Bookings

Managing client bookings is easy with Orlo. You can add, edit, or cancel bookings directly from the timetable or from a client’s profile. Orlo handles credits, reminders, wait lists, and late cancellation detection for you—so you can focus on delivering a great experience.

How to Create a Booking

1. Go to the Timetable in the staff dashboard.
2. Find the class and open the dropdown menu.
3. Select Book clients.
4. Search for the client by name or email.
5. Choose a booking type:
   • Book – uses a valid membership, pack, or session credit.
   • Book for free – creates a complimentary booking without using credit (for staff, guests, or special cases).

The client will instantly appear in the class list. If reminders are enabled, Orlo will automatically send a notification by email or WhatsApp three hours before the class starts.

You can also view and manage all of a client’s bookings by visiting their profile and clicking the Bookings tab.

How to Cancel a Booking

1. Go to the client’s profile (or click their name directly from the timetable).
2. Find the booking in their list and click Cancel.
3. Orlo will:
   • Update the status to cancelled.
   • Return the session credit to the client, if applicable.
   • Automatically notify anyone on the waiting list if the class was previously full—opening up the spot for another client.

Cancelled bookings are moved from active bookings to the client’s booking history, so you always have a record.

Late Cancellations

If a booking is cancelled within three hours of the class start time, it’s marked as a late cancellation. Whether the client’s credit is refunded (or if a late fee applies) depends on your gym’s automation settings.

You can adjust your cancellation policy at any time under Settings → Automation.

Why Use Orlo’s Booking Tools?

• Less manual work: Credits, notifications, and wait list updates all run in the background.
• Full classes: Automatic reminders and wait list management keep your sessions packed and revenue high.
• Better client experience: Clients know where they stand and get timely updates—reducing confusion and missed sessions.

Best Practices

• Encourage clients to book themselves when possible to reduce admin load.
• Use Book for free sparingly for trials, staff, or exceptional circumstances.
• Check your cancellation settings periodically to align with your current business goals.

Orlo gives you full control and total visibility over every booking—so you can keep your schedule running like clockwork.

Next: Check Ins