Events & Concepts

Scheduling & Events

What it does

Events & Concepts is where you define the templates behind everything on the calendar. Before you can schedule a Yoga class on Tuesday, you first create a "Yoga" event concept that carries its capacity, duration, equipment, eligible members, and the rules for booking, waitlists, and penalties. Set it once here, and every scheduled instance inherits those settings — so the calendar stays consistent and your booking policies are enforced automatically.

Key concepts

• Event concept — the reusable definition of a class type (name, description, capacity, default duration, equipment, gender restriction, intensity). It is not a specific date; the calendar creates dated instances from it.
• Category — a grouping (Group Exercise, Personal Training, Workshop, Special Event) used for filtering and reporting. You can add and edit categories yourself.
• Booking & cancellation windows — when a class opens for booking, when cancellation closes, and the confirmation deadline after it ends.
• Waitlist conversion — the rule that promotes a waitlisted member when a spot frees up; can be FIFO or priority-based (e.g. premium members skip the queue).
• Strikes & bans — automated penalties: 1 no-show or late-cancel = 1 strike; 3 strikes in 30 days = a booking ban, with the ban length escalating for repeat offenders.
• Concurrent booking limit — a cap on how many active bookings a member can hold at once, to stop "slot hoarding".

Main tasks

Create an event concept

1. Go to Events (or Event Concepts) and click New concept.
2. Enter the name, description, capacity, default duration, and any required equipment.
3. Set who can attend — membership types, gender restriction, and whether it's a VIP event that needs a code.
4. Assign it to a category and save. It's now available to schedule on the calendar.

Configure booking, waitlist & penalty rules

1. Open the concept and find its Booking rules section.
2. Set the booking window (how early to open) and the cancellation deadline.
3. Turn on auto-waitlist and choose the conversion order — FIFO or membership-priority.
4. Review the strike thresholds and concurrent booking limit, then save.

Manage categories

1. Open Categories in the Events area.
2. Add, rename, or remove a category to match how your brand groups activities.
3. Save — existing and new concepts can be filtered and reported by these categories.

Tips

INFO

Waitlist membership is advisory: a member who is auto-promoted but doesn't attend is logged separately and not penalised — so set conversion timing and penalty rules with that in mind.

TIP

Restrict an event concept to specific zones so it can only be scheduled where the right equipment and space exist (e.g. spinning only in the cycle studio).

Related modules

Calendar & Scheduling · Clubs & Areas · Access Control