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Managing Class Rosters

"Who's coming to my 6pm class?"

Instructors need to know who's showing up. Not a vague headcount. Actual names. Maybe they want to prep for specific skill levels. Maybe they need to grab extra equipment. Maybe someone has an injury they need to accommodate.

The roster shows everything, and makes it easy to communicate with everyone at once.

The Instructor View​

Before Class​

Sarah teaches the 6pm HIIT class. Here's what she sees when she opens her roster:

HIIT Express
Tuesday, Jan 21 at 6:00 PM
───────────────────────────────────────
Capacity: 15 | Booked: 12 | Waitlist: 3

Confirmed Attendees:
 1. Jessica Adams
 2. Mike Chen
 3. Rachel Torres
 4. David Kim
 5. Amanda Liu
 6. Tom Wilson
 7. Lisa Park
 8. James Brown
 9. Nicole Garcia
10. Chris Martinez
11. Emily Johnson
12. Kevin O'Brien

Waitlist:
 1. Sarah Williams
 2. Dan Thompson
 3. Maria Santos

[Email All Attendees] [Email Waitlist]
───────────────────────────────────────

Sarah knows exactly who's coming. She can see she has 12 confirmed out of 15 spots, with 3 people waiting for cancellations.

Roster Details​

Need more info? Click any name to see:

  • Member since when
  • How many classes they've attended
  • Any notes (injuries, preferences)
  • Contact info

Sarah notices Jessica is new—first class ever. Good to know so she can welcome her and keep an eye on her form.

Emailing Your Class​

"Something Changed, I Need to Tell Everyone"​

Sarah's running 10 minutes late because of traffic. She needs to let her class know.

She taps "Email All Attendees."

Quick Message to HIIT Express (12 attendees)
───────────────────────────────────────
Subject: [Auto-filled] HIIT Express - Jan 21 at 6:00 PM

Message:
Hey everyone! Running about 10 minutes late
due to traffic. We'll start at 6:10.
See you soon!
                                    - Sarah

[Send to 12 Attendees]
───────────────────────────────────────

One click. Everyone booked gets the message. No hunting for email addresses. No creating a group text.

Common Reasons to Email​

  • Running late — "Starting 10 minutes late"
  • Room change — "We're in Studio B today, not Studio A"
  • Equipment reminder — "Bring a yoga mat if you have one"
  • Cancellation — "Class is cancelled due to illness" (though this also triggers automatic refunds)
  • Heads up — "We're doing partner work today, come ready!"

Emailing the Waitlist​

Sarah's class is full, but she wants to let the waitlist know there's a good chance of getting in:

She taps "Email Waitlist."

Message to Waitlist (3 people)
───────────────────────────────────────
Subject: HIIT Express Waitlist - Jan 21

Message:
Hi! You're on the waitlist for tonight's
HIIT class. Last week 2 people cancelled
the day of, so there's a good chance
you'll get in. Keep an eye out for
the promotion notification!
                                    - Sarah

[Send to 3 on Waitlist]
───────────────────────────────────────

Taking Attendance​

During or After Class​

Class is done. Sarah marks who actually showed up:

Mark Attendance - HIIT Express
───────────────────────────────────────
✓ Jessica Adams         [Present]
✓ Mike Chen            [Present]
✓ Rachel Torres        [Present]
✓ David Kim            [Present]
✗ Amanda Liu           [No-Show]
✓ Tom Wilson           [Present]
✓ Lisa Park            [Present]
✓ James Brown          [Present]
✓ Nicole Garcia        [Present]
✓ Chris Martinez       [Present]
✓ Emily Johnson        [Present]
✓ Kevin O'Brien        [Present]

11 Present | 1 No-Show

[Save Attendance]
───────────────────────────────────────

Amanda didn't show. Sarah marks her as no-show. This gets recorded:

  • Amanda's credit is forfeited (she booked the spot)
  • Her no-show is logged on her account
  • Patterns become visible if it happens repeatedly

Why Attendance Matters​

For the member: Builds their history. Shows commitment. Flags if they're struggling to attend.

For the instructor: Tracks who actually comes to their classes. Identifies regulars vs. one-timers.

For the gym: Data on no-show rates by class, time, instructor. Helps optimize scheduling.

Class Cancellation​

Instructor Can't Make It​

Sarah wakes up sick. She can't teach tonight's class.

Option 1: Find a Sub

Another instructor takes over. Sarah (or staff) reassigns the class. Everyone booked stays booked—they just get a notification that the instructor changed.

Option 2: Cancel the Class

No sub available. The class is cancelled.

  1. Staff cancels the class
  2. All attendees are notified automatically
  3. All credits are refunded automatically
  4. The waitlist is cleared
  5. The class shows as "Cancelled" on the schedule

Everyone gets their credit back. No one has to request it. It just happens.

What Staff Can Do​

Front desk and managers have additional capabilities:

Add Someone to a Class​

Member calls: "Can you add me to the 6pm HIIT?"

Staff can:

  1. Open the class roster
  2. Search for the member
  3. Add them directly (if there's room)
  4. Or add them to the waitlist

No need to have the member do it themselves.

Remove Someone​

Member calls: "I need to cancel my class booking"

Staff can:

  1. Find them on the roster
  2. Remove them (credit returned if more than 24 hours out)
  3. Next waitlist person gets promoted automatically

Override Policies​

Member has a legitimate emergency within 24 hours of class? Staff can:

  1. Remove them from the roster
  2. Force-return their credit despite the late cancellation

Everything is logged. No hidden actions.

Roster Reports​

Class-by-Class​

After each class, you can see:

  • Final attendance count
  • No-show rate
  • Waitlist conversion (how many waitlisted people got in)

Over Time​

Look at trends:

  • Which classes consistently fill up?
  • Which have high no-show rates?
  • Which instructors have the best attendance?
  • What times are most popular?

Data helps you make better scheduling decisions.

Common Scenarios​

"The Room Changed Last Minute"​

Maintenance issue in Studio A. Class needs to move to Studio B.

You do:

  1. Open the roster
  2. Click "Email All Attendees"
  3. Send: "Room change! We're in Studio B tonight."
  4. Done—everyone knows

"A Regular Wants to Know If They're In"​

Dan calls: "Did I get off the waitlist for tonight's yoga?"

You do:

  1. Open the class roster
  2. Check the confirmed list and waitlist
  3. "You're still #2 on the waitlist, Dan. If someone cancels, you'll get an email."

Or: "Good news—you got promoted! Check your email, you should have a confirmation."

"Instructor Wants to Know Who's New"​

Sarah wants to identify first-timers before class.

She does:

  1. Open her roster
  2. Look for members marked as "First Class" or with low attendance counts
  3. Make mental note to welcome them and check their form

"Class Has Chronic No-Shows"​

The 6am spin class has a 25% no-show rate. People book but don't come.

You might:

  1. Send reminder emails the night before
  2. Tighten the cancellation window for early classes
  3. Reach out to repeat no-showers personally
  4. Consider overbooking slightly (if 25% always no-show, book 12 for a 10-person class)

The data shows you the problem. You decide the solution.

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