FAQ
Answers to frequently asked questions
Frequently Asked Questions
Quick answers to common questions.
Getting Started
Q: How do I set up my studio? Go to Settings → Fill in studio info → Save. Then create your first class.
Q: Can I try it before committing? Yes! Create a few test classes and bookings to explore all features.
Q: How long does setup take? 15 minutes to get your first class scheduled and public booking link shared.
Q: Do my clients need to create accounts? No. Clients book with just name and email. You manage everything.
Classes & Sessions
Q: What's the difference between a class and a session?
- Class: Template (e.g., "Morning Pilates")
- Session: Specific date/time (e.g., "Monday 9 AM")
Q: Can I have the same class at different times? Yes. Create one class, then add multiple sessions at different times.
Q: How do I create a weekly schedule? Create class → Add Session → Recurring → Weekly → Select days → Done.
Q: Can I change just one occurrence? Yes. Edit → "This Occurrence Only" → Change details → Confirm.
Q: What if I need to cancel a class? Edit session → Cancel → Choose scope → System shows affected bookings → Notify clients.
Q: Can I have different instructors for the same class? Yes. Use session-level instructor override or create separate classes.
Q: How do I handle substitute teachers? Edit session → "This Occurrence Only" → Change instructor → Notify clients.
Q: Can I change pricing for special events? Yes. Edit session → "This Occurrence Only" → Change price.
Bookings
Q: How do clients book? Two ways:
- You create bookings manually
- Clients use your public booking link (Settings)
Q: Can clients cancel their own bookings? Not automatically. They contact you, you cancel in system.
Q: What happens when a class is full? System prevents overbooking. "Spots Full" shows on public page.
Q: Can I overbook a class? Not recommended. Increase capacity instead if you have space.
Q: How do I handle waitlists? Manual for now. Keep a list, notify when spots open.
Q: Can I book someone without payment? Yes. Mark as "Unpaid" → Collect payment later → Update status.
Q: What's the QR code for? Fast check-in. Client shows code → You scan → Confirms booking instantly.
Q: Can I see who's coming today? Yes. Dashboard shows today's classes or Bookings → Today's date.
Clients & Members
Q: How do I add clients? Members → Add Member → Enter info → Create. Or they're auto-created when they book online.
Q: Can I merge duplicate clients? Not automatically. Delete duplicate → Rebook under correct profile.
Q: How do I track client visits? Each client profile shows total visits and last visit date automatically.
Q: Can I add notes about clients? Yes. Edit member → Notes field → Save.
Q: How do I contact all members? Currently one by one via WhatsApp. Bulk messaging coming soon.
Q: Can clients see their own history? Not yet. You can view and share their history with them.
Packages & Memberships
Q: What's better - session packs or memberships?
- Session packs: Best for occasional clients (e.g., 10 sessions)
- Memberships: Best for regulars (unlimited per month)
Q: How do packages work? Client buys package → You assign to them → Sessions deduct automatically when booking.
Q: Can I customize package pricing? Yes. Create any package with custom sessions, validity, and price.
Q: What happens when a package expires? Can't be used. Client needs to buy new one or you can extend it.
Q: Can I extend an expired package? Yes. Edit purchase date → Validity extends from new date.
Q: What if client wants a refund? Mark package as Cancelled → Update payment status to Refunded → Process refund.
Q: Can packages be used for any class? Yes, unless you specify otherwise to the client.
Q: How do I track package sales? Check member profiles to see active packages and usage.
Payments
Q: Can clients pay online? Public booking requires manual payment confirmation. Online payment integration coming soon.
Q: How do I track payments? Each booking has payment status: Paid, Unpaid, or Refunded.
Q: What if someone pays cash? Create/edit booking → Mark as Paid → Note "cash" in notes if needed.
Q: Can I issue refunds? Change payment status to "Refunded" → Process actual refund through your payment method.
Q: How do I handle partial payments? Use notes field to track partial amounts until fully paid.
Public Booking Page
Q: Where do I find my booking link? Settings → Public Booking Link → Copy.
Q: Can I customize the URL? Not the main URL, but you can use a URL shortener (bit.ly) for easier sharing.
Q: What do clients see? Studio info, available classes, calendar, booking form.
Q: Can I turn off public booking? Not currently. Simply don't share the link if you prefer manual booking only.
Q: Why aren't my classes showing? Check: Sessions scheduled? Studio profile complete? Future dates?
Q: Can I add photos to the booking page? Add logo in Settings. Full photo gallery coming soon.
Schedule Changes
Q: What's "This Occurrence Only"? Changes only affect one date. Rest of series stays same.
Q: What's "This and Future"? Changes affect selected date forward. Creates new series from that date.
Q: What's "All Sessions"? Changes affect entire series, past and future.
Q: When should I use each scope?
- One sick day: "This Occurrence Only"
- Permanent time change: "This and Future"
- Fix class description: "All Sessions"
Q: What if I mess up a change? Edit again with same scope → Change back to original.
Q: Will clients be notified automatically? No. System shows you affected bookings → You notify them.
Q: Can I undo a cancellation? No direct undo. Create new session with same details instead.
Capacity & Limits
Q: What's the maximum capacity per class? You decide. Set realistic number based on your space.
Q: Can I change capacity mid-series? Yes. Increase anytime. Decrease only if no excess bookings.
Q: What if I accidentally overbook? Cancel excess bookings → Offer alternatives → Contact clients ASAP.
Q: Is there a limit on total classes? No limit on classes, sessions, or bookings.
Q: Can I have unlimited recurring sessions? Yes. Don't set end date when creating recurring series.
Technical
Q: Can I use this on mobile? Yes. Fully responsive. Works on phone, tablet, desktop.
Q: Is my data backed up? Yes. Automatic backups handled by the system.
Q: Can I export my data? Check Settings or contact support for export options.
Q: What browsers work best? Chrome, Safari, Firefox, Edge - all modern browsers supported.
Q: Can multiple people access the system? Currently one owner account. Multi-user access coming soon.
Q: Is there a mobile app? Not yet. Web version works great on mobile browsers.
Troubleshooting
Q: I can't delete a class. Why? Classes with sessions can't be deleted. Cancel sessions first.
Q: Sessions aren't showing up. Check date filter. Ensure sessions created for future dates.
Q: Public booking page is blank. Verify: Studio profile complete? Sessions scheduled? Future dates?
Q: QR codes aren't working. Check camera permissions. Try different browser/device.
Q: Why can't I reduce capacity? More bookings exist than new capacity. Cancel excess first.
Q: Booking disappeared. Check if cancelled. Use filters to find (Status: All).
Q: Time zones seem wrong. System uses your browser's time zone. Check device settings.
Best Practices
Q: How often should I check the system? Daily: 5 min to check today's classes and new bookings.
Q: Should I use packages or per-session pricing? Both! Offer packages (better for you) but allow single sessions too.
Q: How much advance should I schedule? 2-3 months ahead so clients can plan and book.
Q: What's a good cancellation policy? Common: "Cancel 24 hours before or lose session/payment."
Q: How do I grow bookings? Share your public link everywhere: social media, email, website, Google Business.
Q: Should I require payment upfront? Recommended for packages. Single sessions can be pay-at-door.
Q: How many class types should I offer? Start with 2-3 main classes. Add more as you grow.
Pricing & Packages
Q: How do I price packages? Offer 15-30% discount vs single sessions. Example:
- Single: $25
- 10-pack: $200 ($20/session, 20% off)
Q: What validity period for packages?
- 5-10 sessions: 30-90 days
- 20+ sessions: 180 days
- Monthly membership: 30 days
Q: Should I offer monthly memberships? Yes, if you have clients who come 3+ times per week.
Still Have Questions?
- Check the How-To Guides for step-by-step instructions
- Browse the Complete User Guide for detailed information
- Contact support through your admin panel
Can't find your question? Send us your question and we'll add it!