Attendance

The Attendance page lets you check in customers for scheduled sessions, manage the waitlist, and handle cancellations.

Getting there

• Sidebar path: Operations → Sessions. Attendance shares that entry rather than having one of its own. If your role has the reservations permission but not classes, selecting Sessions brings you straight here.
• Permission: the reservations resource. You can also reach a specific session's attendance directly from Schedules, from a customer's profile, or on a session's own page (see Sessions).

Pick a session

This page covers every session at once, so selecting the session's name opens a week grid you can narrow by instructor and location. Until you choose, the page shows Select a scheduled time. Once chosen, the header names the session, its date, time, instructor and location, and the arrows beside it step to the session before or after it without opening the grid. Under the session, one line tracks arrivals:

• {arrived} of {expected} arrived, with a bar that turns green once everyone is in. Expected counts confirmed and checked-in bookings only.
• How many are still to come, or Everyone is in once they have all arrived. When there are no confirmed or checked-in bookings, it reads Nobody booked.
• Copy link, which copies a direct link to this session's attendance.

Seats booked, the waitlist and bookings pending approval are counted on the attendee list's views rather than repeated here.

TIP

To work within a single session, open it from Sessions instead. That page lists the session's scheduled times inline, so moving between them takes one selection.

The attendee list

Switch between the Booked, Waitlisted, and Cancelled views, and search with Search attendees… by name, email, or phone number (however the number was written). Booked shows seats booked against capacity (for example 8/15); Waitlisted and Cancelled show a count. A Pending approval view appears while a booking waits on staff. Booked and Cancelled list attendees by first name; Waitlisted and Pending approval keep the order people joined. Each attendee row shows badges such as their membership plan, First Time, No Show, Friend booking, {n} unsigned waiver(s), or Owes {amount} when a booking has a balance due.

Common tasks

Check someone in

Select Check In on their row. The row then reads Checked in. To reverse a mistaken check-in, choose Undo check-in from the row's menu; you'll see {name} is no longer checked in with an Undo option. If the customer still owes a waiver, the row offers Sign waiver instead, since check-in is refused until it is signed (see Handle unsigned waivers).

Add a booking or waitlist entry

Select Add booking (or Add waitlisted on the Waitlisted tab) and pick a customer.

Move someone or cancel

Use the row's menu for Move to waitlist, Cancel booking, or Delete.

Cancel a booking (with or without refunding credits)

Choosing Cancel booking opens the Cancel Booking dialog:

• If the booking used credits, choose Return Credits or Retain Credits. Returning restores the credits used for the booking; retaining keeps the original deduction. The dialog shows whether cancellation is inside or outside the studio's Cancellation Window, and defaults to returning outside the window and retaining inside it. Either choice can still be picked.
• For a paid booking, choose whether to refund or retain its payment. A full group refund also cancels the other bookings paid for by that group payment.
• If no credits or payment were involved, cancellation releases the seat without a refund.

Confirm with Confirm Cancellation, or back out with Dismiss.

Charge or waive a membership attendance fee

An unlimited membership plan can have separate late cancellation and no-show fees. Both default to zero. For a booking funded by that membership, Cancel booking or Mark no-show opens a confirmation showing the applicable fee. The membership itself stays active.

• Choose Charge saved card and a saved card, or explicitly waive the fee. Charging requires payment creation permission as well as attendance update permission.
• A late cancellation fee applies only inside the studio's cancellation window. A zero fee does not create a payment.
• If guests used credits or a separate payment, their refund choice remains separate from the member's fee. Read the group-refund warning before confirming.
• If the payment outcome is uncertain, use Check payment status. Do not create another payment. A different card can be tried only after the original attempt is confirmed unsuccessful.
• Use Review membership fee on a cancelled or no-show booking to recover a pending payment or retry a confirmed failure. A no-show with an assessed or waived fee cannot be restored through attendance status changes.

Handle unsigned waivers

A customer who still owes a waiver carries an alert chip on their row: No Waiver on File when they have never signed one, or Waiver Update Required when the waiver was rewritten after they signed it. Select the chip to see which waivers are outstanding, and whether each was never signed or signed at an earlier version:

• Sign Waiver in Person opens every outstanding waiver on your device. Hand the device to the customer, who reviews and accepts each one. Closing the flow signs nothing. A completed signing records the in-person method and your admin account as the witness. See Waivers and intake.
• Send Waiver emails the customer a link to their account. Their account highlights the outstanding waiver and lets them review and sign it before the visit.

The chip cannot be dismissed. It stays until the customer signs, and check-in refuses until then.

Sending requires a customer account URL under Settings → Website Integration and a configured studio email sender. See Waivers. Sending is blocked for archived customers, addresses marked undeliverable, and customers who opted out of email. The reason appears in the popover, beside the action that was refused, and identifies the condition to fix.

Share the attendance link

In the arrivals line, select Copy link to copy a direct link to this session's attendance (you'll see Attendance link copied).

Tips

• A Friend booking badge marks a guest brought by a member; First Time flags a customer's first visit.