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Auto-booking members on to sessions

Auto-bookings provide a method to have GymOS automatically book a given member onto a session at the time it is scheduled. They are set up and administered from the memberships tab of the member record.

The AutoBook section will list any existing auto-bookings that have been configured.

To create a new auto-booking, follow these steps:

  1. Click the Add AutoBook button within the AutoBook section of the membership tab on the member’s record.
  1. From the drop-down, select the session type that you wish GymOS to book the member on to.
  2. Select the venue and venue area for which the session is scheduled. This selection must match the selection made in the session schedule.
  3. Select the day of the week and the start time of the session.
  4. You can optionally provide dates from/until/between which the autobooking is applied.
  5. Select the payment method you wish to use for the booking (typically “Credits”).
  6. By default, the member will be sent an email confirming their booking (unless they have opted out of booking notifications). If you wish to suppress this notification, uncheck the Send booking confirmation box.
  7. Click the icon to save the autobooking, or click to cancel.

When you have added a new auto-booking, GymOS will immediately try to book the member onto all matching sessions.

You may edit an existing auto-booking by clicking the icon, or delete it by clicking .
Note: Deleting an auto-booking does not cancel a member from any sessions upon which they have already been booked.

Resyncing auto-bookings

If you need to re-sync a member’s auto-bookings, say when they hadn’t had sufficient credits and you wish GymOS to re-attempt the bookings, click the button.

Identifying an auto-booking

You can identify a booking made by GymOS using the auto-booking system by the presence of the AUTOBOOKED tag against the booking listings.

Things you need to know…

Alphonso Wolfe

Important

AutoBook does not create a session, as this could result in many duplicate sessions being scheduled. Instead, it seeks matching sessions and books the member onto those sessions.


For avoidance of doubt, the session must already be scheduled to be created within session schedules.

  • A member is only booked onto a session if their payment is taken successfully. Failed auto-bookings are displayed in system alerts.
  • Auto-bookings are processed at the time the auto-booking record is created, and at the moment a session is scheduled.
  • Failed auto-bookings do not re-attempt, unless you click the button.
  • Auto-bookings are guaranteed, regardless of session size. Therefore, if you set more auto-bookings for a session than the available space, GymOS will overbook your session. Members are always added as “confirmed” bookings, and are not added to the waitlist.
  • Members are booked onto all sessions that match the auto-booking criteria. Therefore, if you have two identical sessions at the same time, at the same venue, the member would be booked onto both. This is where you should use the venue area to distinguish between the sessions.
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