Your activities, classes and diary work together to let members book sessions at your club. An activity is the template for a bookable session, such as Spin or Body Pump. It holds the duration, capacity, booking rules and access. Once an activity exists, you schedule it into the diary so it appears as a class members can book, either as a one-off or on a repeating timetable.
This article walks through the full setup in the order most clubs follow: set your booking rules, create your activities, then schedule them into the diary.
Before you start
Two optional building blocks make activities more useful, and they need to exist first if you want to assign them:
Rooms are the bookable spaces in your club, such as a studio or sports hall. Set these up in Settings > People & Access > Rooms. They appear as the Default room option when you build an activity.
Resources are bookable equipment, such as bikes or courts. Set these up in Settings > People & Access > Resources. They only appear in an activity if you have created them first.
For more detail on these, see the resources article linked at the end. You can set up an activity without either, so skip this step if you do not need them.
Set your diary and booking rules
These rules apply across your club and control how and when members can book. Set them once before you create activities. Go to Settings > Your Club > Diary & Booking.
When can members book?
Members can book [x] days in advance sets how far ahead the timetable is visible to members. If set to 3, members see and book sessions up to 3 days ahead.
Members can cancel up to [x] hours before sets the cancellation deadline. A member who cancels within this window regains their credit. After it, they do not.
Only open bookings at a specific time releases bookings on a fixed schedule rather than rolling. For example, next week's sessions open at 9am on Monday.
Can I stop members or parents cancelling bookings themselves?
There isn't an on/off switch, but you can use the cancellation deadline to stop members cancelling or moving their own bookings. Until the deadline, members see Cancel and Move on their booking. After it, they don't get either option, so only your staff can remove them.
To stop members cancelling at all, set Members can cancel up to [x] hours before to more hours than members can book ahead, so the deadline has always passed by the time they book. The highest you can set is 999 hours.
Go to Settings > Your Club > Diary & Booking.
In Members can cancel up to [x] hours before, enter the number of hours.
Save your changes.
⚠️ Note: This setting applies to every member and every class, not just one activity.
This works the same for children's bookings, for example swimming lessons. A parent books and cancels for their child while switched to the child's profile (using Switch Club), so the same deadline applies to them. There isn't a separate setting that stops only parents removing their child from a class. See Parent and guardian accounts.
What hours does the diary show?
Set the start and end time shown in the staff diary, for example 07:00 to 21:00. This controls the diary display only, not when members can book.
How do you track attendance?
Auto attendance marks everyone as attended automatically unless a staff member manually checks someone in. Leave it off if you want attendance recorded only when members are checked in.
Who gets notified about bookings?
Booking notifications notify the activity's assigned staff member when a booking is made, or the club owners if no staff member is set.
When moving a booking controls what happens when staff move a member's booking to a different time.
Create an activity
Go to Settings > Your Offerings > Activities. This lists your current activities, split into Active and Archived, and you can filter by All Activities, Live, or On-Demand. Click + New Activity to create one.
The activity editor is split into sections, shown down the left under This Activity. A Member Preview on the right shows how the activity will look to members as you build it. On a phone, the sections show as tabs across the top (Details, Booking, Add-ons, Resources and Access), and the Member Preview isn't shown. Work through each section, then click Save Changes.
What is this activity?
Set the name, duration and appearance:
Name is required. Use a clear name members will recognise, such as Spin or Body Pump.
Duration can be All Day or Set Duration. Choose Set Duration to specify a length in minutes.
Default room is the space the activity usually runs in. This is optional and only lists rooms you have set up.
Default person is the staff member who usually leads it. Optional.
Colour sets how the activity appears on the diary. Choose a distinct colour so it stands out and is easy to identify at a glance.
Description explains what the activity involves. It is shown to members when they view it. Optional.
Image displays alongside the activity for members. Optional.
How is it booked?
Set the attendees and booking rules for this activity:
Minimum and maximum attendees set the capacity. Once the maximum is reached, further members join the waiting list if it is enabled.
Latest booking sets how many minutes before the start bookings close. Set to 30 to stop bookings 30 minutes before the session begins.
Waiting list can be Enabled or Disabled. When enabled, members can join once the activity is full and are notified if a space opens up.
Online Booking is either In-Club Only (only staff can book members in) or In-Club + Online (members can also book themselves through the Member Area).
Non-member booking is either Members Only or Anyone. Anyone lets non-members see the activity on your timetable. To book it, they also need a credit pack linked under Who can access it?. See How do non-members book a free session? below.
Ticket purchasing is either Single Booking (one booking per person) or Allow Tickets (members can buy multiple tickets). Use Allow Tickets for one-off events rather than regular classes.
Age Restriction is either All Ages or Age Restricted. Choose Age Restricted to limit bookings to a set age range, useful for junior or over-50s sessions.
What add-ons are offered?
Select any products you want to offer at the point of booking, such as equipment hire or refreshments. These appear as optional extras when a member books.
What resources are needed?
Allocate any equipment the activity needs, such as bikes or courts. Only resources you have already set up will appear here. If you have not set up any resources, this section will be empty.
Who can access it?
Decide which members can book the activity:
Membership Plans are the plans whose members can book this activity. Use Link more plans to add them.
Credit Packs are the packs members can use to pay for a booking. Use Link more credit packs to add them.
⚠️ Note: If no plans or packs are linked, the activity is staff-only and members cannot book it themselves. The editor shows a "Staff-only booking" warning when this is the case.
When you are happy with each section, click Save Changes.
Schedule an activity into the diary
Creating an activity sets up the template. To make it bookable, you schedule it into the diary as a class. Open the diary from the calendar icon in the left menu, then click Schedule Activity.
A short wizard guides you through it:
Type: choose One-off Event for a single session at a set date and time, useful for workshops, special events, or cover. Choose Recurring Schedule for an activity that repeats regularly, such as a weekly timetable slot.
Details: select the Activity, set the Date & time, and optionally choose a Room, Staff member, and Notes. Click Next.
Review: check the summary, then click Create.
If you chose Recurring Schedule, an extra Schedule step appears between Details and Review, headed "How often does it repeat?":
Frequency sets the repeat pattern, for example Weekly.
Repeat every sets the interval, for example every 1 week or every 2 weeks.
Repeat on lets you pick which days the activity runs, from Mon to Sun.
Ends controls when the schedule stops: Never, After a set number of sessions, or On a specific date.
A confirmation line at the bottom summarises the pattern in plain English, for example "This activity will run every week at 20:41 starting 15-06-2026." Click Next to review and create.
You can manage existing recurring schedules from Manage Schedules in the diary.
💡 Tip: Build your full weekly timetable with recurring schedules, then use one-off events for anything outside the regular pattern, such as a holiday workshop or a one-time cover session.
How do non-members book a free session?
A non-member needs a credit pack linked to the activity before they can book it, even when the session is free. An activity has no price or payment setting of its own, so there's no paid or free activity option to look for on the activity page. Who can book, and what they pay, comes from the membership plans and credit packs linked under Who can access it?. Non-members don't have a membership plan, so for a free intro session, taster or onboarding session, link a free (£0) credit pack. This is the intended setup, not a workaround.
If Non-member booking is set to Anyone but no credit pack is linked, non-members can see the session but can't book it with a pass. If there's no membership plan they can buy online that includes it either, they see "This session isn't available to book online. Please contact us and we'll book you in." That's usually why a free activity won't let anyone book.
Set up a free session that anyone can book
Go to Settings > Your Offerings > Products and click New Product. Enter a name such as Free Intro Session, set Product Type to Credits, then click Save & Edit.
Leave Price at £0.00 and set Credits to 1. One credit is used per booking.
Under Who can buy it?, set Available to purchase for to Non-Members and Members, or Non-Members only.
Under Which activities apply?, tick your intro activity, then click Save Changes.
Go to Settings > Your Offerings > Activities and open the activity. Under How is it booked?, set Online Booking to In-Club + Online and Non-member booking to Anyone, then click Save Changes.
Click Schedule into diary to add the session to your timetable.
What does a non-member see when they book?
They sign in to your Member Area, or create a free account. A non-member can't book without an account.
They open the session, click Book Now, then Confirm Booking. The booking goes into their basket.
In the basket, they add your free credit pack, which shows at £0.00, then click Complete Order.
Depending on how your Member Area is set up, they may be asked to confirm their details and complete your health questionnaire (ParQ) before the booking is confirmed.
If they cancel within your cancellation window, the credit goes back to them, so they can rebook without adding the pack again.
Can new members book the same session through their membership plan?
Yes. Open the activity, go to Who can access it? and use Link more plans to add the plans your new members join on. Members on those plans can book without a credit pack. Keep the £0 credit pack linked as well if non-members also need to book.
💡 Tip: The activity's direct link is under What is this activity?. Add it to your welcome email so new joiners can book their onboarding session in one tap.
If I rename an activity, what happens to sessions already in the diary?
The new name is used everywhere straight away. Every past and future session of that activity, and every booking in them, shows the new name as soon as you save. You aren't asked whether to apply it to existing sessions.
To rename an activity, go to Settings > Your Offerings > Activities, click the activity, change the Name, then click Save Changes.
💡 Tip: If you want sessions already on the diary to keep the old name, don't rename the activity. Create a new activity with the new name instead, set it up the way you need it, and schedule that into the diary for the new sessions.
Find your way around the diary
The diary is where your scheduled classes appear. A few things to know:
Views let you switch between month, week, day, list, and rota. The rota view shows staff shifts, and greyed areas mean no staff are scheduled. On a phone, only day and list are available.
Filters down the left let you narrow the diary by Room, Staff, or Activity. On a phone, tap the sliders button at the top left of the diary to open them.
Each class block shows the activity name, the number booked against the maximum capacity you set, and the time.
Appointments and Waiting List are separate views in the left menu, alongside Activities.
What do the coloured dots on classes in the diary mean?
The coloured dot next to the number booked on a class (for example 4/5) shows how full that session is: green means there are places left, orange means it's 80% full or more, and red means it's full.
Green dot: places left. Fewer than 80% of the places are booked.
Orange (amber) dot: nearly full. 80% or more of the places are booked, but there's at least one space left.
Red dot: full or overbooked. You'll also see FULL next to the number, for example 5/5 FULL or 6/5 FULL.
No dot: nobody has booked yet, so the class just shows the number, for example 0/25.
In the list view (the view you see on a phone), the larger dot beside each class name is the activity's colour. It doesn't show how full the class is.
What do the dots mean when I open a class?
Click a class in the diary to open it. The dot next to Attendees, and next to each of the Upcoming sessions, uses the same colours, plus:
Grey dot: nobody has booked yet, or the session has been deleted.
Red dot when the room is full: if other classes in the same room at the same time have filled the room, the dot turns red even when this class still has places. The class shows the room's total, for example Room 10/10 — 0 left here. In the diary itself, the dot only counts the class's own bookings.
What do the dots mean in the Waiting List view?
The Waiting List view uses the same green, orange and red, so you can spot nearly full and full classes with people waiting. A class with no bookings shows a green dot here.
How full a class is depends on its capacity: the Minimum and maximum attendees set on the activity, or the number you've set for that one session. Activities with no maximum, such as all-day activities, don't show a dot.
How do I export the diary to my calendar?
To export your diary to Google Calendar, Outlook or Apple Calendar, open the Diary and click Download Calendar under Insights, below the filters on the left. This downloads your upcoming timetable as a calendar file (.ics) that you can import into your calendar app.
It's a one-off copy, not a live sync. Changes you make in ClubRight afterwards won't appear in your calendar until you download and import the file again.
Download and import the calendar file
Open the diary from the calendar icon in the left menu.
To export only some sessions, set the Room, Staff or Activity filters on the left first. On a phone, open them with the sliders button at the top left of the diary. For example, choose an instructor under Staff to export just their sessions.
Under Insights, click Download Calendar. A calendar file (.ics) downloads to your computer.
Open Google Calendar, Outlook or Apple Calendar and use its import option to add the file.
💡 Tip: Import the file into a new, separate calendar rather than your main one. That makes it easy to remove or replace later.
What's included in the file?
Classes and other activities scheduled in the diary for the next 12 months, starting from the time you download it.
Each entry shows the session name, date and time. Where a session has an instructor, their name is in the entry's description. The room isn't included.
Times appear in your calendar's local time, including after the clocks change.
One-to-one appointments from the Appointments view aren't included. Only sessions in the Activities view are exported.
How do I keep my calendar up to date?
Download the calendar again whenever your timetable changes, then import the new file into the same calendar. Each session keeps the same ID in every download, so importing again won't add a second copy of sessions that are already in your calendar.
⚠️ Note: If you imported a calendar file before 28 October 2026, delete that calendar and import a new download into a fresh one. Older files gave every session a new ID each time, so importing a new file on top of them creates duplicates. You only need to do this once.
If a session's time changes or it's cancelled in ClubRight, some calendar apps won't update the copy already in your calendar when you import again. If your timetable has changed a lot, delete the calendar and import a fresh download.
Who can download the calendar?
Only Owners and Managers see Download Calendar. Staff and Trainer logins don't. If an instructor wants their sessions in their own calendar, an Owner or Manager can choose them under Staff, click Download Calendar and send them the file.
Have more questions about setting up classes and activities? Click the chat button at the bottom of your screen to speak to our team.