📝 Overview
A Recurring Reservation books a customer into the same class on a repeating weekly pattern as long as they have a valid membership for those sessions, and that class is present (on the same day of the week and time).
This saves time over making one‑off bookings and helps customers keep their preferred weekly spot.
🔔 Recurring reservations can now be used with Appointments. If you have clients who attend the same appointment (day of the week and time) on a regular basis, you can book them in on a recurring appointment from the business side.
For more information, please see this guide.
🧑💻 What do I need to create a Recurring Reservation?
In order to create a Recurring Reservation for your customer, all you would need is a class with a repeating timeslot, and for the customer to have a valid membership which offers them access to that class.
Click here to find out how to create a recurring reservation
Click here to find out how to create a recurring reservation
Valid membership for the class: The customer must hold a membership that can be used for the chosen class.
Recurring memberships allow the reservation to continue until the membership ends (or you stop/change it).
Packs / prepaid plans allow reservations only while remaining credits/validity cover the sessions.
Registration window: If you want reserved customers to have priority over ad‑hoc bookers, set Settings → Registration → Registrations open to fewer weeks than the reservation books ahead (see next section for default). This ensures reserved customers are enrolled before ad‑hoc registration opens.
🛠️ Recurring Reservations and how they work
When you create a recurring reservation for a customer, the system will attempt to register customers for the session which meets the criteria of their recurring reservation every week. These criteria are:
Session Type
Session Timeslot (the weekday and time)
Instructor
Venue
Some times, you can make changes to these sessions which will cause the recurring reservation to skip a week.
Click here to find out more about what may affect Recurring Reservations
Click here to find out more about what may affect Recurring Reservations
Edited Class Details
By default, recurring reservations book customers into their classes 5 weeks in advance. If a class is edited before that time, the recurring reservation won't be able to book the customer into their normal session.
Click here to find out more
Click here to find out more
If a session is edited before the customers recurring reservation books them into that session (e.g. if you change the time, venue, or instructor), then when the recurring reservation attempts to book a customer into that session 5 weeks before the session starts, it won't see a session which meets these criteria, and so will not be able to register the customer for that session.
🧠 Example:
If you create a recurring reservation for a class which takes place every Monday at 10:00 am with Sandy, and you change the class start time (from 10:00 am to 11:00 am) for a single session 6 weeks before the session starts, when the recurring reservation attempts to register the customer for the session next week, it won't be able to book the customer into that class, because it's doesn't see a class with Sandy taking place on Monday at 10:00 am.
If you would like to avoid this from happening, we would recommend you either make changes to a session after customers have been booked into their sessions via their recurring reservations, as this would not affect them if they're already registered.
💡You can also reach out to our support team and request to change the how far in advance recurring reservations book customers into classes.
e.g. 10 weeks in advance instead of 5 weeks.
Cancelling a class
If you cancel a class before a customers recurring reservation registers them for that session, when that recurring reservation attempts to register the customer for that session it will see there's no class taking place this week which meets its criteria, and it simply won't register them for an event.
💡 This may be because that single session was cancelled, or because you have cancelled multiple events by marking your business as "closed". (e.g. during the holidays).
No class spots left
In the event that the class is already fully booked when a customers recurring reservation attempts to register them for that class, they won't be able to be added to that session.
Click here to find out more
Click here to find out more
If a customers recurring reservation attempts to register a customer for a session but there are no spots left in that class, the customer won't be able to be booked into that class.
Also, recurring reservations currently don't add customers to a waitlist, even if that class session has waitlists enabled.
💡 To avoid this happening, you can set your Registration Timelines to allow customers to register for classes at the same time as recurring reservations register customers for classes (5 weeks by default unless changed) or even later.
This way, when customers are manually registering for a class, any customers with recurring reservations will have already registered for that session.
💡 This is also the case for appointments as well.
If a customer has a recurring reservation for an appointment, and that a different customer has already booked an appointment with the instructor they have their recurring reservation with at the same time, their recurring appointment will be unable to be booked.
Instructor Availability (Appointments)
If a customer has a recurring reservation for an appointment, the criteria for the recurring reservation are still the same (time, venue, instructor, day), however, the instructors availability will also affect the recurring reservations ability to book a slot.
Click here to find out more
Click here to find out more
Instructors have their own availability schedule which is used to determine when they're available for appointments, and appointments can only be booked when that instructor is set to be "available".
If an instructor is not set to be available during the time when the customers recurring reservation attempt to book their appointment, the system will be unable to book that appointment for them.
💡 Another reason an appointment can not be booked with a specific instructor is because that instructor may have deleted the availability schedule which they had associated with that appointment type, in which case, they would have to set in up again anew.
🔑 Managing Recurring Reservations
You can manage all recurring reservations from one place. This includes adding new recurring reservations, editing existing reservations, tracking who has a recurring reservation, and more.
You'll find these options under Classes/Appointments ➔ Reservations (here).
❓ Frequently Asked Questions (FAQ's)
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
What happens if there are similar classes taking place at the same time?
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Click the arrow to see the answer
In the event that there are similar sessions taking place, but where any of the criteria of the recurring reservation are different, the recurring reservation will not book the customer into these classes
🧠 Example:
If you create a new Class Type with two repeating timeslots, but which have a different Instructor:
Timeslot #1
Time: Wednesday at 14:00
Instructor: Adam
Venue: Gym A
Timeslot #2
Time: Wednesday at 14:00
Instructor: Laura
Venue: Gym A
You can then create a Recurring Reservation for a customer for Timeslot #2 with Laura, which will attempt to register them for a class every Wednesday at 14:00, but if one of Laura's classes is cancelled, the customers recurring reservation will not book the customer into the class with Adam, because it doesn't meet the criteria of the customers recurring reservation.
This means that the customer will not be booked into a class via their recurring reservation this week.
What happens if a class doesn't repeat every week?
Click the arrow to see the answer
Click the arrow to see the answer
When you create a class type and schedule your class sessions, you can set them up to run every week, or every 2/3/4 weeks.
If you set up a class type with a non-weekly recurring timeslot (e.g. every 3 weeks), the customers recurring reservation will attempt to register them for the class which meets the criteria of their recurring reservation every week, and since no such session exists in the two weeks between sessions, it will not register them for a class during those weeks.
It will only register them for a sessions every 3 weeks.
💡 This allows you to create recurring memberships and reservations where a customer attends classes every 2/3/4 weeks, as opposed to every week.
How far in advance do recurring reservations book customers into their classes or appointments?
Click here to see the answer
Click here to see the answer
By default, recurring reservations book customers into their classes or appointments 5 weeks before the session starts.
If you would like to change this, please contact our support team in order to let them know how far in advance you would like recurring reservations to book customers into their sessions.
💡 This can be set to a number of weeks (not days), so you can let us know how many weeks you would like us to change this to. (e.g. 6 weeks)