Every class has a capacity, the maximum number of members who can book in. Once a class is full, a waiting list can let members queue for a space if one frees up, or you can turn the waiting list off so a full class simply shows as fully booked. Both are set on each activity, so you can run different rules for different classes.
Set class capacity
Capacity is set on the activity itself. Go to Settings > Your Offerings > Activities, open the activity, and find the How is it booked? section:
Maximum attendees sets the most members who can book the class. You choose this number. Once it is reached, no more bookings can be made unless the waiting list is on.
Minimum attendees sets the fewest members needed for the class to run, if you want to track that.
Latest booking sets how many minutes before the start bookings close.
Click Save Changes when done. On the diary, each class shows the number booked against the maximum you set, for example 4/20, so you can see capacity at a glance.
Turn the waiting list on or off
The waiting list is set per activity, so you can have it on for some classes and off for others. It is enabled by default on new activities. To change it, open the activity and in How is it booked? use the Waiting List dropdown:
Enabled lets members join a waiting list once the class is full. If a space opens up, the member is notified.
Disabled hides the waiting list. Once the class is full, it simply shows as fully booked with no option to queue.
Click Save Changes to apply.
What members see
With the waiting list enabled: once a class is full, members see the option to join the waiting list.
With the waiting list disabled: a full class shows as fully booked, with no waiting list option.
⚠️ Note: You can change the waiting list setting at any time. Members are not notified when it is turned off, they will simply no longer see the option.
How is a member told a space has opened?
When a class is full and a space becomes available on the waiting list, ClubRight automatically emails the member and, if they have the ClubRight Member App installed with notifications turned on, also sends a push notification. No text message (SMS) is sent automatically, and the member cannot choose or request to be notified by text instead — email, plus app push where available, goes out to everyone on the waitlist.
Email: sent automatically to the member using the Waiting List Email template, which you can customise from Settings > Email Templates. (Customising email templates: overview)
App push notification: sent at the same time, but only reaches members who have the ClubRight Member App installed with notifications enabled. Members without the app, or with notifications switched off, will not see it. (Push notifications and smart notifications)
Text message (SMS): not sent automatically. If a member wants to be told by text instead, staff can text them from the diary in a few clicks — see below.
There is currently no setting members can change themselves to choose how they are told about a waiting list space. Email, and app push where available, apply automatically to everyone on the waiting list.
Can a club text the waiting list instead?
Yes — staff can text everyone on a class waiting list in a few clicks from the diary, provided SMS is set up on the account. (SMS setup and FAQ)
In your Diary, open the class and go to its Activity Details screen.
Choose Message Waiting List, then pick SMS as the channel.
Write your message and send.
See "Messaging members from the diary" for the other messaging options available from a class.
Limit how many classes a member can book per period
Class capacity controls how many members fit in one session. If instead you want to cap how many classes an individual member can book in a period, for example two classes a week, you do this with credits rather than capacity. You set up a credit product, give it the number of entries allowed, and link it to the membership plan. The member can then book up to that number of classes per period. See the credits and products article for how to set this up.
Have more questions about capacity and waiting lists? Click the orange chat button at the bottom of your screen to speak to our team.