Online Booking Configuration

Online booking lets your members reserve spots in classes directly from the member portal or your website. This reduces front-desk workload and gives members the flexibility to manage their own schedule. Here is how to set it up.

Enabling Online Booking Per Class

Online booking is controlled at the class level, so you can offer it for some classes and not others.

1. Navigate to Classes.
2. Click on the class you want to enable booking for.
3. Under the Booking section, toggle Allow Online Booking to on.
4. Click Save.

When enabled, the class appears in the member portal's schedule view with a Book Now button. When disabled, members can see the class on the schedule but cannot reserve a spot online - they would need to contact the front desk.

Tip: You may want to disable online booking for personal training sessions or invite-only classes while keeping it active for all group fitness offerings.

Booking Windows

Booking windows control how far in advance (and how late) members can reserve a spot.

1. Go to Settings > Bookings > General.
2. Configure the following settings:

Advance Booking Limit

Set the maximum number of days in advance a member can book. For example:

• 7 days - Members can book classes up to one week ahead.
• 14 days - Two weeks ahead.
• 30 days - One month ahead.

A shorter window prevents members from hoarding spots in popular classes weeks in advance. A longer window gives planners more flexibility.

Booking Cutoff

Set how close to the class start time a member can still book:

• No cutoff - Members can book right up until the class starts.
• 15 minutes before - Booking closes 15 minutes before class time.
• 1 hour before - Booking closes one hour before.
• Custom - Set any cutoff in minutes or hours.

3. Click Save to apply these rules to all classes with online booking enabled.

You can also override these settings for individual classes in the class editor under the Booking section.

Cancellation Policies

Cancellation policies help you manage no-shows and keep class rosters accurate.

1. Go to Settings > Bookings > General.
2. Configure the following:

• Cancellation Window - How far before the class start time a member can cancel without penalty. Common settings are 2 hours, 4 hours, or 12 hours.
• Burn a Credit on Late Cancel - Optional toggle. When on, a late cancel also deducts one class credit from the member's pack, on top of any fee below.
• Deduct a Session on No-Show - Optional toggle. When on, a no-show also deducts one class credit, on top of any fee below.
• Auto No-Show Grace Period - How many minutes after class start GymPoint should automatically mark a member a no-show if they never checked in. Leave blank to mark no-shows manually from the roster instead.
• Late-Cancel Fee - A dollar amount charged when a member cancels inside the cancellation window. $0 turns the fee off; with a fee set, the cancel is allowed and the fee is charged to the member's card on file, or invoiced if there is no card on file. With $0, GymPoint still blocks the late cancel.
• No-Show Fee - A dollar amount charged when a member is marked a no-show, whether by staff on the roster or by the auto no-show sweep above. $0 turns the fee off.

3. Click Save.

Both fee amounts can be overridden per program in the class editor's Booking section, which is useful if only a few high-demand classes need a stricter policy. A blank override inherits the organization-wide amount.

Members see the cancellation policy when they book a class, on the public booking page, in the cancel dialog, and in their confirmation email, so there are no surprises. See Late-Cancel & No-Show Fees for how the fees are charged, invoiced, and waived.

Member Portal Booking Experience

Here is what the booking process looks like from your member's perspective:

1. The member logs into the Member Portal.
2. They navigate to the Schedule tab, which shows a weekly calendar of all bookable classes.
3. They click on a class to see details (description, instructor, available spots).
4. They click Book Now to reserve their spot. A confirmation message appears immediately.
5. The member receives a confirmation email with the class name, date, time, and location.
6. Before the class, they receive a reminder notification (configurable under Settings > Bookings > Notifications).
7. To cancel, they return to the Schedule tab, find their booked class, and click Cancel Booking.

Members can also view their upcoming bookings in the My Bookings section of the portal.

Embedding the Booking Widget

To let non-members or website visitors view your schedule and book classes:

1. Go to Settings > Bookings > Widget.
2. Copy the embed code and add it to your website.
3. The widget displays your public class schedule with booking functionality for logged-in members.