Bookings

This guide is for gym owners and personal trainers using Orlo to streamline operations, engage clients, and grow their business.

Staff can manage client bookings directly from the timetable or from the client’s profile. This includes creating new bookings—either using their plan or for free—and cancelling bookings when needed. The system takes care of allowance tracking, reminders, waiting list notifications, and late cancellation detection automatically.

Creating a Booking

1. Go to the Timetable in the staff dashboard.
2. Find the class and click the dropdown menu.
3. Select Book clients.
4. Search for the client by name or email.
5. Choose how you want to book them:
   • Book – uses a valid membership, pack, or session credit.
   • Book for free – creates a booking without using credit.

Once booked, the client will appear in the class list. If reminders are enabled, the system will automatically send a message by email or WhatsApp 3 hours before the class.

You can view and manage bookings from the client’s profile under the Bookings tab or directly in the class view on the timetable.

Cancelling a Booking

1. Go to the client’s profile (you can also click on their name in the timetable).
2. Find the booking in the list and click the Cancel button.
3. The system will:
   • Update the booking status to cancelled.
   • Return the credit to the client (if applicable).
   • Notify clients on the waiting list if the class was full.

Cancelled bookings are removed from the client’s active bookings and logged in their profile history.

Late Cancellation Detection

If a booking is cancelled within 3 hours of the class start time, it will be marked as a late cancellation. This affects whether the client’s session is refunded and whether they’re charged a cancellation fee, based on your gym’s automation rules.

To adjust these settings, go to Settings → Automation.