Scheduling
How do waitlists work?
When a class is full, members see a Join Waitlist button instead of a dead end. The queue is first-in-first-out with numbered positions that update automatically. When a spot opens, the next person is emailed and gets a 2-hour exclusive window to take it before the system moves on. Waitlists are included free on every plan.
The queue
- A member joins. GYMSNA first checks they have credits or an active membership, so the queue only holds people who could actually book.
- They get a position. Positions are first-in-first-out and renumber automatically when someone leaves.
- A spot opens. Usually someone cancels, or you add capacity.
- The next person is emailed and sees a green Book Now (Priority) button for the next two hours. Nobody else can take the spot in that window.
- They book, or the window expires. If it expires, the system advances to the next person and starts a fresh two-hour window.
Waitlist states
| State | Meaning |
|---|
| Waiting | In the queue, not yet notified. |
| Notified | A spot is available and their 2-hour priority window is running. |
| Booked | They took the spot. |
| Expired | They did not book inside the window, so the queue moved on. |
| Cancelled | They left the waitlist voluntarily. |
What you see as the owner
- The calendar shows a live waitlist count on each full class.
- Opening a class shows everyone waiting, in order, with a badge on anyone currently inside their priority window.
- You can add a spot to a full class with one click, and confirm whether to notify everyone waiting.
Emails members receive
| Email | When it sends |
|---|
| Waitlist confirmation | Immediately on joining, showing their position and the class details. No booking link - it is informational. |
| Spot available | When they reach the front of the queue and a spot opens. Includes the 2-hour deadline and a direct booking link. |
Why the credit check matters. Without it, queues fill with people who cannot complete a booking, and every opened spot burns a 2-hour window before reaching someone who can take it. Checking on join keeps the queue honest.