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Spot Booking

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This article will take you through:

  1. What is Spot Booking? 
  2. What are the benefits? 
  3. What’s included? 
  4. What are the current limitations? 
  5. How to create Room Layouts and enable Spot Booking (Dashboard) 
  6. How members book a spot (Member App) 
  7. Auto-assignment explained 
  8. Is Spot Booking right for my studio? 
  9. Coming soon

What is Spot Booking?

Spot Booking allows members to reserve a specific spot in a class directly from an interactive room map in the Member App.

Studios can create custom interactive room layouts in the Dashboard and assign them to classes, giving members a visual booking experience for bikes, mats, reformers, boxing bags, and more.

Members can then:

  • View the studio layout before booking 
  • Select their preferred spot during the booking flow 
  • See their assigned spot in their bookings and booking details 
  • Receive booking confirmation with their assigned spot label 

What are the benefits?

Spot Booking helps create a more organized and seamless class experience for both members and staff.

Benefits for members

  • Reserve a preferred spot before arriving 
  • View an interactive map of the studio layout 
  • Enjoy a more transparent booking experience 
  • Reduce stress or confusion before class starts 

Benefits for studios

  • Improve class organization and flow 
  • Reduce disputes over equipment or positions 
  • Support different layout types across classes 
  • Automatically assign spots to users who do not manually select one 
  • Create a more premium member experience 

What’s included?

Dashboard features

Studios can now:

  • Create, edit and delete Room Layouts 
  • Restore previously deleted Room Layouts 
  • Build layouts using a grid editor 
  • Remove spots from layouts 
  • Create custom Spot Types 
  • Edit Spot Numbers 
  • Assign Room Layouts to classes 
  • View which classes use each Room Layout 
  • Block or unblock spots for individual class occurrences 
  • Manage spots directly from scheduled classes 
  • Validate Room Layout capacity against class size 
  • Enable automatic spot assignment

Member App features

Members can now:

  • View interactive room layouts during booking 
  • Select and reserve a specific spot 
  • Scroll horizontally and vertically around the layout 
  • Book spots during both standard booking and Quick Booking flows 
  • See their assigned spot in: 
    • My Bookings 
    • Booking Details 
  • Receive booking confirmation with their assigned spot label
  • Change their assigned spot before class starts
  • View assigned spots throughout the booking experience
  • Continue using Quick Booking with Spot Booking support 

Web Portal

Members booking through the Web Portal can now:

  • View Room Layouts
  • Select available spots
  • Complete bookings with Spot Booking
  • View assigned spots in their profile

Bring a Friend support

When using Bring a Friend (+1):

  • The primary user can select their own spot 
  • Guest spots are automatically assigned 

What are the current limitations?

Dashboard limitations

  • Room Layout names are not required to be unique
  • Spot Types cannot currently be edited or reordered. 
  • Deleted Spot Types cannot be restored. 
  • Room Layout capacity does not automatically update class capacity.  

Member App limitations

  • Friends cannot manually choose or change their assigned spot. 
  • Assigned spots are shown in the Web Portal profile rather than on the booking confirmation page.
  • Members are not notified if Room Layout changes affect future bookings.

How to create Room Layouts and enable Spot Booking (Dashboard)

Step 1: Create a Room Layout

  1. Navigate to Facilities > Room Layouts 
  2. Click New Room Layout 
  3. Enter a layout name 
  4. Configure the grid size (up to 25x25) 
  5. Add predefined spot types to the layout 
  6. Configure each spot as: 
    1. Bookable 
    2. Blocked 
    3. Not Bookable 
  7. Review the live spot counter 
  8. Save the layout 
Operator Dashboard Clip 1.gif

Step 2: Assign a Room Layout to a Class

  1. Navigate to Manage > Classes 
  2. Create a new class or edit an existing class 

  3. When enabling Spot Booking for a class:

    • Turn on Spot Booking
    • Select a compatible Room Layout
    • The selected Room Layout must contain enough available spots for the configured class size

  4. Validation messages are shown if:

    • Class size is missing
    • No Room Layout exists
    • No compatible Room Layout is available
    • The selected Room Layout is too small
  5. Save the class 

Once assigned, members will see the interactive room layout during booking in the Member App.

Operator Dashboard Clip 2.gif

Step 3: Create the Class Schedule

After assigning the Room Layout:

  1. Create or publish the class schedule as normal 
  2. Members will now be able to select spots when booking eligible classes 
Operator Dashboard Clip 3.gif

Managing spots from the class/event list:

Staff can manage spots from the class list.

  1.  Navigate to Home > Calendar.
  2.  Open the class for which you want to manage spots
  3.  In the class slide out, select 'Manage spots'
  4.  You will then be able to move spots as needed
spotbooking.gif

Editing Room Layouts

Operators can edit existing Room Layouts at any time.

Changes to a Room Layout automatically apply to future scheduled classes using that layout.

Existing bookings are preserved. If structural changes affect assigned spots, members are temporarily marked as Unassigned before being reassigned automatically.

Removing Spots

Operators can remove spots from a Room Layout by dragging them to the trash icon.

After removal:

  • Total capacity updates automatically
  • Existing numbering is preserved
  • Spot numbers are not renumbered automatically

Custom Spot Types

Operators can create up to 20 custom Spot Types per location.

Each Spot Type includes:

  • Spot Name
  • Prefix
  • Bookable or Non-bookable behaviour

Custom Spot Types become immediately available in the Room Layout Builder.

Editing Spot Numbers

Operators can edit the numeric portion of bookable spots.

For example:

Bike 05

can become

Bike 12

Spot prefixes cannot be changed.

Deleting Room Layouts

Operators can delete Room Layouts that are no longer required.

Room Layouts currently assigned to active classes cannot be deleted.

Deleted Room Layouts can be restored provided all required Spot Types still exist.

Viewing Assigned Classes

Each Room Layout displays the number of classes currently using it.

Selecting the count opens a list of associated classes.

Managing Scheduled Classes

Managing Scheduled Class Spots

Operators can manage spot availability for individual class occurrences without modifying the underlying Room Layout.

From the class details screen they can:

  • Move members between spots
  • Block spots
  • Unblock spots

Blocked spots become unavailable for booking but remain part of the Room Layout.

If blocking reduces available spots below the configured class size, a warning is displayed because members may be booked without receiving an assigned spot.

How members book a spot (Member App/Web Portal)

When Spot Booking is enabled for a class:

  1. The member opens the class details screen 
  2. The member books the class 
  3. The interactive room layout is displayed 
  4. The member selects an available spot
  5. The booking is confirmed with the assigned spot label 

The assigned spot will then appear in:

  • My Bookings 
  • Booking Details 

If a member does not select a spot, one may be automatically assigned before the class begins.

mobileexpspot.gif

Changing Your Spot

Members can change their assigned spot before the class begins.

From either:

  • My Bookings
  • Booking Details

they can:

  1. Open the booking.
  2. Select Change Spot.
  3. View the Room Layout.
  4. Choose another available spot.
  5. Save the new assignment.

The updated spot appears immediately throughout the Member App.

Guest (+1) bookings continue to be automatically assigned and cannot be changed manually.

Auto-assignment explained

Auto-assignment automatically allocates spots to users who complete a booking without selecting one manually.

This includes:

  • Guest bookings (+1) 
  • Web bookings 
  • Flows where manual spot selection is unavailable 

When enabled, the system:

  1. Reviews already-booked spots 
  2. Finds the next available spot 
  3. Assigns the spot automatically before class start 

Auto Assignment is also used when:

  • Bring a Friend bookings are created
  • Members are temporarily unassigned after Room Layout changes
  • Spot selection isn't available during the booking flow

Is Spot Booking right for my studio?

Spot Booking is ideal for studios that:

  • Use assigned equipment or designated workout areas 
  • Want a more premium booking experience 
  • Primarily receive bookings through the Member App 
  • Run classes where layout visibility improves organization 

Examples include:

  • Cycling studios 
  • Pilates or reformer studios 
  • Boxing gyms 
  • Functional fitness classes 
  • Yoga or mat-based studios

If you have any questions or would like access to this feature, please reach out to support@glofox.com.

 

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