How to set up class scheduling and waitlists on Timeo (step-by-step guide)

This guide builds a group class schedule on Timeo from scratch: recurring class templates, capacities, member self-booking, the waitlist, spot selection, and the shareable live schedule link. Written for studios and gyms running classes, from Pilates to Muay Thai.

1. Create class templates, not one-off events

A template describes a class that repeats: its name (“Reformer Beginner”), the service behind it, the coach, the weekday and time, and the capacity. Timeo materialises the coming weeks of sessions from the template automatically, so you set the timetable once and it keeps existing.

The template’s name is what members see everywhere: one service (say “Group Class”) can back several differently named classes, and members always see the class name, never the billing name behind it.

Editing a template later

Rename it, move its time, or change the coach and future sessions update to match. Sessions that already have reservations are handled carefully rather than wiped, and members are notified when a session they booked is cancelled by staff.

2. Set capacity, and decide who sees what

• Capacity is the number of spots. The class closes itself at capacity on every surface at once.
• Member-bookable controls visibility: a staff-only session (private group, corporate booking) can be hidden from the public schedule while staff still manage it.
• Spot selection (Advance plan): give a class a seating chart and members pick bed 3 or bike 7 like a cinema seat. Leave it off and Timeo assigns spots silently.

3. Let members book (and cancel) themselves

Members reserve from the member app or your booking page; each reservation burns a session from their pack automatically (see the memberships and packages guide). Self-cancel is on by default within the window you configure; turn it off and cancellations go through your front desk.

The frequent-canceller lever

Instead of a harsh blanket policy, Timeo tracks who cancels late repeatedly and can require exactly those members to commit a session credit at booking time. The three people gaming your schedule feel it; everyone else never notices.

4. Turn on the waitlist

When a full class loses a reservation, the first matching waitlist entry is promoted into the freed spot automatically and the member is notified. Promotion respects capacity, the member’s packs, and the seating chart, so a promoted member never arrives to a class with no bed.

5. Publish the schedule where people already are

Every studio gets a live schedule link showing upcoming classes with spots remaining, made to be dropped into an Instagram bio, a WhatsApp reply, or a linktree. There is also an embeddable “Book now” button for your own website. Both read the same live data as the app.

6. Run the day from the roster

Before each class, staff see the roster: who reserved, who was promoted from the waitlist, and who is a dependant booked by a parent. Reminders went out automatically 24 hours and 1 hour before, so the roster you see is close to the room you get.