Class Capacity & Waitlists

Managing class sizes ensures a good experience for members and helps you comply with room limits and safety requirements. GymPoint's capacity and waitlist features give you precise control over how many members can book each class and what happens when a class fills up.

Setting Class Capacity Limits

Capacity is configured at the class level:

1. Navigate to Classes and select the class you want to configure.
2. In the Capacity section, enter the Max Capacity (e.g., 20 for a spin class, 30 for a yoga studio, 50 for open gym).
3. Click Save.

When a class reaches its capacity limit, the Book Now button in the member portal changes to Join Waitlist (if waitlists are enabled) or becomes unavailable (if waitlists are disabled).

Per-Session Capacity Override

You can adjust capacity for individual sessions without changing the class default:

1. Go to Schedule and click on a specific session.
2. In the session detail panel, change the Capacity field.
3. Click Save. This override applies only to that one session.

This is useful when you temporarily move a class to a larger or smaller room.

Enabling Waitlists

Waitlists let interested members queue up for full classes:

1. Open the class in Classes.
2. Toggle Enable Waitlist to on.
3. Optionally set a Waitlist Capacity to limit how many people can join the waitlist (e.g., 10). Leave blank for unlimited.
4. Click Save.

When a member joins the waitlist:

• They see their position in the queue (e.g., "You are #3 on the waitlist").
• They receive a confirmation that they have been added to the waitlist.
• Their booking status shows as "Waitlisted" in their portal and in your admin view.

Auto-Promotion from Waitlist

When a booked member cancels, GymPoint can automatically promote the next person on the waitlist into the open spot.

1. Go to Settings > Bookings.
2. Toggle Auto-Promote to on.
3. Configure the auto-promotion settings:
   • Promotion Window — How far before the class start time auto-promotion is active. For example, if set to "Up to 2 hours before class," waitlisted members will only be promoted if the cancellation happens at least 2 hours before the session. Cancellations closer to class time require manual promotion.
   • Promotion Order — By default, waitlisted members are promoted in the order they joined (first in, first out). This cannot be changed.
   • Confirmation Required — Toggle this on if you want the promoted member to confirm before their spot is finalized. If they do not confirm within a set time window (e.g., 30 minutes), the next person on the waitlist is offered the spot.
4. Click Save.

Notifications for Waitlisted Members

Keep waitlisted members informed so they do not miss their chance:

Auto-Promotion Notification

When a waitlisted member is promoted to a confirmed booking, they automatically receive:

• An email confirming their new booking with class details.
• A push notification (if they use the member portal on mobile).

Confirmation Request (if enabled)

If Confirmation Required is turned on, the promoted member receives:

• An email and push notification asking them to confirm or decline the spot.
• A countdown showing how long they have to respond.
• If they decline or do not respond in time, the spot passes to the next person.

Waitlist Position Updates

Under Settings > Bookings:

• Toggle Position Updates to notify waitlisted members when their position changes (e.g., they move from #5 to #3).
• Toggle Class Reminder for Waitlisted to send a reminder before the class even if the member is still on the waitlist, so they know whether to plan for a potential spot.

Managing Waitlists Manually

As an admin, you can manage waitlists from the class session view:

1. Go to Schedule and click a class session.
2. Click the Waitlist tab to see all waitlisted members in order.
3. To manually promote a member, click the Promote button next to their name.
4. To remove a member from the waitlist, click the Remove button.
5. To reorder the waitlist (if needed for special circumstances), drag and drop entries.

Best Practices

• Set realistic capacity limits based on your room size, equipment count, and instructor preference.
• Always enable waitlists for popular classes. They help you gauge unmet demand and may justify adding more sessions.
• Use auto-promotion to fill cancellations without manual work. Set the promotion window to at least 2 hours so promoted members have time to prepare.
• Review waitlist data regularly under Reports. Classes that consistently have long waitlists are candidates for additional time slots.