Build and manage waitlists for popular gym classes

Managing waitlists for popular gym classes is a crucial part of running a successful fitness business. As your classes fill up, a robust waitlist system ensures that you can keep members engaged and maximize your gym’s capacity. In this post, we’ll dive into how to build a waitlist for gym classes effectively and provide strategies for managing overflow bookings with the help of SMS alerts.

1. Why You Need a Waitlist for Gym Classes

A waitlist system is not just a solution for overbooked classes—it’s a way to enhance your member experience, boost retention, and increase revenue. When a class is full, your members won’t be left feeling frustrated or neglected. Instead, they’ll be offered an opportunity to sign up for the waitlist, which means they’ll automatically be notified if a spot opens up.

Having a waitlist can:

• Maximize class attendance by filling up spots that might otherwise go empty.
• Enhance customer satisfaction by giving members a fair chance to get into their desired classes.
• Help with overflow bookings, allowing members to join classes as cancellations occur.

2. How to Build a Waitlist for Gym Classes

Building an effective waitlist is essential for ensuring that your members are not left in the dark when classes are full. Follow these steps to set up a smooth waitlist process:

1. Enable Waitlist Features in Your Software

The first step is ensuring that your gym management software has a built-in waitlist feature. Zen Planner offers an integrated waitlist system that automatically allows members to sign up for waitlists when classes are full.

2. Clearly Communicate Waitlist Availability

Make sure your members know that a waitlist is available when signing up for popular gym classes. Prominently display the waitlist option on your booking page, and let them know they will be notified when a spot becomes available.

3. Set Up Prioritization Rules

Some gyms may prefer to prioritize members based on certain factors like membership level, frequent attendance, or the time they joined the waitlist. Setting up rules will ensure that your most loyal and committed members have priority.

4. Utilize SMS Alerts to Keep Members Updated

One of the best ways to manage your waitlist and notify members is through SMS alerts. When a spot opens up in a class, automatically send an SMS to the next member on the waitlist to offer them the spot. This helps ensure that your members stay engaged and don’t miss out on opportunities.

3. Managing Overflow Bookings and Optimizing Class Attendance

When you have a full waitlist, handling overflow bookings becomes key. Here are a few strategies to help you manage and optimize class attendance:

1. Enable Overflow Booking

Overflow booking allows members to book additional spots beyond the capacity of a class. While you don’t want to overwhelm your instructors or facilities, you can set up a system where members are able to book spots with a slight overage in case of cancellations or no-shows.

2. Offer Incentives for Members to Cancel

If a member can’t attend a class, encourage them to cancel their reservation so others can take the spot. Offer small incentives, such as discounts on future classes or personal training sessions, to encourage members to update their reservations in advance.

3. Track No-Shows and Trends

By tracking no-shows and cancellations, you can analyze patterns and adjust your class scheduling or overflow booking strategies. For instance, if you notice that certain times of the day have frequent no-shows, you can offer extra incentives or adjust your class offerings to better match demand.

4. Best Practices for Managing Gym Class Waitlists

Now that you understand the basics of building and managing waitlists, here are some best practices to optimize your waitlist system:

1. Keep Waitlist Communications Clear and Transparent

Ensure that your waitlist policies are clear to all members. Provide a detailed explanation of how the waitlist works, the priority rules, and how to cancel or remove themselves from the waitlist if needed.

2. Send Reminders Before Class Starts

A helpful way to reduce no-shows and keep your waitlist organized is to send reminders to members who are on the waitlist. These reminders should be sent the day before or a few hours before the class starts to give members enough time to confirm their attendance.

3. Follow Up with Members After Class

Once the class has finished, send a follow-up message thanking all attendees, and offer them the chance to book their next class early. This also opens the door to a potential sales conversation if you offer any special deals.

5. Leveraging Automation for Seamless Waitlist Management

Automation plays a huge role in managing waitlists and overflow bookings effectively. Zen Planner’s automation tools can take care of sending out waitlist notifications, SMS alerts, and reminders automatically, saving you time while ensuring your members receive the best experience.

By using automation for waitlist management, you can:

• Increase efficiency by automating communications with waitlisted members.
• Boost member engagement through timely notifications and class reminders.
• Reduce administrative workload, freeing up your team to focus on other aspects of your gym.

Ready to Build and Manage Waitlists Like a Pro?

Now that you know how to build a waitlist for gym classes and manage overflow bookings with ease, it’s time to take action. Streamlining your waitlist system will improve member experience, optimize class attendance, and boost overall member satisfaction.

Book a Demo with Zen Planner today to learn how our software can automate your waitlist management, enhance communication with SMS alerts, and help you manage overflow bookings like a pro.