Four pages hold the rules every class follows: Classes for the defaults and the reminders, Booking rules for the window, Check-in for the check-in window, Cancellation & no-shows for the cutoff.
On this page
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.
Opening hours#
Path: Settings › General › Hours & formats.
The schedule follows your opening hours. If your first class is at 5:30, open earlier there, or the block sits outside the day.
Booking window and cancellation#
Path: Settings › Booking rules › Booking window. The cutoff and the policy text are in Settings › Cancellation & no-shows › Cancellation rules.
How far ahead is how many days ahead members can book from their space, thirty by default. You can also choose Until the end of this week or Until the end of next week: the next week then opens as soon as the current one ends. It also decides how far their own timetable goes: nothing beyond that window is shown to them. Minimum notice, in the same card, sets how long before a class starts members can still book it themselves. You can always add someone at the desk.
Cancellation cutoff is how many hours before the class a member can still cancel by themselves, two by default, so they can cancel until two hours before the start. 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.
Minimum notice set to 0 reads Until it starts: members can book a class until it starts, and not after. The front desk can always add someone, even once the class has begun.
When a cancellation cutoff is set, your members see an automatic sentence about the deadline even if the policy box is empty. Write your own text to add details.
The recommended cutoff shown next to the setting (6, 12 or 24 hours) is a suggestion for your kind of studio. New studios start at 2 hours, so the two can differ.
Overbooking and the waitlist
Path: Settings › Booking rules › Capacity. Allow overbooking 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.
Check-in
Path: Settings › Check-in › Check-in rules.
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 once the check-in window is open, with no tap at the desk. A booking made earlier stays Booked until then. It covers every booking, whoever made it.
No-shows
Path: Settings › Cancellation & no-shows › Cancellation rules. 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.
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. Switch it on or off per channel in Settings › Automatic messages. Settings › Channels › When reminders go out decides which day and which hour. The hour is offered only when your account can send at a chosen hour; otherwise only the day can be set.
Locations and sites
Path: Settings › General › Rooms & sites.
A location, called a space in the settings, 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. Once a location is set, a class also cannot take a booking while another class in the same location, at an overlapping time, already has one. The refusal names that class.