In the fitness industry, offering the right booking model can significantly impact your client retention and revenue. Should you offer structured courses with fixed dates or flexible passes that clients can use as they please?

This post will explore the pros and cons of each model and show you how to set them up using Bookwhen.

Understanding Fitness Booking Models 💡

Choosing between a course-based model and a flexible pass depends on your business goals and client preferences:

Course-Based Model

• A pre-paid set of sessions, best suited for structured programs where clients commit to a series or block of classes over specific dates and times (e.g., a 6-week yoga course).
• Encourages consistency and progress tracking.

Pass Model

• A pre-paid package of classes that offers flexibility, allowing clients to attend classes as their schedule permits.
• Ideal for clients who prefer variety or have unpredictable schedules.

Setting Up Fitness Courses in Bookwhen ⚙️

For fitness professionals who prefer a structured approach, here’s how to set up a course-based booking option:

Creating Structured Courses

• Log in to your Bookwhen account and create a new event by selecting "Add a new entry" under the scheduling section.

• Fill in the necessary course details, such as the title and description.

• Within the "Dates & Times" tab of the entry, set the course duration, including start and end dates and the number of sessions. Make sure to add multiple dates/times; otherwise, the course ticket option will not function correctly.

• Define a fixed price for the entire course, ensuring that clients understand they are committing to a series of sessions. For extra clarity, you may wish to add further details in the "Ticket Details" field.

• When setting up your ticket options, be sure to tick the "Course ticket" checkbox. This will group all the dates and times you added under one ticket, so when customers add the ticket to their basket, they will be automatically enrolled in each session.

Managing Attendance

• Use the attendee list to automatically track attendance, helping you monitor client progress.

• Send automated reminder emails before each session to reduce no-shows. (On the Standard plan & above).

Setting Up Flexible Passes 💪

If flexibility is more important to your clients, a pass might be the better option:

Creating a Pass

• Log in to your Bookwhen account and navigate to the "Packages & Discounts" section from the dashboard. Then select "Passes" and "Create a new pass."

• Name your pass, set any relevant restrictions (e.g., 10-pass), and define the validity period (e.g., 3 months).

• Set the price for the pass, ensuring it offers a better value compared to purchasing individual classes. This will make the pass more attractive to potential buyers.

• Specify the classes that the pass can be used for, giving clients the flexibility to choose from a variety of sessions.

Balancing Flexibility and Commitment ⚖️

Consider offering both options: structured courses for those who want consistency and Passes for those who need flexibility. You may wish to then monitor usage patterns to adjust your offerings based on client preferences.

Special Considerations 💭

Drop-Ins and Capacity Management

• If you allow drop-ins, set clear guidelines for how they fit into your course or pass model.

• Set entry capacities to ensure that drop-ins don’t overbook your classes. Bookwhen lets you set limits on class sizes and automatically adjusts availability based on bookings.

Whether you choose to offer structured courses or flexible passes, Bookwhen has the tools to make managing your fitness classes easier. By understanding your clients' needs and setting up the right booking model, you can boost both retention and satisfaction.

Are you looking for an online booking management software and interested in learning how Bookwhen can help you? Sign up for a free trial, or connect with us via live chat or email 🕺