Class Booking from the Portal

The GymPoint member portal lets your members browse your class schedule and book spots on their own. This reduces the workload on your front desk and gives members the convenience of managing their schedules anytime.

Prerequisites

Before members can book classes through the portal, make sure:

1. Class booking is enabled. Go to Settings > Members > Portal and toggle on Class Booking.
2. Classes are scheduled. Your class schedule must be configured under Schedule in the admin dashboard.
3. Capacity is set. Each class should have a maximum capacity so the system can track available spots.

Browsing Available Classes

When a member clicks Classes in the portal navigation, they see a weekly schedule view.

The schedule displays:

• Class name — the title of the class (e.g., "Spin Express," "Yoga Basics")
• Date and time — when the class takes place
• Instructor — who is teaching the class
• Duration — how long the class runs
• Available spots — how many spots remain out of total capacity
• Location — the room or area (if your gym has multiple spaces)

Members can navigate between weeks using arrow buttons and can switch between a calendar view and a list view depending on their preference.

Filtering classes:

Members can narrow the schedule using filters:

• Class type — filter by category (e.g., cardio, strength, yoga)
• Instructor — view only classes taught by a specific instructor
• Day of week — focus on specific days

Booking a Class

To book a spot:

1. Browse the schedule and find a class with available spots.
2. Click on the class to open its detail panel.
3. Review the class description, instructor bio, and any special requirements (e.g., "Bring your own mat").
4. Click Book This Class.
5. A confirmation message appears, and the class is added to the member's My Classes list.

The member also receives an optional confirmation notification via their preferred channel (email or SMS) if class confirmations are enabled in your notification settings.

Booking rules your gym can configure:

• Advance booking window — how far in advance members can book (e.g., up to 7 days ahead)
• Booking cutoff — how close to class start time bookings are accepted (e.g., no bookings within 1 hour of start)
• Maximum bookings per member — limit how many classes a member can have booked at once

These rules are configured by your admin under Settings > Bookings and are enforced automatically in the portal.

Canceling a Booking

Members can cancel their bookings if they can no longer attend.

To cancel:

1. Go to My Classes in the portal.
2. Find the upcoming class booking.
3. Click Cancel Booking.
4. Confirm the cancellation.

The spot is immediately released and becomes available for other members. If there's a waitlist for that class, the next person on the list is automatically notified.

Cancellation policy:

Your gym can set a cancellation deadline (e.g., must cancel at least 2 hours before class). If the member tries to cancel after the deadline, the portal displays a message explaining the policy. Late cancellations can optionally count as a no-show, depending on your configuration.

Waitlist Enrollment

When a class is full, members can join the waitlist instead of missing out entirely.

How the waitlist works:

1. The member clicks on a full class (it shows "0 spots available").
2. Instead of a "Book" button, they see Join Waitlist.
3. Clicking it adds them to the waitlist in order of request time.
4. If a booked member cancels, the first person on the waitlist is automatically promoted to a confirmed booking.
5. The promoted member receives a notification that they've been booked into the class.

Waitlist settings your gym can configure:

• Auto-promote — automatically move waitlisted members into open spots (recommended)
• Promotion cutoff — stop promoting from the waitlist within a certain time of class start (e.g., 30 minutes before)
• Waitlist capacity — limit how many people can be on the waitlist for a single class

Members can remove themselves from a waitlist at any time by going to My Classes and clicking Leave Waitlist.

Class History

Members can review their past class attendance under My Classes > History.

This section shows:

• Class name and date
• Instructor
• Attendance status (attended, no-show, canceled)

Class history helps members track their workout variety and frequency over time.

Tips

• Keep your schedule up to date. Members lose trust in the portal if classes are listed that don't actually run.
• Add class descriptions. Especially for newer members, knowing what to expect from a class encourages booking.
• Set reasonable cancellation deadlines that balance member flexibility with your planning needs.
• Use waitlists for popular classes to gauge demand. If a class consistently has a long waitlist, consider adding another session.