action, the member-facing late-cancel window doesn't apply — you can remove members right up to class time, just like cancelling a single reservation. The only occurrences that are kept (and reported) are ones that can no longer be cancelled by state — for example the member has already checked in.

The member gets one summary email listing the classes they were removed from — not one email per class. You can turn this off under Settings → Email Templates (Class Series Removal).

Cancelling Reservations​

To cancel a member's reservation:

  1. Find the reservation in the attendees list
  2. Open the actions menu on the reservation row
  3. Click Cancel reservation
  4. Confirm cancellation

The spot becomes available for other members.

Checking In Reservations​

Process attendance for a class:

  1. View the class attendees
  2. Open the actions menu on the reservation row
  3. Click Check in on each member as they arrive
  4. Status changes to "Checked In"

Marking a No-Show as Present​

If a member attended but wasn't checked in — they forgot, or the register was run late — the class marks them No-Show once it ends. Staff and instructors can correct this after the fact:

  1. Find the member's row in the attendees list (on the class page or the calendar event's attendees)
  2. Open the actions menu — Mark as present appears only while the status is No-Show
  3. Click Mark as present

The reservation is recorded as attended on the class date and counts as usage, just like a normal check-in. There's no time limit, so you can fix an old register any time. Members can't mark their own past reservations present — it's a staff-only correction.

Reservation Statuses​

  • Reserved — Member has a reservation (no usage impact yet)
  • Can Check In — Check-in window is open
  • Checked In — Member attended (counts as usage)
  • No-Show — Member didn't attend
  • Cancelled — Reservation was cancelled

Waitlists​

When a class fills up, members can queue for it instead of giving up. If someone cancels, the next person in line is booked in automatically and emailed — no action needed from you or from them.

When a waitlist exists​

A class accepts a waitlist as soon as its class type has an attendance limit set. There is nothing extra to switch on: a class that can be full can be queued for, and one with unlimited places never needs it.

Seeing and managing the queue​

Location: open any class from Classes

A Waitlist card appears on the class page showing everyone in line, in order:

  • # — Position in the queue
  • Member name, Plan, and when they Joined
  • Remove from waitlist in the row's actions menu

The card is shown once a class is full, or whenever anyone is queued. The attendee count also reads 8 / 8 +3 waiting, so a full class explains itself at a glance.

Adding a member to the waitlist​

On a full class, Add attendee becomes Add to waitlist — in the actions menu and on the Attendees card. Pick the member and the membership they intend to use, exactly as you would when booking.

tip

A member with no sessions left on a punchcard can still be queued. Nothing is charged or used up by waiting, and the membership is checked again at the moment a spot opens.

How a spot is filled​

Spots open in three ways, and all of them promote from the queue:

  1. Someone cancels their reservation
  2. You raise the attendance limit on the class type
  3. You remove the attendance limit entirely — which lets everyone waiting in

The queue is strictly first-come, first-served. When a spot opens, the first member in line whose membership is still valid gets it and is emailed.

When a member is passed over​

Eligibility is re-checked at the moment of promotion, not when they joined. If their membership expired, was frozen, or ran out of sessions while they waited, they are skipped rather than removed — the spot passes to the next person and they keep their place.

They are emailed once explaining why, so they can fix it before the next spot comes up. They are not emailed again for the same class, however many spots pass.

Emails members receive​

WhenEmail
They join a queueConfirms their place and what happens next
A spot opens and they get itTells them they are booked in
A spot opens but they cannot take itExplains why, and that they are still queued
You remove them from a queueTells them, and to contact you if unexpected

All four can be edited or switched off per gym in Email Templates. A member who leaves a queue themselves is not emailed — they already know.

Capacity Management​

  • Set realistic attendance limits
  • Monitor booking patterns
  • Adjust capacity based on demand
  • Consider no-show rates
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