At a Glance • Key Takeaways
- Automated Efficiency: Streamline online bookings, live availability scheduling, and customer communication without manual intervention.
- Live Capacity & Conflict Prevention: Prevent double-booking across staff, rooms, activity sessions, or rental fleet assets in real time.
- 0% Platform Booking Fees: SmartBookings does not charge transaction fees or take percentage cuts of your ticket sales or customer payments.
1. Structuring Your Sports & Fitness Timetable
In SmartBookings, Categories act as the parent programs or activity disciplines for your club, studio, or academy. Organizing your timetable cleanly allows participants to filter between morning yoga, evening kickboxing, junior academy drills, or open gym sessions effortlessly.
Recommended Category Structures by Sport:
- Martial Arts Dojo: Tigers Karate (Ages 4-7), Youth Yellow & Green Belts, Adult BJJ Gi Fundamentals, MMA Sparring (Invite Only).
- Yoga & Pilates Studio: Vinyasa Flow Morning Energy, Hot Yoga 40°C, Reformer Pilates Beginner, Yin Restorative Yoga.
- Boxing Club: Cardio Boxercise (Non-Contact), Amateur Boxing Technique, Heavy Bag HIIT, Junior Gloves (Ages 8-14).
- Racket Sports Club: Padel Social Matchplay, Intermediate Tennis Drills, Junior Squash Academy.
- CrossFit & Strength: WOD (Workout of the Day), Barbell Club (Olympic Lifting), Gymnastics Skills Clinic.
2. Adding a Category in Admin
1 Navigate to Sessions > Categories in your admin dashboard.
2 In the Category Name field, enter the clear activity title (e.g. Adult Boxing Fundamentals).
3 Set the Display Order (e.g. 1 for your most popular class, 2 for secondary disciplines).
4 In the description field, outline who the class is suitable for (beginner/intermediate), what participants must bring (e.g. handwraps, mouthguard, grip socks), and studio arrival protocols.
5 Click Save Category.
3. Creating Class Ticket Options (Participant Tiers)
Within each category, configure the specific ticket options under Sessions > Ticket Options (EventTicketOptions.aspx). For sports facilities, ticket options represent participant types and booking options:
- Drop-In Single Class: Standard pricing for non-members or casual participants.
- Member Drop-In: Discounted rate or zero-cost token for active monthly members.
- Class Pass Redemption: Ticket option configured to redeem prepaid 5-class or 10-class punchcards.
- First-Time Trial Pass: Special promotional rate (e.g. £5 trial or free taster) restricted to 1 per customer.
- Parent + Child Duo: For toddler gymnastics or parent-and-child tag rugby where 1 booking covers two participants.
Capacity Rule (Places Used): Ensure that standard single participant ticket options have Places Used = 1. If offering a Parent + Child bundle, set Places Used = 2 to accurately deduct studio mat capacity!
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Frequently Asked Questions
How do I organize sports class categories for youth belt progression and adult fitness?
In Sessions > Categories (eventCats.aspx), create distinct categories representing each discipline and age group (e.g. 'Little Ninjas Karate Ages 4-7', 'Youth Yellow & Orange Belts', 'Adult BJJ Fundamentals'). This allows parents and adult athletes to filter your schedule effortlessly.
Can I set up different participant options like Drop-In, Member Token, and Trial Pass?
Yes. Under Sessions > Ticket Options (EventTicketOptions.aspx), configure tiers like 'Casual Drop-In (£12.00)', 'Member Free Pass (£0.00)', '10-Class Punchcard Redemption (£0.00)', and 'First-Time Trial (£5.00)' so every customer type can book into the same class session.
How do Places Used rules prevent overcrowding on dojo tatami mats or spin bikes?
By setting 'Places Used = 1' on standard single participant tickets, every confirmed booking automatically deducts exactly one spot from your session capacity. For parent-and-child classes (e.g. toddler gymnastics), set 'Places Used = 2' to reserve space for both attendees.
Can certain advanced sparring classes be restricted to approved students only?
Yes. You can mark advanced sparring or competition prep categories as 'Admin Only' in the category settings. This keeps the class hidden from public online booking while allowing head coaches to register approved fighters manually.
Can I include mandatory gear requirements in the category description?
Yes. In the category description, detail mandatory attire such as clean white gi, 16oz boxing gloves, shin guards, mouthguards, or grip socks so new students arrive fully prepared for training.
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