Schedule

Open “Schedule” in the admin menu. A class belongs to a branch and can have an area, a class type and one or more coaches. Switch between “Day”, “Week”, “Timeline” (one column per area, to see whether a studio is free) and “Fill rate” (classes from the emptiest, with a “Half-empty” filter). With several branches you can narrow the view to one branch.

• Class types come with the club: easygym creates two, “Group” and “Personal”. Add, rename, recolour or delete unused ones under “Schedule” → “Class types”.
• Areas are added under “Resources” → “Areas”, coaches under “Staff” → “Instructors”.
• Area rentals appear next to classes, marked “Rental”; the resources guide explains how to cancel or move them.
• A coach whose account is linked to a coach card sees only their own classes, with the note “Only your classes are shown”.

1. 1In “Schedule” press “Class”: the “New class” form opens on the day you were looking at.
2. 2Fill in “Name”, pick the “Branch” and, if needed, the “Area”, “Class type” and “Instructors”. Only active coaches with a coach card are listed: a team member with the “Instructor” role gets one with “Create coach card” on “Staff” → “Team”.
3. 3Set “Date”, “Start” and “Duration, min” (from 5 to 720 minutes).
4. 4Enter “Capacity” (from 1 to 1000, or empty for no limit) and the “Drop-in price” paid by people without a suitable membership.
5. 5Choose “One class” or “Weekly”. For a series tick the weekdays and end it after a number of “Times” or “Until” a date.
6. 6Check the “Will create” counter and press “Create”.

Open the class from the schedule. Administrators and managers see “Edit” next to its name and the “Cancel class” and “Delete class” cards; the front desk and coaches only view it.

1. 1Press “Edit”: the form holds the name, date, start, duration, capacity, area, class type, drop-in price and coaches.
2. 2For a class from a weekly series, choose under “Apply to”: “Only this class” or “This and the following classes in the series”.
3. 3Change what you need and press “Save changes”.

• In a series each class keeps its own day: only the fields you changed are applied to this class and the later ones, and earlier classes stay as they are. The date changes only for a single class; to move a series to another weekday, cancel the rest of it and create a new one.
• Capacity can’t go below the number of people already booked — cancel bookings in the roster first. New spots go to the waitlist at once, just like a spot freed by a cancellation.
• If the time of an upcoming class changes, everyone booked or on its waitlist gets a message with the old and the new time, and their booking stays.
• A new drop-in price applies to new bookings; people already booked keep theirs.
• To replace a coach, tick the new one under “Instructors” and untick the old one — for this class or for the rest of the series. Pay goes to whoever leads the class.

1. 1Press “Cancel class…”; for a series choose “Only this class” or “This and the following classes in the series”.
2. 2Write the “Reason” — members see it in the message — and press “Cancel class”.

• Every booking is cancelled at no charge: a class taken from a pack goes back to it and an unpaid drop-in is no longer owed. The waitlist is cleared.
• Booked and waitlisted people get an email with the reason. The member area shows the class as “Cancelled by the club”, and it can’t be booked.
• Drop-ins already paid for are listed on the class page under “Money to return”. A card payment made online also appears under “Needs attention” in Settings → Payments and is returned with “Refund” in the member’s card; cash is returned at the front desk.
• The coach is not paid for a cancelled class. A class where someone has already checked in took place and can’t be cancelled.
• The schedule keeps the class with a “Cancelled” mark.

When a club is created, easygym sets up its booking rules from the club type. For group classes the rule is:

• Booking closes 1 hour before the start.
• A class can be booked up to 14 days ahead.
• A drop-in visit is paid at check-in, not when booking.
• Cancelling 12 hours or more before the start is free: paid money is due back in full and a class from a pack is returned.
• Cancelling 12 to 2 hours before the start: the club keeps half of the drop-in price, and a class from a pack is still returned.
• Cancelling less than 2 hours before: nothing is refunded, an unpaid drop-in stays owed and a class from a pack counts as used.

Change the rules

1. 1Open “Settings” → “Booking rules”. Each rule shows what it applies to and what it means in plain words.
2. 2Press “Edit” under a rule, or “Add rule” at the bottom.
3. 3Give it a “Name”. With several branches, tick the “Branches” it covers; none ticked means every branch.
4. 4Under “Applies to” choose “All classes and rentals”, “Class types” or “Area rentals”. For “Class types” tick the types; “Area rentals” covers every area rental.
5. 5Set “Book up to, days ahead” and “Booking closes, hours before the start”. For area rentals also set the “Rental length, minutes”: “Shortest”, “Longest” and “Step”.
6. 6Choose “When a drop-in pays” and the “Cancellation” terms. For “Depends on notice” add refund steps with “At least, hours before” and “Refund, %”.
7. 7Check “In plain words” and press “Save rule” or “Create rule”.

• The narrowest rule that fits wins: a class type rule or an area rental rule beats a rule for all classes and rentals. Between two rules of the same kind, one for chosen branches beats one for all branches.
• Changes apply at once to new bookings and to cancellations, including cancellations of bookings made earlier.
• An area rental rule covers rentals only. Classes held on an area follow the rules for classes.
• A rule must leave a moment to book: “Booking closes” has to be fewer hours than “Book up to” in days × 24, and without a “Shortest” rental length the “Step” cannot be longer than the “Longest”. Otherwise easygym does not save the rule and says which limit to change. A rule saved earlier with such limits is flagged in the list and cannot be turned on until it is changed.
• A refund step as long as “Book up to” or longer is saved with a warning: members cannot book that early, so it only covers bookings staff make past the rules and bookings made before “Book up to” was shortened.
• “Waitlist offer, minutes” sets how long a spot that opens less than 12 hours before the start is held for the next person on the waitlist.
• A deleted rule stops applying at once, and the bookings it covered follow the next rule that fits. Only administrators change booking rules.
• “Turn off” stops a rule the same way but keeps it in the list, marked “Inactive”: you can still change it and “Turn on” it again.

1. 1Open the class from the schedule.
2. 2In the “Add participant” card pick the person under “Choose a person”.
3. 3Press “Add participant”: the person appears in “Roster”, or in “Waitlist” if the class is full.

• If the person’s membership covers the class, the booking is marked “Covered by plan”; a class pack is charged for the visit. Otherwise the drop-in price becomes an unpaid charge on their card.
• If a booking breaks the rules, easygym names the reason. Administrators and managers can tick “Book anyway” and fill in “Reason”, which also lets them add someone to a full class; the front desk cannot.
• Administrators and managers can “Cancel booking” in the roster: the same cancellation rules apply and the spot goes to the waitlist. Money already paid is refunded by the club separately, not automatically.

When a class is full, a new booking from the admin or the member area joins the waitlist instead of being refused. The class page shows the queue in order.

• When a spot frees up 12 hours or more before the start, the next person is booked automatically, paying by membership or drop-in as usual.
• Closer to the start, the spot is held for the next person for 15 minutes: the class page shows “Offered” and until when, the member area says “A spot has opened up for you — confirm your booking at the club”, and staff book them from the class page.
• The person gets an email with the class, its time and until when the spot is held. It also appears in their conversation in “Inbox”.
• If the offer is not taken in time, it passes to the next person within a few minutes, with no booking or cancellation needed, and they get the same message. When nobody is left waiting, the spot is open to anyone.
• On “Home”, “Needs attention” shows “Waitlist spot open” when a class has free spots and people waiting, and “Class with no bookings” for empty classes today and tomorrow.

A coach sees “My classes today” on “Home” and taps a class to take attendance. Front desk staff, managers and administrators open the same screen with “Take attendance” on the class page.

• Tap “Attended” or “No-show” for each person, and “Clear mark” to undo; “Everyone attended” marks all the rest at once.
• “Attended” opens one hour before the start and “No-show” at the start. Marks close at the end of the class day; after that only an administrator can change them.
• An unpaid drop-in cannot be marked as attended: the screen says “Unpaid — send them to the front desk”.
• “Attended” counts as a visit, like a front desk check-in, without charging the membership again. A front desk check-in cannot be removed by the coach.

• The “Schedule” section of the club website shows the next 7 days with free spots, “Full” or “Cancelled”. Booking happens in the member area, which visitors open with “My account”.
• The member area “Schedule” covers 14 days, with “Book” on each class or “Join the waitlist” when it is full.
• The same rules apply as at the front desk, without any override.
• “Bookings” lists upcoming classes and waitlist places; “Cancel booking” works until the start and shows at once what is refunded under the club’s rules.