# Classes, bookings and attendance

> Create gym classes, schedule single or weekly sessions, set booking cutoffs and waitlists, check in attendees, cancel sessions and correct attendance.

Canonical: https://help.spacebrain.ai/gym/classes-and-bookings/
Last modified: 2026-09-25T00:00:00.000Z

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 [#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](/memberships/set-up-plans-and-offers/).

## Where to find it [#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 [#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 [#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 [#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 [#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 [#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 [#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 [#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 [#finish-the-session]

Choose **Complete** when the class is over.

## Edit or cancel a session [#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 [#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 [#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 [#how-members-book]

Members with a private member link (see [Front desk and check-in](/gym/front-desk/)) 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 [#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 [#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 [#faq]

### Is a waitlisted person booked? [#is-a-waitlisted-person-booked]

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

### Does cancelling a session refund members? [#does-cancelling-a-session-refund-members]

No. Handle any refund in **Gym → Payments**.

## Next step [#next-step]

Review [Memberships](/memberships/) for renewals and benefit rules, or return to [Gym operations](/gym/).