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.
Start from a template on an empty schedule
Path: Schedule › Start from a template. On a schedule with no classes yet, it places a typical week for your activity on your opening hours. When it is done, the schedule opens on the first upcoming session instead of on days that have already passed, and a toast offers Assign a coach to give the new classes a coach in one go.
A class you created less than a day ago never shows Low fill: nobody has had time to book it yet.
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.
On a new class, the chips under the name field fill in a name in one tap. They suggest your own disciplines when you have set some up, and common names for your type of gym otherwise. A chip also fills in the discipline when one of yours matches it. The Discipline field only appears for gyms that use disciplines, and when it does a class cannot be saved without one: Save stays grey and says why.
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.
On a new class, Create from an existing class (optional), at the top of the form, copies another class into it, so you only change what differs.
- 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 slot of the week. Three days with two times is six sessions a week of the same class. The form counts them for you, in A typical day on the right of the form, or in the bar at the bottom of it on a narrow screen.
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 the session is the dead time reserved once the class ends, before the next one can start in the same space. It sits under More options › Advanced options. 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 › Class defaults, twenty seats and sixty minutes out of the box. From the second one on, the form reuses the duration, the time, the discipline and, for a class with more than one place, the capacity of the LAST class you saved on that device. The coach, the level and the day are never reused. Each reused value is marked from your last class.
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 menu offers two doors: Edit the class, which carries the change to every day, and Edit followed by a day name, for example Edit Monday, which only touches that day.
Delete removes the class from the timetable, and its bookings go with it, past ones included. To delete a class, tick it on the Classes page and choose Delete in the menu of the bar, or open the class and use Delete the whole class, which asks you to type its name. Both land in the Trash, where you can still restore them. Delete class, in the menu of a card on the Schedule, removes only the slot you opened it on.
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 overview, 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
The class panel itself has no roster and no date, so there is nothing to cancel there. Open one date from its Sessions tab, or open the session from 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 check 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.
An amber line under the name warns you when the person has no active membership, or when an adult is booked into a kids' class. It never blocks you: you confirm and the booking goes through.
In the search box, the arrow keys move through the results, Enter picks one and Esc closes the list.
Log results appears only once the class has started.
- 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.Tap the check on their row when they arrive.
Watch out
Booking a member here spends one credit from their membership. Remove, in the More menu at the end of a row, cancels the booking and gives the credit back, unless the cutoff has passed and you switched on Cancelled after the cutoff: the session still counts. Cancelling then booking the same person again on the same session spends a second credit.
When the session is full
When the booked count reaches the capacity, the search field stays: press Add to waiting list to put the person in the queue. If Allow overbooking is switched on in your booking rules, Overbook books them in anyway.
The waitlist rows show the queue in order. Move into the class stays greyed out while the session is full, unless overbooking is allowed. To fit one more person without overbooking, raise the capacity for that date first, from the Sessions tab.
Checking someone in does not test the capacity: from the Counter or from the Kiosk you can always add one more person.
Watch out
Overbook only appears when the Allow overbooking setting is switched on.
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 to another day or time
Path: Classes › a class › Edit the class.
Change the days or the times in the form, then press Save. To move one weekday only, open the More menu of the class panel and choose Edit followed by the day name.
Watch out
A change made in the form moves the recurring slot for every week, not just this one. A single date cannot be moved: on the Sessions tab you can only change its coach and its seats, so cancel that session and create a one-off class instead.
What the schedule displays
The day is drawn from your opening hours. Set them in Settings › General › Hours & formats if your first or last class falls outside them.
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.
The Legend button at the end of the filters explains the colours of the classes and the Full and Low fill tags on the cards.
Month view shows each day as a tile: how many sessions it holds, how full it is, and a small coloured square for each type of class. A day that has not happened yet shows the bookings taken instead of a percentage, and a closed day says Closed. Tapping a day opens the Day view on that date.
03
Where are the booking rules, the check-in window and the class reminders?
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.
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 duration, the time and the capacity of the last class saved there, so a change here can stay invisible.
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.
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. When the front desk removes them, the credit goes back, unless you switched on Cancelled after the cutoff: the session still counts.
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.
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 › 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.
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
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.
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. 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.
Watch out
The two rows do not work the same way. The class reminder ships with email and LINE on, and each channel can be switched off in Settings › Automatic messages. Class cancelled by you 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 › 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.
Watch out
Running more than one site is part of the Max plan. On a lower plan the Add a space 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, each with its time, its name, its coach and a Book button. The number of places only shows when three or fewer are left, as 2 left, or as Full.
How far ahead they can book comes from Settings › Booking rules › Booking window › How far ahead, thirty days by default. You can also choose until the end of this week or of next week. A class further out simply does not appear, and with thirty days the last open day is today plus twenty nine, not today plus thirty. A membership can open a longer window for its holders, in Settings › Memberships, under Booking rules inside the plan.
A day you closed, or a session you cancelled, still shows in the list, greyed out and labelled. Tapping a class opens its 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, frozen, cancelled, no classes left, or a monthly payment overdue. Each class then shows Locked instead of Book. Tapping Locked explains the reason and offers to message the gym or open the membership.
If you turned on Allow booking without an active membership in Settings › Member portal › Member self-booking, a member without a membership can book anyway. It is off by default.
A full class shows Waitlist instead of Book, and the member confirms joining the waitlist. A member holding two valid memberships or more is asked which one to use.
A class that is inside your Minimum notice, in Settings › Booking rules › Booking window, shows Too late instead of Book. Your team can still add the member at the desk.
Watch out
On a class pack, booking spends the credit immediately, and cancelling within the rules 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 rules › 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.
Moving a booking to another class follows the same deadline, counted from the class the member leaves. A booking still awaiting payment can be cancelled at any time.
Under it, Cancellation policy shown to members is free text, with one version for each language you serve, 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 Ready to check in card, with a Check in button, in the window around the class start time. The width of that window is Settings › Check-in › 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 software marks the booking present by itself, at once if it is made inside the window and otherwise when the window opens, so the card has little left to do.
The email that confirms a booking
The confirmation email carries the class, the date, the time, the coach and the address of the place, when you have filled them in. An Add to calendar button gives the member a file for their calendar. The same button is there when the booking was made at the front desk or on your public page.
In a studio that writes to its members in two languages, a member with no language on their file receives both, one under the other. The status of the booking, for example Confirmed, is then written in both languages on the card.
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 screens that use it.
Set the window
Path: Settings › 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 Counter 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.
In the session panel on the Desk, a session on another day offers no Check in button either: check-in opens on the day of the session.
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 Ready to check in card, with a Check in button, only if three things are true at once: the class is today, they have a booking for it that is neither checked in yet nor waiting for a payment, 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
The kiosk 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 on the supervised paths: it warns at the desk, it is enforced on the member phone, and it decides which classes Entrance check offers. 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.
The booking is marked present when its check-in window opens, not at the moment it is made, so a class next week stays booked until then. It covers every booking that is still booked at that point, including those your staff entered, and leaves alone a booking that is waiting for a payment.
Watch out
With this on, a member who books online and never shows up is counted as present once the window opens, and the Ready to check in card has nothing left to do in their space. 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.
