📝 Overview

This guide explains how staff can use your custom branded app to manage class and appointment registrations, mark attendance, and optionally use Gym Entry for door check-in.

It also covers what your Customers see in the app when they book and check in.

💡 This guide is for Owners, Admins and Staff Members only and is not intended for Customers.

🫸 Before you start

Before your team starts managing bookings in the app, check that the following is in place.

Your class schedule and appointments are set up on your Business Dashboard.
Staff Members who will manage bookings in the app have a Trainer or Admin account type in the Users table.
The custom branded app is installed on their devices and they can log in.

📅 Using the Schedule in the app (Bookings)

Staff use the Schedule inside the app's Admin section to see classes, manage registrations, and handle attendance.

Access the schedule

Open the side navigation menu ➜ tap Admin ➜ tap Schedule.

Here staff can see:

The classes and appointments running that day
Who is hosting each class
How many people are booked
Any waitlist capacity and waitlisted Customers

💡 The Classes filter in the app uses your custom terminology, so it shows the same names you use on your dashboard.

Rental bookings can't be managed in the app or the Admin Console. Manage these from your Business Dashboard instead.

Book a Customer into a class

In Admin ➜ Schedule, tap the class you want.
Review current bookings and the waitlist.
Tap Add client.
Search for the Customer and select them to book them into the class.

Mark attendance for classes

In Admin ➜ Schedule, tap the class.
In the People attending section, tap Manage client.
For each attendee, choose the appropriate status:
- Attended
- No-show
- Cancel
- Late cancel
To add someone on the spot, tap Add client and search for the Customer.

Mark attendance for appointments

Go to Admin ➜ Members in the app.
Search for and select the Customer.
Open their Bookings and tap the appointment.
Set the appointment status to Attended, No-show, Cancel, or Late cancel.

🪪 Gym Entry (Admin Console)

Gym Entry lets you track who is entering your facility using barcodes or QR codes, directly linked to your app users.

What Gym Entry is for

Controlling access to your facility
Tracking check-ins alongside class/appointment attendance
Reducing manual front-desk work

Setting up Gym Entry

Log into the Admin Console.
Navigate to the Gym Entry section.
Choose your entry method (e.g. QR codes, barcodes or similar, depending on your setup).
Configure any device or kiosk settings you plan to use at the door.
Save your configuration.

How staff and Customers use Gym Entry

Customers present their code (or use the app, depending on your configuration) at the scanner.
The system logs each check-in against their account.
This feature works directly with the Kiosk integration, so you can review entries there.

💡 Customers can't take screenshots of their membership card screen in the app. They'll need to show the code from the app itself when they check in.

🔎 What Customers see (for context)

This section explains how booking and check-in look from the Customer's side of the app.

They see classes and appointments they can book through the app (based on their memberships and visibility rules).
If your business has more than one location, they choose their location using Select Location in the app.
Their upcoming bookings appear in the Reservations tab. This shows all of their bookings, such as classes, appointments, courses and Rentals, depending on the features you've selected in your app.
They can add their bookings to their device's calendar from the app.
Once booked, they receive the standard notifications (reminders, waitlist notices) based on your dashboard and app settings.
If Gym Entry is enabled, they'll use their app or assigned code to check in at the door.

💡 Some of these features need the latest version of your app. If a Customer can't see them, ask them to update the app.

🆕 Updated App UI

Introducing a redesigned app experience with a modern interface and improved navigation. See below for a before-and-after comparison of the UI.

Appointments

Reservations

Schedule

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.