Daily Gym Capacity Management via Club Booking Platforms

We utilize a booking platform for each club to 1) manage client booking 2) ensure complete account payment utilization and 3) manage gym capacity by the hour to ensure we both meet our individual capacity goals while avoiding overcrowding which can lead to poor experiences.

• Set Hourly Capacity Limits

  • The club capacity will be defined prior to the initial opening and can be updated at any time to reflect adjustments needed to increase or decrease capacity. Occupancy per hour is based on the gym size and what services you are offering (open gym, classes, personal training, PT space rentals)

  • All capacity levels can be adjusted for each hourly time slot for the time in which the gym is open for services

• Learn & Configure Booking Rules

  • To begin, you must understand all booking rules for your individual club (how early clients can sign up, sign up cut off times, cancellation policies, etc).

  • Consult with your club owner to learn all booking rules as it relates to managing capacity and class spots

• Monitor Daily Bookings

  • The biggest (and most challenging) aspect of managing capacity and spot utilization for classes is the continuous checking of sign ups and available spots

  • For best results, this is done hourly during typical business hours for each club (6a-6p generally)

  • Check booking apps, both in house client booking and 3rd party booking platforms, for spots in each service category (open gym, classes, etc)

    • In house booking apps: Acuity

    • 3rd party booking platform apps: ClassPass

  • Download your club’s booking app for easy and consistent daily management

• Understanding Capacity & Availability

  • Acuity is set up with spots dedicated for each service per hour throughout the club’s service hours. The number of spots dedicated to each service is calculated by the percentage of revenue from each service category brings the club in total

    • If your club total capacity for each hour is 18 and you run multiple service categories at each hour (for example you have a class going at the same time you offer personal training space rentals) you and/or club ownership will calculate how many slots should be allotted for each service category

• Adjust On-the-Fly: Acuity

  • Acuity can be adjusted daily and hourly to adjust the capacity for each service category. You may increase or decrease capacity at one service category to make space for a different service category based off demand. For example, if a class has capped out at 14 and your open gym service category is 2 out of 4 spaces reserved, you can reduce the open gym capacity by 2 and increase your class capacity by 2 to meet your overall capacity of 18. This can be done on any service category

  • To adjust Acuity via the app, go to 1) Settings 2) Appointment Types 3) Class or Service you’d wish to adjust 4) Scroll down and adjust under “Max number of people” 5) and Save

  • Always communicate to any staff that would be impacted such as coaches who will need to know the capacity for programming purposes in their classes

  • Reallocate capacity or open additional time slots for spots if attendance is capped out consistently or remove a time slot that is underperforming

  • Block off hours if staff is unavailable or maintenance is scheduled

• Adjust On-the-Fly: ClassPass

  • ClassPass user spots can be adjusted very quickly and easily to both add or decrease capacity based off your current in house sign ups for club services. Generally, ClassPass is used as an additional booking option to bring in clients to fill excess capacity, earn revenue in slots not utilized by in house clients, and for mass marketing purposes

  • ClassPass is used only for classes unless club ownership approves any additional service categories for that plaform

  • To increase or decrease capacity for daily classes simply add or reduce each hour/class by the amount you desire with the main goal of increasing revenue

  • Always communicate to any staff that would be impacted such as coaches who will need to know the capacity for programming purposes in their classes

• Enforce Check-Ins

  • Require check-ins to confirm attendance and release no-show slots, this supports accurate reporting

  • Work with coaches and staff alike to ensure proper check ins and understanding the process of checking clients in

• Daily Reporting & Review

  • Review end-of-day usage data

  • Note peak hours and underused slots for future schedule optimization

• Management Mindset

  • The main goal of managing capacity as a leader of the business is to increase revenue. The mindset for spot utilization and efficiency is to create as many spots and fill them as possible while keeping each client’s experience at a 5 star level

  • This requires a deep knowledge and consistency in how you manage spots for your top producing revenue categories

  • Historically, classes and personal training are your highest revenue drivers, followed by open gym and personal training space rentals respectively

  • Knowing classes are a top driver of revenue, this service category represents an ability to increase capacity to increase revenue where possible. Adjusting workouts, moving equipment to make space for even one more client can boost the business’ performance financially

  • For 3rd party booking apps such as ClassPass, the owner mindset is to use this platform to fill open spots that your in house clients do not take (or the business doesn’t have). ClassPass, over the last 5+ years has turned into the leading corporate entity for multi gym memberships which is not what it was intended for use at the beginning. ClassPass was a tool for gyms to use to fill empty spots, attract new clients, and transition them from their ClassPass membership to a full in house gym membership. As of 2025, statistics shows that ClassPass users are committed to ClassPass and their multi gym memberships to allow for variety at cost much cheaper than the cost of multiple gym memberships or packages. Knowing this information has allowed PPCo. to negotiate top tier pricing from ClassPass and utilize it as a compliment to our in house clients, often times getting more per head revenue from ClassPass clients versus in house clients

  • Maximizing ClassPass spots is key to growth and marketing to the area masses at no cost to the business

  • Understanding of the ClassPass algorithm is imperative to knowing how to max your sales. Allowing too much inventory (spots) on the app will drive the price per head (client) down while opening up a single or double time slot that is available roughly 12-24 hours prior to class creates a price surge (less inventory, high demand equates to higher price per class for the potential client) that ClassPass charges the user, thus driving our income higher

  • A few tips that have been proven to work are 1) consistently monitor spots on the hour from 6a-6p daily 2) always have 1-2 spots available 12 hours prior to class for higher surge price client sign ups 3) if you see clients late cancel and spots open up and there are more than 2 available, decrease the capacity to create demand pricing 4) if classes consistently capping out work to add capacity with additional class times

  • For questions on spot management, inventory and demand pricing, software or tech reach out directly to club ownership