Where are the booking rules, the check-in window and the class reminders?

Three tabs hold the rules every class follows: Classes for the defaults, Booking rules for the window and the check-in, Cancellation & no-shows for the cutoff.

The short answer

Three tabs hold the rules every class follows: Classes for the defaults, Booking rules for the window and the check-in, Cancellation & no-shows for the cutoff.

Settings › Classes › Class defaults

On this page8

Defaults for new classes Schedule hours Booking window and cancellation Overbooking and the waitlist Check-in No-shows Reminders and cancellation notices Locations and sites

Defaults for new classes

Path: Settings › Classes › Class defaults.

Default capacity and Default duration start at twenty seats and sixty minutes. Turnaround between classes is the dead time reserved after each class before the next can start in the same space. Set it to None if you do not use it.

Changing these values never touches the classes already created.

Defaults for new classes — Settings: the Classes tab sits in the left column, under Members & classes.

They only pre-fill the FIRST class form opened on a given device. After that the form reuses the values of the last class saved there, so a change here can stay invisible.

Schedule hours

Path: Settings › Classes › Schedule hours.

The time range the schedule grid draws, from 6:00 to 22:00 out of the box. If your first class is at 5:30, move the start down or the block sits outside the grid.

The end hour is always kept above the start hour. Pick an end below the start and it is pushed back up on its own.

Booking window and cancellation

Path: Settings › Booking rules, for the window. Settings › Cancellation & no-shows, for the cutoff and the policy text.

Booking window is how many days ahead members can book from their space, thirty by default. It also decides how far their own timetable goes: nothing beyond that window is shown to them.

Cancellation cutoff is the number of hours before the class in which a member can still cancel by themselves, two by default. Anytime removes the limit.

The text box underneath, Cancellation policy shown to members, is what the member reads just before confirming a cancellation. The cutoff says what the software blocks, this text says what your gym applies.

The window counts from today, so thirty days means today and the next twenty nine. The thirtieth day is not open yet. And once the cutoff has passed the member simply cannot cancel: the booking stays and the credit stays spent, and only the front desk can still remove them.

Overbooking and the waitlist

Allow overbooking, in Capacity & enrollment, lets members book past the capacity from their space. With it off, a full session refuses the booking and offers the waitlist instead.

As soon as a booking on that session is cancelled, the first person in line is moved in and told on the channels switched on for Spot available. At the desk, the session panel also lets you move someone off the waitlist by hand.

Members can join the waitlist of a full session whether Automatic waitlist is on or off. That switch decides whether the first in line is promoted BY ITSELF when a place frees up, not whether the waitlist exists.

Check-in

Path: Settings › Booking rules › Check-in.

Check-in window is how long before a class attendance can be recorded: 15, 30, 60, 120 or 240 minutes. A new gym starts at 60.

Auto check-in on booking marks a booking as attended straight away, with no tap at the desk. It only covers bookings a member makes in their own space.

The window does not work the same way everywhere. At the desk it opens and never closes again for the rest of the day. On the member's phone it closes the same number of minutes after the start. On the entrance tablet it is not tested at all. The article on the check-in window spells out all three.

No-shows

No-show policy flags the bookings that were never checked in. Once a day, past bookings still sitting on booked are switched to no-show. With a fee above zero, each of those also creates an overdue payment on the member, labelled No-show fee.

The fee is charged, not proposed. Nobody reviews the list first. Leave it at 0 if you only want the flag. And the whole sweep depends on the daily job running: if it does not, nothing is flagged and nothing is charged.

Reminders and cancellation notices

Path: Settings › Classes › Reminders & notifications.

The class reminder goes out once per day, to everyone booked on the day it covers. Two settings under the grid decide which day and which hour, and the screen tells you when the hour is not applied yet on your installation.

The two rows do not start the same way. The class reminder ships with every channel off, so nothing goes out until you switch one on in Settings › Messaging. Cancellation notification ships ON, and it ignores the per-message channel switches on purpose: a member who turned off the confirmation of their own cancellations is still told when YOU cancel the class, because those are two different events.

Locations and sites

Path: Settings › General › Locations & sites.

A location is a site or a room: Main studio, Downtown branch. The Location field appears in the class form as soon as the first one exists. The filters on the Schedule and on the Classes page only appear from the second one on.

Locations also feed the overlap warning: two classes at two different sites never clash.

Running more than one site is part of the Max plan. On a lower plan the Add location button does not create a second line at all, it opens the upgrade window. If a second location does reach the server, the whole save is refused and nothing at all is written, first location included.

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Keep reading

Why does it say it is too early to check in?One setting decides how early a class accepts attendance, and it does not behave the same on the three screens that use it.How do I let members book their own classes?Online booking from the member space: where the switch is, what members see, and what stops a booking.How do I create a class and its weekly slots?One form for the whole timetable: several days at once, one-off sessions, capacity, and why the same class can appear twice.