📝 Overview
A recurring reservation books a customer into the same class week in and week out, for as long as they hold a valid membership for those sessions.
This guide covers creating one for a class, the other places you can start from, and what to expect once it is running.
💡 Looking to set up a repeating one-to-one slot instead? See How to book a Recurring Appointment here.
For the difference between the two, see An overview of the differences between classes and appointments here.
🎥 Video Walkthrough
The walkthrough below takes you through creating a recurring reservation from start to finish. You can also watch it here.
📋 Before You Start
A recurring reservation needs two things in place, and the membership the customer holds decides how long it can keep running.
A class with a repeating timeslot, on the same day of the week and at the same time.
A valid membership that can be used for that class. A recurring membership lets the reservation continue until the membership ends, while a pack or prepaid plan only covers sessions while credits and validity last.
💡 To set up a class type and its repeating timeslots, see How to set up a class type and schedule here.
✍🏼 How to Create a Recurring Reservation
Reservations are managed from Events ➜ Reservations, which is where you will find everything already in place as well as the option to add a new one.
Click the arrow to learn how to create a recurring reservation
Click the arrow to learn how to create a recurring reservation
🗓️ Creating the Reservation
You will pick the customer first, then their membership, then the time slot, and finally how long the reservation should keep running.
Head to Events ➜ Reservations and click New Recurring Reservation, then search for the customer you are making the reservation for, and click on Continue.
Select whether you would like to create a recurring reservation for a Class or an Appointment. Select Class, and click on Continue.
Select which membership you would like to use for the reservation, or if the customer doesn't have the necessary membership yet, you can click on "Add a different membership" so that you can add a new membership to their account.
Choose the start date, and Class/Time slot the reservation should be made for.
Set the duration of this reservation. You can keep the reservation running until the membership expires, or set it for a number of weeks.
Click Create Recurring Reservation to finish.
💡 If the customer does not have a suitable membership yet, you can add one without losing your place. You will be brought back to this step once the membership has been added.
✅ Checking the Reservation
Once created, you will see an overview of the reservation showing the class, the time slot and the membership it uses.
⚠️ Customers are booked in 5 weeks ahead by default, so sessions further out than that will not show as booked yet. They are registered once each session comes within that window.
🔀 Other Ways to Create One
The reservations page is not the only starting point. These routes reach the same reservation, so use whichever suits what you are already doing.
👤 From a customer profile
Handy when you already have the customer open. Go to Customers ➜ Customer List, open their profile, and click Create new recurring reservation. The remaining steps are the same.
📅 From the Calendar
Go to Calendar ➜ click the class you want ➜ add customer ➜ select reservation from the registration options.
🔔 For an appointment
Repeating one-to-one slots follow a slightly different process. See How to book a Recurring Appointment here.
✏️ Edit or cancel one
Change a reservation already in place, or remove it. See Editing, cancelling and deleting recurring class reservations here.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
How far in advance do recurring reservations book?
Click the arrow to see the answer
Click the arrow to see the answer
By default, customers are booked in 5 weeks before the session starts. Sessions further ahead stay unbooked until they come within that window.
Contact our support team if you would like this changed for your class types, set as a number of weeks. Appointment types stay at 5 weeks.
How long does a recurring reservation run for?
Click the arrow to see the answer
Click the arrow to see the answer
That depends on what you chose when creating it, and on the membership behind it. A recurring membership lets it continue until the membership ends, while a pack or prepaid plan only covers sessions while credits and validity last.
You can also set the reservation to run for a fixed number of weeks instead.
Why has a customer not been booked into one of their sessions?
Click the arrow to see the answer
Click the arrow to see the answer
A reservation only tries to book each session once. If the class was full, the session was cancelled, or their membership had no usage left at that moment, the booking is not made, and it is not retried later even once the problem is resolved.
You can add them to that session manually. For the full detail, see An overview of Recurring Reservations here.
Can I stop customers from making their own reservations?
Click the arrow to see the answer
Click the arrow to see the answer
By default, the option to create a recurring reservation is not present on the customer site. If it's visible, this means it has been enabled for your business. Contact our support team and we will update a setting to remove the reservations option for your customers.
You will still be able to make reservations on their behalf from your dashboard.
Can I give reserved customers priority over everyone else?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. Set your registration window to open fewer weeks ahead than your reservations book, so customers with a reservation are enrolled before anyone else can register.
To learn more about registration windows, see What are Registration Timelines here.
I created a recurring reservation for my customer, but once I reached the confirmation page where it shows their future registrations for this reservation, it showed that they were "not attending" for most of them. Why?
Click the arrow to see the answer
Click the arrow to see the answer
When you create a new recurring reservation for a customer, it usually takes a few seconds to book them into all the classes your registration timelines allow. Please refresh that page, and they should now be listed as "Attending" on all of them.