How to Manage Group Classes at a Gym: Schedule, Capacity, Booking, and Attendance

A group-class schedule is not only a calendar. It is a promise about a time, a branch, a coach, a limited number of places, and the member balance used to book. When those records live in separate chats and spreadsheets, the front desk spends the day checking the same facts again.

The operating problem

GymFlow puts the class schedule, capacity, booking, cancellation policy, class balances, and attendance result in one workflow. The system keeps each class tied to its branch and checks the available places when a booking is made.

A group-class workflow that the front desk can follow

1. Create the class: Set the class name, description, start time, duration, branch, and maximum capacity.
2. Choose the schedule: Create one class or repeat it weekly with a clear end date and the branch time zone.
3. Check the member balance: Use the member's included class balance first, then a valid purchased class balance when the included balance is used.
4. Apply the cancellation policy: An early cancellation returns the balance. A late cancellation is recorded against the member according to the branch policy.
5. Record the result: After the class ends, record attended or did not attend. The system does not allow a no-show result before the class has ended.

Before you publish the schedule

• Set a capacity for every class.
• Define the branch cancellation window.
• Decide whether the plan includes class balance.
• Tell the front desk what happens when a class is cancelled.
• Review attendance after the class, not before it ends.

See the workflow in GymFlow →