Content:
Booking Rules & Permissions
Staff Scheduling & Availability
Calendar, Grid, and Scheduling Interface
Notifications & Communication
Feature Requests & Roadmap Items
Client Experience & Limitations
Cross-Club Functionality
Booking Rules & Permissions
For questions about confirmation, lead time, availability settings, and permissions.
Q: Why can I not book within the next hour? Our studio needs to be able to always make bookings.
A: Verify how your studio’s booking policies are setup. If the studio needs to make bookings at all times, we recommend to set lead time to 0.
Q: Why doesn’t it say “Booking is Confirmed” when adding a client to a class?
A: Once you create the booking, staff will still need to click “Confirm” to confirm the booking. If staff is not seeing the option to confirm, ensure they have the appropriate permission.
Q: Will it allow a staff to override availability when booking appointments?
A: There is a scheduling permission tied to overriding availability for service and classes.
Q: I don't see the availability icons next to staff names to include additional availability.
A: The availability icon requires a specific new permission.
Q: Can we cancel a member's individual recurring bookings? (e.g., cancel all Monday bookings)
A: Yes, that will be part of the overall series management feature where you can cancel a series of classes that a member has booked.
Q: Will we also be able to cancel recurring bookings?
A: You can currently use the bulk class edit feature, but we will be adding the ability to cancel/edit the series as well.
Q: If someone opts out of texts, will class texts still go to them?
A: If they’ve opted out of promotional texts, they will still receive transactional ones. If they've hard opted out of all communications, they won't receive any.
Q: Is the text through Connect or directly in ClubReady?
A: If you are using Connect, the texting and reminders will go out through Connect. If not, it will go out through ClubReady.
Q: Can you only drag and drop on the same day?
A: Yes. Currently, drag and drop is only an option on the Grid Day View.
Staff Scheduling & Availability
Covers instructor availability, cross-location visibility, and conflicting schedules.
Q: If an instructor is scheduled at one studio, their appointments are also showing in their other location (which is confusing).
A: Our old UI behaves the same when an instructor has access to 2 or more locations. There is a "Hide Cross Club" function to come.
Q: I added availability to an instructor but it does not show up on the old UI page as available.
A: When changes are made to the new schedule UI, they will not translate to the old interface.
Q: What if instructors work at multiple locations?
A: The schedule will only display for the location the instructor is logged into, but it will also display bookings from other clubs (cross-club bookings) where they are an instructor.
Q: Can we set it up for trainers to receive a text or push notification when they have an upcoming session with a client? (The same way members currently get a text 2 hours before)
A: This functionality currently does not exist for trainers but we can consider the request for prioritization.
Q: If we have front desk employees who also offer classes, is there a way to prevent them being booked overlapped.
A: There currently no functionality to account for non instructors.
Q: What is your recommendation for setting availability for services for the club since trainers schedules change week to week? i.e., I may come in during off hours for a 1 on 1 trial workout?
A: The feature currently can only update the availability for a specific day. You are able to adjust the availability on the spot for a specific day if they become available. There could be an option down the road to expand this or update for the entire week.
Q: Does conflict event resolution search for Cross Club Bookings?
A: Conflict resolution is only managed within the club at this point in time.
Q: How do I enable my instructors to message members when a class is canceled?
Is it the same as the old UI?
A: Permissions needed:
- Classes: Can access classes
- Classes: Can cancel scheduled classes
Calendar, Grid, and Scheduling Interface
Questions on time grid setup, UI behavior, filters, and views.
Q: How can you get the left side of the grid to start at a specific time?
A: Grid start time is set based on your settings in ClubReady (Setup > Scheduling > Scheduling Settings).
Q: Does ClubReady have a date selector? Can I only advance to a future date by using the provided arrows?
A: You can use the calendar on the top left as a date picker.
Q: Not all my classes are showing up when I switch — how do I troubleshoot?
A: Try checking your filters. If no filters are set, contact support for help.
Q: In list view, under the date there are two icons — one works but the 9-dot box doesn’t. Is it supposed to?
A: There are two views: one is an expanded roster with more functionality, and the other is a consolidated roster view similar to the old UI.
Q: Can you only drag and drop on the same day?
A: Yes. Currently, drag and drop is only an option on the Grid Day View.
Q: For example, after booking Joe for a PT session, how do the other instructors know the room is booked. Does it automatically black out that time slot for the other instructors? There is only 1 PT room at our studios.
A: We are adding rooms management functionality to the Scheduling app next year that will account for the specific room availability/capacity. Right now the app only accounts for instructor availability. As a work around you could add a time block for all instructors at that time.
Q: Are there other scheduling tools that will integrate with ClubReady scheduling?
A: Feel free to check out our ClubReady Partners page.
Q: How can we change the class type (i.e. from Classic to Align) without cancelling everyone out?
A: There is a change class type option and also a bulk edit feature. You can also edit date/time/instructor and use conflict management or have the ability to schedule over non-working hours with appropriate permissions.
Q: Are you able to change the class type without having to cancel pre-registered customers?
A: There is a change class type option within the bulk edit feature. You can also edit date/time/instructor and use conflict management or have the ability to schedule over non-working hours with appropriate permissions.
Q: How far out can we create classes on the schedule? The current UI is 5 years.
A: New UI will allow you to schedule classes for up to 2 years.
Q: Which mobile app do I use?
A: The new Bookings tab is not available on the mobile app, however, the new Bookings URL is optimized for use on mobile devices!
Notifications & Communication
How staff and clients are notified about bookings, changes, and cancellations.
Q: Can you send a templated email within the class page to all attendees?
A: On our 2025 roadmap we will be integrating the option to create email templates via 'drag and drop' editor and use them through Scheduling.
Q: If I drag and drop to a new instructor, will a new confirmation be sent out to the member alerting them of the change?
A: Right now the application requires you to trigger that notification via the checkbox so it is not available for Drag and Drop. We can consider that as an enhancement to automatically trigger that notification on Drag and Drop.
Q: If someone comes off the waitlist, can they get a text instead of just email?
A: Adding someone from the waitlist should allow reminders to be triggered. We're planning to make this automatic.
Q: Is there a feature that sends an automatic calendar invite when a booking is made?
A: If you trigger an SMS reminder through the booking process, the member can click the link in the message to add the booking to their personal calendar.
Q: Is there a way to add a language preference to the client profile especially for new leads so we know how to address them?
A: An option to reference a language preference would be to add it as a note and pin it to the top of the notes section. Learn more here Bookings (New UI): Pinning Notes.
Q: Will the notes show up in Work It?
A: Class notes are not visible in Work It. Work It is used for logging client contacts, sending emails or texts, and viewing call history and notes. It includes features like phone calls, emails, SMS, and person-to-person contact logging, but class notes are not part of this feature. Learn more about Work it with: How-to: Log a Client Contact Using Work It
Feature Requests & Roadmap Items
Covers potential or upcoming features, enhancements, and backlog items.
Q: Is there a bulk way to add class time without adding instructors?
A: No, we do not bulk upload.
Q: For class scheduling, ClubReady has the option to upload in bulk (like we do with inventory) will we have the same ability?
A: No, this is a feature request and can be added to the roadmap.
Q: Is there a way to sync trainer calendars with a 3rd party scheduling app that we use as the trainers schedules change from week to week?
A: We currently do not have any integrations to sync trainer calendars to 3rd party apps but we can consider it as an item for our backlog to include in the future roadmap.
Q: If there is a duplicate lead/prospect, can it display a link to the profile?
A: We can add a request to our roadmap.
Q: Will it allow a staff to override availability when booking appointments?
A: There is a scheduling permission tied to overriding availability for service and classes.
Q: Is there a way to create a waitlist for 1:1 service?
A: Currently, our waitlist feature is only available for classes, not for 1:1 services. Submit a feature request if you feel this is needed!
Client Experience & Limitations
What members can or cannot see/do, and how staff can manage client-facing details.
Q: Can the members see the class/service notes?
A: This is strictly a staff/studio facing application and members cannot see the notes.
Q: Can we cancel a member's individual recurring bookings? (e.g., cancel all Monday bookings)
A: Yes, that will be part of the overall series management feature where you can cancel a series of classes that a member has booked.
Q: If someone opts out of texts, will class texts still go to them?
A: If they’ve opted out of promotional texts, they will still receive transactional ones. If they've hard opted out of all communications, they won't receive any.
Q: Is there a way to enlarge the member’s picture?
A: Outside of modifying the picture (within their Wellness Profile) this will be considered a feature request.
Cross-Club Functionality
Relates to users and features spanning multiple studio locations.
Q: If an instructor is scheduled at one studio, their appointments are also showing in their other location (which is confusing).
A: Our old UI behaves the same when an instructor has access to 2 or more locations. There is a "Hide Cross Club" function to come.
Q: What if instructors work at multiple locations?
A: The schedule will only display for the location the instructor is logged into, but it will also display bookings from other clubs (cross-club bookings) where they are an instructor.
Q: Does conflict event resolution search for Cross-Club Bookings?
A: Conflict resolution is only managed within the club at this point in time.
Q: Does the search for all bookings pull cross-club data?
A: The search functionality pulls bookings only for the club where the user is currently logged in.
Q: Is it possible to search across locations for a new class booking?
A: Yes, you can do cross-club booking in the new UI. Learn how with our two help articles:
Bookings (New UI): Cross-Club Class Booking
Bookings (New UI): Cross-Club Service Booking