> For the complete documentation index, see [llms.txt](https://btwb.gitbook.io/btwb/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://btwb.gitbook.io/btwb/admin/scheduling/class-schedules/class-settings.md). # Class Settings This article explains every option in the Class Settings panel — the org-wide rules for reservations, waitlists, self check-in, and your late-cancellation and no-show policies. ### Overview **Class Settings** (the gear next to Add Class on **Gym → Class Schedules**) is one panel of rules that applies to **every class in your gym**. It controls when members can reserve, what happens when classes fill up, when members can check themselves in, and the consequences for late cancels and no-shows. The defaults work for most gyms — this article explains each setting so you can tune them deliberately. ![The Class Settings panel](https://283006627-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FZrefv5JliAQavbeRiIvd%2Fuploads%2Fgit-blob-ecfff679930d64aa3f900bba15fc3c27036c2401%2Fclass-settings.gif?alt=media) *** ### Reservations * **Allow Reservations** — the master switch. Off means members can't reserve, and staff lose the member search on the Class Reservations panel. To run check-in-only classes, turn on **Enable Self Check-in** with **Allow Self Check-ins without Reservations** (BTWB requires it when reservations are off and self check-in is on). * **Reservations opens / closes … prior to start time** — the booking window. Defaults: opens **30 days** before class, closes **30 minutes** before. Members can only reserve inside this window; staff adding members from the Reservations page are not limited by it. * **Limit Daily Reservations** — caps how many classes of the **same class type** a member can reserve per day (1–10; off by default). * **Limit Upcoming Reservations** — caps how many upcoming classes a member can hold at your gym at once, across all class types (1–50; off by default). Reservations, waitlist spots, and check-ins for classes that haven't started yet all count. A member at the limit can't reserve or join a waitlist until one of their classes starts or they cancel a reservation. In the btwb app, **Reserve** and **Join Waitlist** are disabled with a message such as *"You've reached your limit of 3 upcoming reservations."* * Members already over the limit when you turn it on keep their reservations. * Walk-in self check-ins aren't limited, and staff can still add a member past the limit. * **Allow Waitlist** — when a class is full, members can join a waitlist and are promoted automatically (oldest first) when a spot opens; they're notified by email. When joining, a member sets how much notice they need — someone needing 2 hours' notice won't be promoted 20 minutes before class. * **Hide Reserved List from clients** — members can't see who else is reserved or waitlisted for a class. Staff always see the full list. Off by default. > ⚠️ **Careful:** turning **Allow Waitlist off removes every waitlisted reservation in your gym immediately** and emails those members. Don't toggle it casually. *** ### Self Check-in * **Enable Self Check-in** — lets members check themselves in from the btwb app. * **Self Check-in opens / closes** — the window around class time when self check-in works (defaults: 1 hour before to 1 hour after start). Outside it, staff can still check members in from the Reservations page. * **Allow Self Check-ins without Reservations** — members can check in to a class they didn't reserve, inside the same window. Off by default. *** ### Late Cancellation & No Show Policies Both policies work the same way: a master toggle plus two optional consequences. * **Enable Late Cancel Policy** — a cancellation inside the late window (**Choose Late Cancel Window**; default: within **30 minutes** of class start) counts as a *late cancel* instead of a free cancel. * **Late Cancel uses a Class credit** — the member's class credit is spent even though they didn't attend (on by default). * **Late Cancel charges a Fee** — additionally charge a fee you set, with an optional tax rate (off by default; requires payment processing). The fee is charged **1 hour after** the late cancel. * **Enable No Show Policy** — a member who reserved but never checked in is marked a *no show*. * **No Show uses a Class credit** (on by default) and **No Show charges a Fee** (off by default) — same mechanics. The no-show fee is charged **28 hours after the class ends**. * Turning the No Show policy **off doesn't waive the credit** — no-shows still use one. To stop no-shows using credits, keep the policy on and uncheck **No Show uses a Class credit**. * **Free classes** are exempt: late cancels and no-shows in a free class never use a credit or charge a fee. * When staff cancel a reservation inside the late window, BTWB asks whether to treat it as an **Early Cancel** (no penalty) or **Late Cancel** (policy applies) — so you always have discretion at the desk. * Members are emailed for every cancellation and, while the No Show policy is on, for a no-show — the email spells out whether a credit was used or a fee charged. *** ### Client Policies * **Unsigned Documents Policy** — prevent clients with unsigned required documents from **reserving** and/or **checking in** (both on by default). The member sees why they're blocked and gets a link to sign; staff can override case-by-case from the Reservations panel. * **Past Due Membership Policy** — the same two switches for clients whose membership payment failed (both off by default). Turn these on if you want failed payments to pause gym access automatically. * The "reserving" switches only work while **Allow Reservations** is on, and the "checking in" switches only while **Enable Self Check-in** is on. *** ### Notes for Admins and Coaches * These rules bind **members**; staff acting from the Reservations page can reserve anyone (even without a covering plan or credits), book past capacity, and work outside the windows. BTWB only asks for confirmation when a class is full or a Client Policy would block the member. * Fees require connected payment processing and are charged to the client's payment method on file. * Appointments have their own separate settings panel on the [Appointments](/btwb/admin/scheduling/appointments.md) page with equivalent controls. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. 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