Schedule Management

The gym schedule allows you to lay out the weekly training sessions at your gym, as well as scheduled events such as seminars, promotion events, birthday parties and more. This information is used for 4 important features:

• The schedule shown on the gym website
• Member attendance tracking, for tracking which sessions a member attended
• Session booking through the gym website
• Controlling gym access through the memberships

If you use any of those features, you should fill out the schedule before moving to other areas, which is why we recommend doing this as part of the initial gym set up.

Accessing the Gym Schedule

Go to Gym in the Main Menu

Select → Schedule 

Viewing Multiple Schedules

If your gym uses more than one schedule (for example, separate calendars for classes, private lessons, or events), you can switch between them using the Schedule dropdown menu at the top of the calendar.

The dropdown also includes an All Schedules option, which displays classes from every schedule in a single combined view. This makes it easier to see everything happening across your programs without having to switch back and forth.

 

Adding Sessions to Gym Schedule

You can use the schedule to create class sessions, private lessons, or special events. To add one, click on the day and time slot where you want it to appear.

When you create a new session, the Add Session window opens. From here, you can set the details across four tabs: Details, Booking, Description, and Settings.

Add Session: Details Tab

This tab defines the core information about your session — what it’s called, when it happens, who’s running it, and any skills you want to track during the class.

• • Title – Name of the session (max 250 characters).

  • Color – Assign a color for easy identification on the schedule.

  • Frequency – Choose whether this session repeats weekly or occurs only once.

  • Day / Time / Duration – Set the day of the week, start time, and duration (in minutes).

  • Start / End Dates – Optional: limit the recurring session to a specific date range.

  • Schedule – Choose which schedule this session belongs to (if you manage multiple schedules).

  • Program – Assign the session to a specific program.

  • Instructors – Select one or more instructors who will lead the session.

  • Skills – Attach specific skills to the session for tracking and progression.

Add Session: Booking Tab

This tab controls how members and visitors can reserve spots in the session and how bookings are tracked.

• • Available for Booking – Makes the session bookable through the website and member portal. People will be able to book private sessions, the entire gym for events and any other kind of appointment you would like to create.

  • Max Capacity – Limit the number of attendees for group sessions.

  • Enable Waitlist – Allow members to join a waitlist if the session is full.

  • Cost – Add a price if the session requires payment at booking. Visitors can pay with a credit-card, and members can also use their cards-on-file, as well as their account balance.
    
    

    When you enable pricing, you’ll also see options in the dropdown menu to control who the charge applies to:

    • Free Booking – No charge is applied; anyone booking can reserve the session at no cost.

    • Charge Everyone – All bookings (members and visitors) must pay the listed cost.

    • Non-Members – Only visitors or non-members are charged. Members can book without payment.

    • Website Booking – A charge is applied only to bookings made through your website.

     

• • Save Booking as a Lead – Automatically add bookings to your leads list. This is useful if you create a bookable slot for a trial and want to make sure to follow up with this person later.

  • Enable Waitlist - You can allow members to join a waitlist once a session has reach its booking capacity. If someone cancels, the first member on the waitlist will receive their slot and an Email notification.
    
  • Visibility Settings: 
    
    - Show in Member Portal (visible to members and visitors)
    
    - Show Only to Members (restricted to logged-in members only)
    
    - Show Only to Managers (hidden from members and visitors; only staff can book it from the manager account.)
    

     

Add Session: Description Tab

Use this tab to enter session details that will be displayed on your public website schedule and on the booking page associated with each session.

Add Session: Settings Tab

This tab allows you to customize how the session is displayed and operates within Gymdesk. Here, you can control its visibility on your public schedule and in the member portal, enable attendance tracking, set up remote options, and determine how the session is counted toward membership usage.

• • Show on public schedule: Displays the session on your website’s public-facing schedule.

Note: If the Booking tab visibility is set to Show Only to Managers, that setting will take precedence — meaning the session will not appear publicly even if this option is checked.

• • Age Range: Allows you to set a minimum and maximum age for the session.

  • Attendance Tracking: Session will be available for attendance tracking on the check-in screen.

  • Session Count: You can determine if you want a specific session to count for more than 1 session when counting towards promotion requirements, as well as membership session counts. For example, if I have a 10 session membership and you set a Session Count to "2", this will deduct 2 sessions from the membership.

• • Remote session: You can mark a session as remote - this will show an icon on the schedule (the "Zoom" logo) indicating it's a remote session. Optionally, you can also include a link to remote training (such as a zoom or Google Meet link), and clicking on the remote icon will take the member there. 

Editing and Duplicating Sessions

You can update existing sessions or create duplicates directly from the schedule screen.

• Editing a Session – Click on any existing session to open the edit window. From here, you can update details, booking options, or visibility settings. Click Save to apply your changes.

• Duplicating a Session – To quickly create an identical session, use the drag-and-drop copy feature:

  

   

  1. Click and hold an existing session on the schedule.

  2. Drag it to another day or time slot.

  3. Release it, and a duplicate session will be created automatically.

 

Marking Gym Closure

You can mark the gym as closed for the entire day on the schedule by clicking the "X" icon at the top-right of the day column on the schedule.