Classes, bookings and attendance

This guide shows you how to set up classes, put them on the schedule and run each session. You will also learn how bookings, waitlists and attendance work, and how to fix mistakes. It is for gym managers and instructors.

Before you begin

• The Gym add-on must be installed and you need permission to edit Gym.
• Know your class names, how long they run, how many people fit and where they happen.
• For members to book using their membership, their plan needs a Gym class benefit. See Set up membership plans and offers.

Where to find it

• Classes: Gym → Classes
• Schedule and sessions: Gym → Schedule
• All bookings: Gym → Bookings
• Visits and attendance: Gym → Attendance

Key idea: class vs session

A class is the reusable description, such as "Spin 45". A session is one scheduled time for that class, such as "Spin 45 on Tuesday at 6 pm". You create the class once and schedule many sessions.

Create a class

1. Open Gym → Classes and choose New class.
2. Enter the Class name and Description.
3. Set Duration (minutes), Capacity and Location.
4. Choose Create class.

Changing duration or capacity later only affects new sessions. A class name or location change also shows on existing sessions. You can only delete a class that has never been scheduled. Otherwise choose Deactivate to keep its booking and attendance history.

Schedule a session

1. Open Gym → Schedule and start scheduling a class. The dialog is titled Schedule class.
2. Choose the Class.
3. Set Starts. Times are shown in your gym's timezone.
4. To repeat, tick Repeat weekly and set Repeat until. Sessions repeat on the same weekday and time, for up to 52 weeks.
5. Choose the Instructor.
6. Optional: set a Capacity override. Leave it empty to use the class capacity.
7. Under Member booking rules, set Booking closes (minutes before) and Cancellation closes (minutes before). Use 0 for the class start time. Staff can still help at the front desk after online booking closes.
8. Tick Allow a waitlist if people can queue when the class is full.
9. Add Notes if needed.
10. Choose Schedule class (or Schedule series for repeats).

What you should see: the session on Schedule with status Upcoming. Use Day or Week view, filter by Class, or tick Available spots only to find open places.

Run a session

Open a session from Schedule. The page shows the roster and a Session details panel with booking cutoffs, waitlist setting and whether it repeats.

Add a booking

Choose Add booking, select the person and confirm. When the session is full, the button changes to Add to waitlist, or Session full if there is no waitlist.

Check people in

• One person: choose Check in on their row.
• Several people: choose Select all shown, untick anyone who isn't there, then choose Check in selected.
• Mark people who didn't come as No-show.

Use the filter chips Booked, Waitlist, Checked in, No-show and Cancelled to focus the list.

Promote from the waitlist

When a spot opens, Spacebrain shows "A spot is available." with the next person in line. Confirm with that person that they can still come, then choose Promote to booking. No automatic messages are sent, so contact them yourself.

Finish the session

Choose Complete when the class is over.

Edit or cancel a session

• To change a session, choose Edit session. For a weekly series, choose Apply changes to: Only this session or This and future sessions in this series.
• To cancel, choose Cancel session. For a series, choose Only this session or This and future sessions in this series. Active bookings and waitlist entries are cancelled. Attendance already recorded is kept. Choose Keep session to back out.

Let booked members know about a cancellation. Check whether any membership units need releasing in Memberships → Usage.

Review bookings

Gym → Bookings lists every booking across all sessions. Filter by Booked, Attended, No-show or Cancelled. The Access column shows how each booking is covered.

Review and correct attendance

Gym → Attendance lists every visit, for classes and open gym.

1. Pick a range: Today, Yesterday or Last 7 days.
2. Filter by status, such as Still open or Checked out, and by visit type (Class or Open gym).
3. To fix a visit, choose Correct times, or Record missed checkout if someone never checked out.
4. Enter Checked in, Checked out and a Reason, then choose Save correction.

Choose Correction history to see earlier changes.

How members book

Members with a private member link (see Front desk and check-in) see Book a class with sessions for the next 30 days. They can choose Book or Join waitlist, and cancel from Your bookings until the cancellation cutoff.

Worked example: a weekly spin class

1. Create "Spin 45": 45 minutes, capacity 20, location "Studio B".
2. Schedule it every Tuesday at 6 pm with Repeat weekly until the end of the year.
3. Set Booking closes to 60 minutes and Cancellation closes to 120 minutes. Tick Allow a waitlist.
4. On Tuesday, 22 people want in: 20 are booked and 2 are on the waitlist. One cancels, you call the first waitlisted member and choose Promote to booking.
5. At 6 pm you use Check in selected for everyone present and mark two No-show.

If something goes wrong

• A member can't book online. Booking may have closed, the session may be full, or their plan may not cover this class.
• The wrong sessions changed. Check whether you chose Only this session or This and future sessions in this series, then edit again.
• I can't delete a class. It has sessions. Choose Deactivate instead.
• A visit is still open from yesterday. Use Record missed checkout on Attendance.

FAQ

Is a waitlisted person booked?

No. They are only booked after you choose Promote to booking.

Does cancelling a session refund members?

No. Handle any refund in Gym → Payments.

Next step

Review Memberships for renewals and benefit rules, or return to Gym operations.