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Fitness, coaching and classes

Separate private appointments, capacity-controlled classes, recurring series, packages, memberships, instructors, and substitutions.

Open the lead guide
An adult facilitator leads a small recurring program while an administrator checks attendance and session records; one calendar occurrence moves but remains connected to the series and participant.
A recurring program is more than repeated calendar blocks.Series rules, each occurrence, instructor assignment, attendance, and remaining session credit need separate but connected records.
How the work moves

Follow the booking from request to recovery

Use one complete workflow so a change cannot silently leave a person, place, payment, or message behind.

  1. Define whether the unit is a private appointment, class place, package credit, or membership entitlement.
  2. Set instructor, room, capacity, recurrence, cancellation, and substitution rules.
  3. Track each attendee and payment without treating the group as one customer record.
  4. Apply waitlist, credit restoration, and notification rules after a cancellation or class change.

What the setup must handle

Must-haves

  • Private and group booking models
  • Capacity and attendee records
  • Recurring-series exception handling
  • Package credits and membership access
  • Instructor substitution and room rules
  • Remote, in-person, and hybrid delivery

Deal-breakers

  • Recurring appointments are mislabeled as classes
  • One cancellation removes or charges the wrong attendees
  • Credits cannot be explained by staff and customer
  • Instructor changes break notifications or meeting links
Lead detailed guide

Plan private sessions, classes, courses, people, instructors, and delivery in one shared workflow

Open the detailed guide for this workflow.

Open the full guide

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