Set up classes, bookings and waitlists

A class runs once, on one date, or every week on the days you pick; a class instance is one concrete date and time that members book. JollyBee generates instances 90 days ahead from active classes, and a single class further out gets its one instance straight away.

Create the timetable

Open Operations → Events & Experiences → Classes → New class and set:

• Name, description, instructor and location.
• How often: once, on one date, or every week on the weekdays you pick, with a first date and optional end date. Then the local start time and duration.
• Optional capacity.
• The required session-pass offering, or any eligible session pass.
• Optionally, a category or a benefit of its own that the class counts as, and a drop-in price and member drop-in price for bookings nothing else covers.
• When booking opens: a set number of hours before the class or, for a single class, as soon as it is saved.
• The cancellation grace period and optional reminder time.

Save the schedule as Active to generate future instances. Regenerate 90-day window fills the forward window again when required.

Saving a change to a class's date, time, days, length, instructor, location or capacity updates its future instances. Unbooked instances at the old date or time come off the calendar. Booked ones stay only for the people already booked on them, until you cancel them from the instance list, which refunds and tells those members. Pausing or archiving a class hides it and its instances from members; anyone already booked keeps their place until you cancel those instances.

Who can book

A class can count as a membership benefit, either its own or its category's, as explained in How memberships, benefits and categories tie together. JollyBee covers a booking with the first of these the member has:

1. Unlimited classes: a plan whose cell on the class's benefit reads Unlimited, or a membership with unlimited class access.
2. Sessions the member's plan includes on the class's benefit, while some are left.
3. Credits: a session pass, or a membership with a number of classes included per billing period.

A confirmed credit-based booking consumes one credit. Unlimited access records the booking without reducing a balance.

A member whose plan lets them book the class's benefit early can book as many days early as their plan gives, whether the booking is then covered by their plan or credits or paid as a drop-in.

When nothing covers the booking

If none of these covers a booking, the class's drop-in price decides. That includes a member whose included sessions are used up. It also includes a session you have marked not included on its own page: the class's benefit does not cover that session, so a plan's Unlimited or included sessions don't apply to it. In both cases credits, and a membership with unlimited class access, are still used first.

• With a drop-in price, the person can book by paying it on the web. Their usual drop-in price applies, including any member price or discount their plan gives on the class, even on a session marked not included.
• With no drop-in price, they can't book it.

A drop-in needs no plan, but every class booking, drop-in included, needs the person's record in your community to be active. Drop-in bookings can't join the waitlist.

Capacity and waitlist behaviour

Booking and waitlist placement are atomic, so two people cannot both take the final seat. When a class is full, a member can join the waitlist without spending a credit.

When a confirmed booking is cancelled, JollyBee attempts to promote the waitlist in first-in order. A credit-based member must still have an eligible credit at promotion time; joining the waitlist was not a reservation of that credit.

A member cancellation before the configured cutoff refunds the booking credit. A late cancellation does not. Owners mark attendance and cancel places from an instance's page: open the class under Operations → Events & Experiences → Classes, then View instances + bookings, then the instance.

• Attended and No-show record attendance once the class has started.
• Before it starts, Cancel next to a person cancels just their place once you confirm with Cancel place (or Take off waitlist). They are told, with your reason if you give one. A credit or a session from their plan comes back whatever the cancellation grace period says, because you cancelled, and a paid drop-in is refunded; if that refund can't be made, the page says so. The waitlist moves up.
• A drop-in seat still waiting for its card payment shows Awaiting payment instead of Cancel. It is freed if the payment doesn't arrive.
• To call off a whole instance, cancel it from the instance list.

Reserved places for regulars

Regulars who come to the same class every week can have their place kept for them, so they don't need to book each time. They cancel when they can't come, and everyone else books the places left.

In the class editor, under Who can attend:

1. Set Selected members to Get a reserved place.
2. Choose Access. Open to eligible members keeps the class open to everyone eligible, with places kept for the people on the list. Allocated members only makes it a closed group: only the people on the list can book it.
3. Tick the people on the list. For a class that runs on more than one weekday, Reserved on sets each person's days, and they are booked only on those. With every day on, they are booked on every day the class runs, including a day you add later.
4. Choose when Places are reserved: When booking opens, or A set number of days before the class (1 to 30), which can be before anyone else can book.

A reserved place is an ordinary booking: it uses the member's plan or credits, counts against capacity, goes on the waitlist when the class is full, and needs their plan to cover that date. When a place can't be reserved, the instance's page says why. JollyBee tries again every hour, and Retry auto-reservations tries straight away.

On an open class with When booking opens, other members can book before the places are reserved, especially those whose plan lets them book early, so a full class can leave a regular out. The editor warns you when this can happen. Reserving a number of days before the class puts the list first.

Each time a place is reserved, the member is told in the app, by push and by email, with how to cancel if they can't come and, where it matters, by when. The booking shows Reserved for you on your community's classes page and calendar, and on their schedule in the app. A member who can't come cancels it like any other booking. That opts them out of that date only: they aren't booked into it again, and the cancellation grace period decides whether the class comes back to them.

Changing who has a place:

• To skip a regular for one date, open the instance and choose Don’t reserve this date for them (on a closed class, Exclude from this class). A place already reserved for them on that date is cancelled, and they are told.
• Reserve a place on this date keeps a place for someone who isn't on the list, for that date only. Use the regular list undoes either.
• Taking someone off the list, or turning off one of their days, cancels the places already reserved for them that no longer apply, and tells them once. A booking they made themselves is never cancelled, and switching reserved places off cancels nothing.
• You can also cancel any one reserved place with Cancel on the instance's page, as for any booking.