How the class waitlist works
The waitlist fills cancelled spaces on its own — who gets promoted, in what order, and the extra rules that apply to paid classes.
The waitlist fills the spaces that cancellations leave behind, without anyone at reception having to watch for them. It's worth understanding how it behaves, because most of what it does happens on its own.
You can only join a waitlist once the class is full
If there's a free space, TelosGym won't let you waitlist someone — it tells you to book them instead. That's deliberate: nobody should be sitting on a waitlist for a seat that's there for the taking.
So the waitlist only appears on the class once it's at capacity.
Adding someone
Open the full class from the timetable. The box under Bookings now reads Add to waitlist.
- Type the member's name.
- Click Waitlist.
They show up in the Waitlist section underneath, numbered in order.
It's strictly first come, first served
The numbering is the running order, oldest first, and TelosGym works down it in that order. There's no way to bump somebody up the queue — if you need to, take the person off and book them directly into a space you've made.
Promotion happens automatically
This is the part to trust: when a booking on a full class is cancelled, TelosGym immediately books in the first person waiting. Nobody has to notice the cancellation or do anything about it.
The promoted member moves out of the Waitlist list and into Bookings, and their waitlist entry is marked as promoted. If nobody's waiting, or the class still isn't full for some reason, nothing happens.
A promotion goes through exactly the same checks a manual booking does, so a promotion can never overbook a class.
Taking someone off
Click the remove person icon next to their name in the Waitlist list. They stop being considered for promotion.
Waitlists on paid classes
If the class has a drop-in price, two things are worth knowing.
At most studios, members can't waitlist a paid class from the client app at all. If you require prepayment for drop-ins — which is the default — there's no way to take the money at the moment someone is promoted, because the promotion happens inside somebody else's cancellation. Rather than half-book them, TelosGym blocks joining the waitlist for a priced class outright. Reception can still add them at the desk.
If someone is promoted into a paid class they're not covered for, the amount is recorded as owed. This happens when a class became priced, or a membership lapsed, after they joined the waitlist. They get a real booking, and a pending cash payment sits against it for you to collect. If you require prepayment, they won't get through check-in until it's paid — so it shows up as "pay before you come in" rather than a free class.
See Drop-in prices and paying for classes.
💡 TelosGym doesn't currently email or notify someone to tell them they've been promoted off the waitlist. Until it does, it's worth a quick message — the Message everyone booked button on the class is the easiest way, and it reaches the promoted member because they're now booked in.