Class Control & Penalties

By the end of this guide you'll understand the process for using the Class Control and penalties functionality within HART available from version 3927 onwards.

This tool has been designed to aide situations where members are booking spaces on classes but then no-showing or cancelling on a late lead basis leaving class occupancy low and other members disappointed.  This tool allows to set ground rules for this situation and restrict member's access to future class bookings for a set period of time

Configuration of the variables

Configuration > Facilities > Spa/Fitness > Classes allows the setting of the variables involved:

Cancel Threshold: defines the time within which, if a member cancels their class booking they will be added to the penalty list.  In this example any cancellation received within 2-days of the class are within penalty

Max Entries: defines the maximum number of times a member can be within the penalty list before their class access becomes restricted.  In this example a member can be on the list twice after which a penalty will apply

Max Availability: once in the penalty situation this is the maximum number of days class availability a member will see via the members app.  In this example a member would only see two days availability as opposed to the 14-days set within the span

Retention Days: The number of days any penalty will be retained on the list as a rolling period.  On this example any penalties will remain on the list and be counted towards the total for 10-days

Viewing and managing the penalty list

Utilising the parameters detailed above, if a member cancels within 2-days of the class start time or no-shows their details are added to a rolling list of penalties.  Importantly if a member is cancelled or no-showed in error then reinstated as a Definite booking the penalty will be revered.

A list of members with penalties is maintained for the Retention Days as set in the step above.  At Close Day the list is updated accordingly and any penalties older than the retention days are removed from the list.

Details of members with penalties can be viewed via Reports > Spa > Class Control with penalties held per facility:

In the example above the member is on the list twice, equal to the threshold set.  In the example below as the member is on the list three times, their name has turned red to denote they are above the threshold:

Where a member has been added to the penalty list in error or there are extenuating circumstances it is possible remove an entry(ies) from the list via the Edit button which displays a list of the bookings which can be selected and deleted individually:

Consequences of exceeding the Max Entries to the Penalty List

Where a member has more than the permitted entries to the Penalty List their future availability of classes will be reduced.  Using the example above, the default span for classes is 14-daysmeaning a non-penalised member will be displayed the following availability:

Whereas a member that has exceeded the Max Entries to the Penalty List has reduced availability: