Booking Rules & Best Practices
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How to create a schedule so users can book a class?
If you want to create an in-person classes calendar, you’ll need to use a Club Management System (CMS) integrated with Wellhub. Without a CMS, you won’t be able to create a calendar for in-person classes.
Club Management Systems (CMSs) are softwares that allow you to manage visitors, class schedules, and payments in your space gym or studio. You can integrate your CMS to Wellhub to automate bookings.
- To create a live classes calendar, you’ll need to either create your schedule through the Partner Portal or through your chosen CMS.
Bookings refers to a reservation made by a user to access a partner facility or service, such as a gym, fitness studio, personal trainer session, or wellness class, through the Wellhub app platform.
Here’s everything you need to know about bookings and how they work.
How does the booking feature work?
First, you need to register the classes of your fitness facility according to the dates and times available.
Conventional workout
For conventional workouts, such as weight training, it is not necessary to utilize the book class feature.
If you already use a CMS in your gym or studio, you’ll need to request the integration with Wellhub by logging in the Partner Portal > Integrations on the main menu. If you have questions about how to create a class schedule in your CMS, check our Help Center.
Summary:
Activities
Bookings are only used for activities like massages or group classes, for example: swimming, dance, yoga, pilates, etc.
To book an appointment, the user will have to access your space’s profile on the Wellhub app and search for the desired activity.
When the users finds the wanted activity, they’ll just click on "book a class", select the desired day and time and confirm. The schedule is completely managed by your fitness facility administrator.
If the booking is completed successfully, users will receive an email with more information about the class, such as the access link, password, and instructions to prepare for it. They will also be able to see the class details directly on the Wellhub app.
Resources
Support
Booking Rules
Duration of the Classes
When creating your calendar, you must define the duration of the classes - they must be at least 30 minutes long – and choose the days of the week and times your classes will take place.
1
Activity Description
When you create an in-person class, it is very important to have the description of the activity available so that users can schedule it according to what they are looking for.
2
Members Check-in
After a booking, users also need to check-in at the partner. The check in button only appears in the app 30 minutes before the class starts.
3
Cancellation Window
The cancellation window for booked classes can be set to up to 24 hours before the class starts.
4
Number of Classes
All users who are active on any Wellhub plan will be able to book only one live class per day, without exception. The daily check-in can be used in an in-person class, virtual class, and Personal Trainer.
5
Cancellation Reminder
Users will receive a late cancellation reminder 24 hours before the event reminding them to cancel a class in case they are not able to make it.
6
Late Cancel or No Show
If a user later cancels or no show to a booked class, they will lose their daily check-in.
7
Communication Channels
Your fitness facility should not use communication channels outside of our system to cancel classes (e.g., WhatsApp, email, direct message).
8
Number of attendees
When creating an in-person class, it is essential that you pay attention to the number of attendees you can receive in your fitness facility in order to be able to offer the best experience to the users.
9
Regular Check-in Process with Booking
- Search for a class to book;
- Once found, book the class;
- Reach out to the partner offering the activity;
- Check in using the Wellhub app.
Wellhub User (Member)
- Opens the Portal and sees the pending check-in (manual) OR the CMS communicates with the Wellhub system to validate the check-in;
- If it's manual, the partner clicks to validate. If automated, the partner verifies the validation and grants access to the user.
Wellhub Partner
- The booking status will be updated from "Booked" to "Completed";
- The payment system will verify the partner's commercial terms and pay accordingly, monthly.
