With Layouts and Book a Spot, you can set up your location's rooms to accept bookings based on available spots or equipment within them.
In this article, you can learn about what you will need to set up Layouts within your Rooms so that clients can use the Book a Spot feature, as well as how to Book a Spot for your clients.
📺 Book a Spot Overview
Video overview of setting up and managing the Book a Spot feature →Watch Now
Adding Layouts
Follow these steps to set up Layouts for Book a Spot:
From the main navigation menu select Locations
Select a location
Choose Rooms. If you don't have a room set up already, select +Add and proceed through the Room creation wizard. Set your capacity to equal your Spot capacity for the room.
Select the three dots to the far right next to the room you want set up a layout for
Choose Layouts
Select +Add a Layout
Configuring Layouts
Once you've named your Layout, you'll need to configure its arrangement and capacity.
Using the red X and green + buttons at the corners of the grid, size your Layout as closely as you can to match your room's setup.
Don't worry, all the spots start out empty, so if the multiplication of columns and rows can't exactly match what your design, just multiply for higher capacity and leave some spots empty. This grid was designed to assume that the top of the grid faces the instructor/front of the room, so you may want to plan your grid layout accordingly.
Bookable and Non-bookable Spots
Once your grid is set up, you will need to designate whether each spot is Bookable or not. Starting from the Configure section room set up, follow these steps to set a Layout's Bookable and Non-bookable spots:
Select an Empty Spot
Choose either Bookable Spot or Non-bookable Spot
Enter in the details for the Bookable and Non-bookable spots
Save
Bookable Spots: Label must be at most 4 characters. Simply label the spot with whatever is appropriate.
Non-bookable Spots: Set the label and pick an icon. Non-bookable spots are designed to create space in the layout for obstacles, furniture, hardware, etc. Label it appropriately select any icon.
Repeat these steps until your Layout is complete. It's time to add a layout to a class!
Adding Layouts to Classes
Adding a Layout to a class is the same set of steps whether you're adding a Layout to a new class or an existing one.
New Classes
Follow these steps to set up a new class instance and set up the Book a Spot Layout feature:
From the main navigation menu select Classes
Choose a location from the drop-down
Select Go
Choose the Schedule tab
Select Add to Schedule
Below the drop-down where a room is chosen you will see the option to use the Layout feature
Apply the appropriate Layout. Your max capacity for the Room will match whatever was set up in the chosen Layout.
Save
Existing Classes
If you have your class scheduled already, select a class instance and choose Edit All to add a Layout to the class instance from the current day forward. Follow these steps to add a layout to an existing class schedule:
From the main navigation menu select Classes
Choose a location from the drop-down
Select Go
Choose the Schedule tab
Pick a class instance on the schedule
Select either Edit (the given day) or Edit (All Class Days). If you selected the option to Edit (All Class Days), select Change All Other Settings.
Navigate down to Room & Capacity Settings
Assign the Room that has the desired layout attached
Choose Save and Close
Removing a Layout from a Class
To remove or change a classes' assigned Layout type follow these steps:
From the main navigation menu select Classes
Choose a location from the drop-down
Select Go
Choose the Schedule tab, then select a class instance on the schedule
Select either Edit (the given day) or Edit (All Class Days). If you selected the option to Edit (All Class Days), select Change All Other Settings.
Navigate down to Room & Capacity Settings
Either change the Layout form the dropdown menu, or select No Layout to remove the layout entirely
Choose Save and Close
Removing a Layout does not remove all clients who have Booked a Spot. This is to help prevent data loss. When removing the Layout, a note will appear stating that only clients booked above the capacity of the Layout will be removed from Book a Spot. They will remain in the class, and the Layout tab for the class will change to read Layout: [Name] (MODIFIED) and will reflect the Booked Spot status from prior to the removal of the Layout.
Booking Clients into Spots
With your Layouts setup and assigned, staff can now book clients into a spot. In the Roster Menu for the class, a new Layout: (Name) tab will be available. As you book clients, they will automatically populate into the next available spot, but from that tab you will be able to click-and-drag them to any open spot. Cancelling their reservation will automatically cancel their Booked Spot.
Once a Layout has been attached to a class schedule, all you need to do is follow these steps to add a client to a spot from the Class Roster:
From the Main Navigation Menu select Schedule
Find a class on the schedule that has a Layout set up
Select the class
Book the client into the class. After booking the client into the class you will then be able to move them to their desired spot.
Select the Layout drop-down located at the top of the class roster
Select and drag the orange tile to the desired spot
Book a Spot FAQ
Are clients notified when they are booked into a spot or if they have been removed from a spot?
The Book a Spot feature does not trigger confirmation emails when a spot is booked nor does it send a notification when they have been removed from a spot.
Can a client be notified when the spot they want opens up?
Clients do not receive any type of notification for the Book a Spot feature.
Are there waiting lists for specific spots?
No, there are not waitlists for certain spots.
If a client books themselves into a class and wants to bring a guest can they choose the guest's Spot?
Spots can not be selected for guests when a client books a guest into a class. However, the guest's spot can be changed by the client bringing the guest via the Your Schedule section after the booking is made.
Can clients choose their spot when booking on the Walla App or Branded App?
Yes, Spot selection is supported by newest versions of iOS & Android apps.
Selection occurs immediately after tapping the Reserve button and can be changed prior to start of class.