Gym Class Scheduling Software with Waitlist Management
Fill every class to capacity with automated waitlists, self-service member booking, and real-time attendance tracking. GymWyse gym management software gives you unlimited class scheduling with instructor management, automated reminders, and no-show penalties — all included in one platform with no per-class fees.
Why Class Scheduling Breaks Without the Right Software
Group fitness classes are the heartbeat of most gyms, driving member engagement, retention, and revenue. But poorly managed scheduling creates empty spots, frustrated members, and overwhelmed staff — all of which directly impact your bottom line.
Empty Spots from No-Shows and Cancellations
The average gym class has a 15-25% no-show rate. Members book spots and do not attend, blocking other members who would have come. Last-minute cancellations leave spots unfilled because there is no automated system to promote waitlisted members fast enough. Every empty spot in a full class is lost revenue — a spin class with 5 empty bikes out of 20 is running at 75% utilisation, and those 5 spots represent membership value that is going unrealised. Without automated waitlist promotion and no-show penalties, this problem persists week after week.
Manual Scheduling Consumes Staff Hours
Building and maintaining a class schedule manually — managing instructor availability, handling substitutions, processing waitlists, sending reminders, and tracking attendance — consumes 5-10 hours of staff time per week. Instructor changes require individual messages to every booked member. Waitlist management means phone calls and manual spot assignments. Schedule updates require re-sending the timetable across multiple channels. This administrative overhead takes staff away from member-facing work that drives retention and revenue.
No Data to Optimise the Schedule
Without attendance analytics, you are scheduling classes based on tradition and assumption rather than demand data. You do not know which time slots have the highest demand, which instructors drive the best attendance, or which class types are declining in popularity. A Sunday morning class that was packed two years ago might now run at 40% capacity while members request a time slot you have never offered. Without utilisation data broken down by class type, instructor, time slot, and day, you cannot optimise your schedule for maximum engagement and revenue.
How GymWyse Solves Class Scheduling
GymWyse replaces manual scheduling chaos with an automated system that handles everything — class creation, instructor assignment, member booking, waitlist management, reminders, attendance tracking, and no-show enforcement. Members book through the GymWyse member app with two taps. Waitlisted members are promoted automatically when spots open. Instructors receive their schedules and substitution notifications instantly. Attendance data feeds into your analytics dashboard and the AI churn prediction engine. The result is higher class utilisation, fewer no-shows, zero administrative overhead, and data-driven schedule optimisation.
Class Scheduling Features in Detail
Four integrated tools that fill every class, eliminate manual work, and optimise your schedule with real data.
Unlimited Class Scheduling and Instructor Management
GymWyse lets you create and manage unlimited classes across any number of rooms, studios, and outdoor locations. Every class can be configured with a specific instructor, room assignment, capacity limit, booking window, and cancellation policy. Recurring schedules are set up once and repeat automatically — daily, weekly, fortnightly, or on a custom pattern. When you need to make changes, you can modify a single session or the entire recurring series. Instructor management is built directly into the scheduler. Each instructor has a profile with their certified class types, availability windows, hourly or per-class pay rates, and maximum weekly hours. The system prevents double-booking an instructor across overlapping time slots and alerts you when an instructor is approaching their contracted hour limit. Substitute instructor assignment is streamlined — when an instructor calls in sick, you select a replacement from the list of available and qualified instructors, and all booked members are automatically notified of the change.
Waitlist Management and Automatic Promotion
When a class reaches capacity, members can join a waitlist directly through the GymWyse member app. If a booked member cancels, the first person on the waitlist is automatically promoted into the class and receives an instant notification via push, email, or SMS confirming their spot. This happens without any staff intervention. You control waitlist behaviour per class — you can set a maximum waitlist size, configure the promotion window (how long a waitlisted member has to confirm before the spot goes to the next person), and choose whether to allow waitlist promotion up to a certain time before the class starts. Waitlist analytics show which classes consistently have waitlists and how long they are, giving you data to decide whether to add more sessions of popular classes or increase capacity. For gyms running high-demand boutique classes, the waitlist system ensures every spot is filled and no revenue is lost to last-minute cancellations.
Automated Reminders and Member Self-Booking
Members book classes through the GymWyse member app with two taps — browse the schedule, tap a class, confirm the booking. The app shows real-time availability, waitlist position if the class is full, instructor details, and class descriptions. Automated reminders are sent at configurable intervals before each class — typically 24 hours and 2 hours before the start time — via push notification, email, or SMS based on the member's notification preferences. Late cancellation policies are enforced automatically. If a member cancels after the cutoff window, the cancellation is recorded against their profile and any applicable fee is charged to their account. No-show tracking identifies members who book but do not attend, and you can configure automatic penalties for repeat no-shows such as a temporary booking restriction or a fee. These automated policies ensure your classes run at maximum capacity by discouraging frivolous bookings and last-minute cancellations.
Capacity Limits and Attendance Tracking
Every class in GymWyse has a configurable capacity limit that is enforced at the point of booking. When a class is full, the booking button automatically switches to a waitlist join button. Capacity limits can differ between classes based on room size, equipment availability, and instructor preference. For example, a spin class might be limited to 20 bikes, while a yoga session in the same studio might accommodate 30 mats. Attendance is tracked automatically via QR code check-in at the studio door or manual check-in by staff. Attendance data feeds directly into your analytics dashboard, showing utilisation rates per class, per time slot, per instructor, and per day of the week. These insights reveal which classes are consistently full, which are underperforming, and where schedule gaps could be filled with new offerings. Attendance data also feeds into the churn prediction engine — a member who starts skipping their regular classes is flagged as at-risk before they consider cancelling.
Complete Gym Operations Platform
Class scheduling is one module of the complete GymWyse platform. Beyond scheduling, GymWyse manages every aspect of gym operations — membership management with flexible tiers and freeze options, QR-code check-ins at every door and studio, billing and invoicing with ACH, Direct Debit, and card payments, personal training booking with session packages and recurring appointments, staff management with role-based permissions and commission tracking, revenue analytics with real-time dashboards, and AI-powered churn prediction. Class attendance data connects directly to churn prediction — when a member stops attending their regular classes, the system flags them as at-risk automatically, enabling proactive retention before they cancel.
Vibe Fitness, San Francisco, CA
Single location — 380 members — Boutique group fitness studio (spin, yoga, HIIT, barre)
Challenge
Vibe Fitness was running 35 classes per week on Mindbody at $249 per month plus per-class add-on fees. The waitlist was managed manually by the front desk — when someone cancelled, staff had to call waitlisted members one by one. No-shows averaged 22% across all classes, and there was no automated penalty system. Popular evening spin classes ran at capacity with 8-person waitlists, while mid-morning yoga sessions sat at 40% utilisation. The owner had no data to justify schedule changes beyond anecdotal observation.
Solution
Vibe migrated to GymWyse and activated unlimited class scheduling with automated waitlist promotion, no-show tracking, and attendance analytics. The waitlist system started filling cancelled spots within minutes instead of hours. No-show penalties — a $10 fee after three no-shows per month — reduced the no-show rate from 22% to 15%. Attendance analytics revealed that the two lowest-performing mid-morning classes could be replaced with an additional evening spin and a Saturday bootcamp, both of which now run at 90%+ utilisation. The studio recovered an estimated $2,800 per month in previously lost capacity.
Class utilisation (from 68%)
Manual scheduling hours per week
Reduction in no-shows
Revenue from waitlist fills
“We run 45 classes per week across two studios and the scheduling was a nightmare on Mindbody. Double-bookings, manual waitlist management, instructors not knowing their schedule changes. GymWyse eliminated all of that. The waitlist auto-promotion alone fills 15-20 spots per week that would have gone empty under our old system. Our class utilisation went from 68% to 94% in three months.”
Jessica Kim
Owner, Movement Lab
“We switched from Mindbody after five years because the scheduling add-ons kept getting more expensive and the waitlist feature was essentially manual. GymWyse includes everything — unlimited classes, automated waitlists, instructor management, attendance tracking — in one flat price. No per-class fees, no premium tier required for basic scheduling functionality. The member app is also significantly better for class booking.”
Ryan Cooper
Director, Basecamp Fitness
“The no-show tracking and automated late-cancellation penalties transformed our class attendance. We had a serious problem with members booking every class on the schedule and not showing up, blocking real attendees from getting spots. GymWyse's penalty system reduced our no-shows by 32% in the first month. Members take their bookings seriously now because there are consequences for wasting a spot.”
Alana Torres
Co-owner, Pulse Studio
GymWyse vs Mindbody for Class Scheduling
See how GymWyse compares to Mindbody on the class scheduling features that matter most to gym owners and studio operators.
| Feature | GymWyse | Mindbody |
|---|---|---|
| Number of Classes | Unlimited (all plans) | Tiered limits based on plan |
| Waitlist Management | Automatic promotion with notifications | Manual waitlist (staff must promote) |
| Member Self-Booking | Native app with 2-tap booking | Web-only or third-party app |
| Instructor Management | Built-in with availability and pay tracking | Separate system or spreadsheet |
| Automated Reminders | Push, email, SMS (configurable per class) | Email only (limited customisation) |
| No-Show Tracking | Automatic with configurable penalties | Manual tracking (if done) |
| Attendance Analytics | Real-time dashboard with utilisation rates | Basic reports (delayed) |
| Pricing | Included in platform (no per-class fees) | $159-$399/mo + add-on fees |
Frequently Asked Questions
Everything you need to know about gym class scheduling with GymWyse.
Fill Every Class. Eliminate Scheduling Chaos.
Every empty spot in a full class is revenue you are losing. GymWyse gives you unlimited class scheduling, automated waitlist promotion, no-show tracking, and attendance analytics — all in one platform with no per-class fees. Start your 14-day free trial today or book a personalised demo to see how GymWyse can transform your class schedule.