01
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.
One class, one line per time slot
Behind the scenes, each time slot is its own record. A class taught Monday and Friday is two records, not one record with two days.
The list hides that. It puts slots together under a single line when they share a name, a discipline, a level and a location. The day name is stripped from the title first, so No-Gi Monday and No-Gi Friday land on the same line.
The coach and the time are deliberately left out of that comparison. You can hand Friday to someone else, or shift Saturday by an hour, and it stays the same class. A one-off class keeps its own line, because its date is the important part.
Watch out
Different names never group, even at the same hour on the same day. If a class appears twice in the list, the spelling of the name is the first thing to check.
Fill in the form
Path: Classes › New class (top right). The same form opens from Schedule › New class.
The chips under the name field fill in a common class name for your type of gym in one tap. The Discipline field only appears for gyms that run combat sports.
If your coach is not in the list, type the name straight into the form and add them without leaving the page. A class can also be saved with no coach at all.
- 1.Type the class name.
- 2.Pick a discipline and a coach if you use them.
- 3.Choose Every week or One-off.
- 4.Tick the days, then add the times.
- 5.Set the duration and the capacity.
- 6.Save.
Every week, or one day only
Repeats is set to Every week by default, because a gym timetable is weekly by nature.
One-off is for a seminar, a trial class, a workshop. You give it a date instead of weekdays, and it happens that day only.
Watch out
A one-off never comes back the following week, even though the same weekday comes round again.
Several days and several times at once
Every combination of a day and a time becomes its own class. Three days with two times is six classes. The form counts them for you just above the duration field.
When you edit, the same rule applies. The first combination updates the class you opened and keeps its bookings. Any extra combination creates a new class next to it.
Watch out
Untick a day while editing a whole class and that slot is deleted, along with the bookings already taken on it. The software asks first and names how many slots are leaving.
Capacity, duration and turnaround
Turnaround after is the dead time reserved once the class ends, before the next one can start in the same space. Leave it on Use default to follow the gym setting, or set a value for this class only.
Capacity and duration are pre-filled. The first class you create on a device takes the defaults from Settings › Classes, twenty seats and sixty minutes out of the box. From the second one on, the form reuses the capacity, the duration, the coach, the level, the day and the time of the LAST class you saved on that device.
Watch out
That is why changing the default in Settings stops showing up in the form, and why two tablets can offer different values. Read what is in the fields before saving, do not assume.
When two classes overlap
Saving a class that runs into another one on the same day opens a warning that names the class it clashes with. The turnaround is counted in the clash.
Two classes at different locations do not clash, as long as both have a location set. If either one has no location, the warning appears anyway, because nothing says whether they share the room.
Watch out
The warning does not stop you. Save anyway writes both classes at the same time in the same space.
Duplicates, editing and deleting
If the same day and hour was saved twice, a badge counts the duplicates and a Remove duplicates link appears on the line.
On a class with several days, the panel offers two doors: Edit the class, which carries the change to every day, and a click on one day, which only touches that day.
Delete on a class removes it from the timetable. Its bookings go with it, past ones included. Both land in the Trash, where you can still restore them. Deleting from the Schedule with a right click does exactly the same thing, even though the menu there says less about it.
Watch out
Remove duplicates deletes, it does not merge. It keeps the copy carrying the most bookings and throws the others away with theirs.
02
Why does my class show seats instead of how many people booked?
A class is a weekly slot, a session is a date. Which panel shows what, and how to work a roster.
A class has seats, a session has a fill rate
A recurring class line shows a capacity, for example twenty seats per session. It does not show a fill rate, because a fill rate belongs to a date and changes from one week to the next. A one-off class does show a ratio, because a one-off is a date.
Open a class from the Classes page and you get the class panel: its sessions, its details, its program, its stats. Open a card from the Schedule and you get a session: who is booked, who showed up, and the option to cancel that date.
Watch out
There is no roster and no Cancel this session button on the class panel. It has no date, so there is nothing to cancel. Go through its Sessions tab, or through the Schedule.
Open a session and work the roster
Path: Schedule › pick Day, Week or Month › tap a class card › Enrolled tab.
Booked seats, present count and waitlist sit at the top. Below, search a member and press Book in to add them. The Attendance button on each row marks the member present.
If the member holds more than one valid membership, a second field asks which one to charge. Left on Auto, the software picks.
- 1.Open the Schedule and go to the right day.
- 2.Tap the class card.
- 3.Search the member in the Enrolled tab.
- 4.Press Book in.
- 5.Press Attendance on their row when they arrive.
Watch out
Booking a member here spends one credit from their membership. The cross at the end of a row cancels the booking and gives the credit back. Cancelling then booking the same person again on the same session spends a second credit.
When the session is full
Once the booked count reaches the capacity, the search field is replaced by Session is full, and Book in on the waitlist rows is greyed out. To fit one more person, raise the capacity for that date first, from the Sessions tab.
The check-in screens do not enforce capacity: from Reception mode or from the entrance tablet you can always add one more person. It is this panel, and the member booking online, that refuse.
Watch out
The Allow overbooking setting only concerns members booking themselves online. It does not unlock this panel.
Change the coach or the capacity for one date
Path: Classes › a class › Sessions tab › tap a row.
The tab lists the next occurrences of the class, and the From and To fields let you reach a date further out. Set another coach, or another capacity, then Save. Reset to class default removes the exception.
Watch out
The change applies to that date only, never to the recurring class. Putting a value back to the class value simply deletes the exception.
Move a class on the grid
Path: Schedule › Week › switch from Cards to Grid (computer only).
Blocks can then be dragged. The drop point snaps to the quarter hour and to the edges of the classes around it. Nothing is written yet: the class shows at its new place and a bar at the bottom offers Save or Discard.
Watch out
A drag moves the recurring slot for every week, not just this one. To change a single date, use the session editor instead.
What the schedule displays
The grid runs from 6:00 to 22:00 out of the box. Change the range in Settings › Classes › Schedule hours if your first or last class falls outside it.
A location filter appears next to the date controls once you have more than one site. The Location field appears in the class form as soon as you create the FIRST one, which is why the field can be there before the filter is.
Month view shows coloured dots on the phone and named chips on a computer. Tapping a day opens the Day view on that date.
03
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.
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.
Watch out
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.
Watch out
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.
Watch out
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.
Watch out
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.
Watch out
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.
Watch out
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.
Watch out
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.
Watch out
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.
04
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.
Switch it on, it is off by default
Path: Settings › Member portal › Member self-booking › Let members book classes online.
Until it is on, the member space still shows your schedule, with no Book button and a line saying online booking is currently turned off. Nothing is broken, they just cannot reserve.
Watch out
That same switch also governs cancelling. With online booking off, a member can neither book nor cancel from their space, and only your staff can, from the software.
There is no plan to upgrade for this
Online booking is included from the free plan, so no plan badge is ever shown on this card and the switch is never greyed out for billing reasons.
If the card is missing entirely, the member portal module has been switched off for your account. That hides the whole card rather than greying it.
Watch out
A member who does not see the Book button has a settings problem or a membership problem, never a subscription problem. Do not go looking for an upgrade.
What the member sees on the booking screen
A row of days scrolls at the top. Under it, the classes of the selected day with the time, the coach and a booked over capacity count.
How far ahead they can book comes from Settings › Booking rules › Booking window, thirty days by default. A class further out simply does not appear, and the last open day is today plus twenty nine, not today plus thirty.
A day you closed, or a session you cancelled, still shows in the list, greyed out and labelled. The small plus next to a class name opens the class description and the workout of the day, when one is published.
Watch out
What the member reads is the session, not the class template. If you replaced the coach or changed the capacity for one date only, that is what they see for that date.
What stops a booking
The right to book comes from memberships, not from the status on the profile. One valid membership is enough: active, not past its end date, and with credits left if it is a class pack.
Without one, a notice at the top names the reason: no active membership, expired, paused, cancelled, or no classes left. Every Book button is greyed out.
A full class shows Join waitlist instead. A member holding two valid memberships or more is asked which one to use.
Watch out
Booking spends one class credit immediately, and cancelling gives it back. A member who books and cancels within the rules has lost nothing.
Cancelling, and the deadline you set
Path: Settings › Cancellation & no-shows › Cancellation cutoff.
Two hours before the class by default. Past it the member reads that it is too late to cancel online and has to contact you. Set the cutoff to Anytime if you do not want a deadline at all.
Under it, Cancellation policy shown to members is free text displayed word for word in the sheet the member confirms in. Leave it empty and nothing is shown.
Watch out
When the cutoff blocks a member, nothing happens at all: the spot stays taken and the credit stays spent. If you want to free the place, cancel it yourself from the class.
Checking in from their own phone
A member with a booking today sees a Check in now card in the window around the class start time. The width of that window is Settings › Booking rules › Check-in window, sixty minutes by default, counted both before and after the start.
Watch out
The refusal message says check-in opens 30 minutes before class whatever you set: that sentence is fixed. And with Auto check-in on booking switched on, the card never appears at all, because the booking already counts as attendance.
05
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.
Set the window
Path: Settings › Booking rules › Check-in › Check-in window.
The window says how long before the start of a class attendance can be recorded. You choose between 15, 30, 60, 120 and 240 minutes. A new gym starts at 60.
Set it to your real habits. A gym where people arrive to wrap their hands half an hour early needs 30 or 60. A window of 240 minutes on a timetable with four classes a day means the software stops being able to tell you which class someone belongs to.
At the desk, the window warns, it does not refuse
The window is a rule that protects you from the MEMBER, not from your own staff. In the Reception check-in panel your team can mark anyone present at any hour of the day, before the window as well as long after it. Someone who turns up an hour early, hands wrapped, gets checked in.
Being early is said rather than blocked: a line at the top of the panel reads that the class starts later today. The gesture stays deliberate, it is no longer impossible.
For a class on a FUTURE date, only Reserve is available, because marking someone present in advance would be inventing an attendance. For a class on a PAST date, check-in is allowed, which is how you fix a register after the fact.
Watch out
So the window changes almost nothing at your desk. It really governs the member's own phone, where the server enforces it. Setting it will not stop your staff checking someone in at the wrong hour.
On the member's phone, the window closes
In their own space, a member sees a Check in now card only if three things are true at once: the class is today, they already have a booking for it, and the current time is within the window.
There the window works both ways: it opens the given number of minutes before the start and closes the same number of minutes after it. Someone who walks in an hour and a half after a class started, with a window of 60 minutes, will not find the button.
Watch out
The refusal message the member reads says check-in opens 30 minutes before class, whatever you set. That sentence is fixed and does not follow your setting, so a member on a 60 minute window can be told the wrong number.
The entrance tablet ignores the window
Check-in mode at the door does not test the time. Any name in the list of a class of today can be tapped at any hour.
So the window is a guardrail for the two supervised paths, the Reception panel and the member phone. It is not a lock on the door tablet.
Auto check-in on booking
The switch just under the window says that a booking counts as attendance, with no second step.
It only covers bookings a member makes in their own space. A reservation entered by your staff, from the schedule or from the Reception panel, stays a reservation until someone marks it present.
Watch out
With this on, a member who books online and never shows up is counted as present, and the Check in now card never appears in their space because there is nothing left for it to do. Your attendance figures stop being attendance figures.
A member with no booking has no check-in button
Self check-in confirms a reservation, it never creates one. A member who did not book has to be added by your staff, from the desk or from the entrance tablet, which both create the booking and mark it present in one go.
