Booking clients into classes
Book members in at the desk, take them off again, and what TelosGym will and won’t let you do — including what happens when a class is full.
Members can book themselves through the client app, but reception will always need to book people in over the desk and on the phone. Both routes end up in the same place and follow exactly the same rules.
Booking someone in
Click the class on the timetable to open it. Under Bookings you'll see who's in, a 8 / 12 booked count, and a box to add someone.
- Start typing the member's name in Book a client.
- Pick them from the list.
- Click Book.
They appear in the list straight away and the count goes up.
Taking someone off
Click the remove person icon next to their name in the Bookings list.
That frees the space — and if anyone is on the waitlist, TelosGym immediately books the first person waiting into the space you just freed. You don't have to do anything. See How the class waitlist works.
When the class is full
Once the class hits capacity, the box changes from Book a client to Add to waitlist, and the button from Book to Waitlist. You can't overbook a class from here — if you genuinely need one more person in, raise the class's Capacity first (click the class, change Capacity, Save changes), then book them normally.
What TelosGym won't let you do
These come back as a clear message rather than a silent failure:
- Booking the same person twice into one class.
- Booking into a cancelled class.
- Booking into a class that's already started.
- Waitlisting someone when there's still space — if there's a seat free, that's a booking, not a waitlist entry.
Who can book
Booking, cancelling and managing the waitlist all need the Classes & Scheduling access area. A reception login without it can see the studio but not touch the timetable, so make sure whoever's on the desk has it — see Adding staff and a reception login.
Memberships and payment
Whether a booking is free depends on two things: whether the class has a drop-in price at all, and whether the member's membership covers classes right now.
If the class has no drop-in price, everyone books free — members and non-members alike. If it has a price, a covered member still books free, and anyone else gets charged. "Covered" is stricter than just having a membership on file: an overdue monthly membership or an expired day pass doesn't count.
Drop-in prices and paying for classes has the full picture, including what happens at the till and at check-in.
💡 Booking someone in doesn't check them in. Attendance is still recorded at the desk on the day — see Checking members in at reception.