Your most dedicated members have a problem.
They love your studio. They come every week, same classes, same times. But every week, they're racing to book the moment registration opens—setting alarms, refreshing apps, competing with dozens of other members for limited spots.
SmartBook solves this. And it gives you complete control over how it works.
What Is SmartBook?
SmartBook is FitBook's automated booking engine. It lets members set their preferences once, then automatically books them into their regular classes when registration opens.
No alarms. No racing. No stress.
For your members: They wake up to confirmations instead of waitlist notifications.
For you: Fuller classes, happier members, and complete control over the rules.
You're In Complete Control
Let's be clear upfront: SmartBook is entirely optional.
You can disable it completely and run your studio with traditional manual booking only. Many studios do exactly that, and FitBook works great either way.
If you do enable SmartBook, you control every aspect of how it works. Think of it as a powerful tool in your toolbox—use it however makes sense for your studio, or don't use it at all.
How Studios Configure SmartBook
SmartBook isn't a black box. You control every aspect of how it works at your studio.
Master Controls
Before diving into the details, here are your top-level controls:
- Enable/Disable studio-wide — Turn SmartBook on or off for your entire studio with one toggle
- Enable/Disable per class type — Allow SmartBook for yoga but not for workshops, for example
- Enable/Disable per class — Fine-grained control over specific classes
Spot Allocation Limits
This is one of the most important controls. You decide how many spots in each class can be booked via SmartBook.
Example: You have a Reformer Pilates class with 12 spots.
- Set SmartBook allocation to 6 spots
- 6 spots are available for SmartBook auto-booking
- 6 spots are reserved for manual booking only
This ensures members who prefer to book manually always have a fair shot. You can set allocation limits:
- As a fixed number (e.g., "6 spots per class")
- As a percentage (e.g., "50% of capacity")
- Per class type (e.g., "4 spots for Pilates, 8 spots for yoga")
Pro tip: Many studios start with a conservative allocation (30-40% of spots) and adjust based on demand.
Booking Windows
Define when SmartBook can book on behalf of members:
- Standard: Books at the same time as manual bookings (fair to everyone)
- Early access: Give SmartBook users a head start (reward loyalty)
- Delayed: Require manual booking for the first hour, then allow automation
Most studios use the standard setting—SmartBook simply removes the need for members to be present at release time.
Class Limits
Control how many classes a member can auto-book:
- Per day (e.g., max 2 classes per day)
- Per week (e.g., max 5 classes per week)
- Per class type (e.g., max 3 yoga classes per week)
This prevents any single member from monopolizing your schedule.
Cancellation Policies
SmartBook respects your existing cancellation policies:
- Auto-booked classes follow the same late-cancel rules as manual bookings
- You can require members to confirm SmartBook reservations within a time window
- Repeated no-shows can automatically disable SmartBook for that member
Priority Rules
Decide who gets booking priority:
- First-come, first-served: SmartBook requests process in order received
- Membership tier: Premium members get priority
- Attendance history: Reward members who show up consistently
- Cancellation history: Factor in how often members book and then cancel—whether early or late. Frequent cancellers can receive lower priority, encouraging members to only book classes they'll actually attend.
- Referral points: Reward members who refer friends to your studio. Set up a points-based system where referrals earn priority booking credits.
You define what "fair" looks like at your studio.
What Members Control
Members set their preferences, but within your rules:
Class Preferences
- Specific classes (e.g., "Tuesday 6pm Vinyasa")
- Class types (e.g., "any morning yoga class")
- Instructors (e.g., "any class with Sarah")
Recurring Schedules
Members can set up weekly recurring bookings:
- "Book me into Monday/Wednesday/Friday 6am HIIT every week"
- "Book me into Sarah's Sunday yoga whenever she teaches"
SmartBook handles it automatically.
Backup Options
If their first choice is full, members can set backup preferences:
- Alternative times
- Alternative instructors
- Waitlist enrollment
The Member Experience
Here's what SmartBook looks like from your member's perspective:
Setup (once):
- Open FitBook and go to SmartBook settings
- Add preferred classes, times, and instructors
- Enable auto-booking
Every week after:
- Wake up to booking confirmations
- Show up to class
- That's it
No alarms. No app refreshing. No racing against other members.
Why Members Love It
We've heard the same feedback from studios that enable SmartBook:
"I used to set three alarms every Sunday night. Now I just check my calendar Monday morning and I'm already booked."
"I travel for work and always missed the booking window. SmartBook means I never miss my regular classes anymore."
"It's like having a personal assistant who knows exactly which classes I want."
Why Studios Love It
SmartBook isn't just convenient for members—it benefits your studio too:
Higher Show Rates
Members who auto-book tend to show up more consistently. They've committed to a routine, and SmartBook helps them stick to it.
Reduced Front Desk Load
Fewer "can you book me into..." requests. Fewer complaints about missed booking windows. Your team can focus on the in-studio experience.
Fuller Classes
When booking is effortless, members book more. Classes fill up. Waitlists get shorter because spots don't sit empty.
Happier Members
No more frustration about missing classes due to timing. Your most loyal members feel taken care of.
Getting Started with SmartBook
SmartBook is available on all FitBook plans. Here's how to set it up:
- Configure your rules — Set booking windows, limits, and priority rules in Studio Settings
- Announce to members — We provide email templates and in-app messaging
- Monitor and adjust — Use SmartBook analytics to see adoption and tweak rules as needed
Most studios start with conservative settings and open up as they see how members use it.
Frequently Asked Questions
Does SmartBook give some members an unfair advantage?
Only if you configure it that way. With standard settings, SmartBook simply books at the same time as manual bookings—it just removes the need to be present. Everyone plays by the same rules.
What if a member wants to cancel an auto-booked class?
Same as any other booking. Your cancellation policies apply. Members can also pause or disable SmartBook anytime.
Can I disable SmartBook for specific classes?
Yes. You can exclude specific classes, class types, or time slots from SmartBook. Special events, workshops, or limited-capacity sessions can require manual booking.
What happens if SmartBook can't get a spot?
Based on your settings, SmartBook can automatically join the waitlist, try backup preferences, or simply notify the member that their preferred class was full.
Ready to give your members effortless booking? Start your free trial and try SmartBook today.