How Waitlists Work
When a class is full, if you have waitlists enabled, customers who have enough credits to complete the booking, will be able to join the waitlist.
Note: The customer is required to have enough credits to complete the booking, but the credits ARE NOT deducted when joining the waitlist.
The waitlist is queue, the customers will be able to see their position in the queue and when a space becomes available they will be automatically booked into the class, at this point the credit for the booking will be deducted.
Note: If the customer does not have enough credits to complete the booking, their reservation will be cancelled and the next person in the queue will be added instead.
Limitations & Timing
The waitlist is fully automated — when a spot opens up, customers on the waitlist are automatically booked into the class based on their position in the queue. However, this automation only runs up until 1 hour before the class starts. When it's less than an hour before the class, Gymflow no longer books customers in automatically, but staff can still manually book them in at any time, as long as the customer has enough credits.
Sometimes, customers show up at the club even though they’re still on the waitlist and no spot became available. To help in situations like this, we offer some flexibility: staff can book additional members into a class even if it’s already at full capacity.
For example, if a class is set to a capacity of 10 and already has 10 participants, you can still add another person if needed. The class details will then reflect the new total — for instance, 11/10 — so you’ll always have visibility into how many people are actually attending.
Communication & Notifications
All communication for class bookings is done via email using Gymflow's Automations system. There are several automated emails that will send provided they are enabled for your club.
Event - Joined Waitlist: Sends when the customer joins the waitlists successfully
Event - Booked: Sends when a booking is secured
You can check these are enabled in Gymflow from the Automations Page.
Turn On Waitlists
When adding or updating an class, you can decide whether to enable a waitlist and how many slots it should have. Simply enter any number from 0 (waitlist off) upwards.
We recommend having no more than 20% of the total class capacity available as a waitlist to avoid queuing when there is little chance of securing a spot.
