Clients: your client base

Clients are your studio's client base. This is where each person's contacts, groups, statuses and visit history live. The cleaner the base, the easier it is to count money and spot who stopped coming.

How to add a client

1. Open Clients

   Pick Clients in the left menu to open the list of all studio clients.

2. Add a client

   Click Add and fill in the name and contacts. The rest can be completed later - nothing stops you from starting with the minimum.

3. Assign to groups

   In the client card, link them to a group and location so they appear in the schedule and attendance log.

The client card

The card gathers everything about a person: contacts, active memberships, payments and visits. From here it's easy to issue a membership, record a payment or check how many sessions are left.

A full group can still take a client, added or moved in: the window shows how full it is and asks you to confirm going over the limit. When moving, the client stays in the old group until you confirm.

Waitlist

If a client wants a session that's full (or needs exactly that time), put them on the waitlist. They don't take a spot until they're booked.

• On the session page - "Add client". Once the group is full, it turns into "Add to waitlist": the clients you pick join the queue. With some spots free but more clients picked, the window says so while you pick, then offers to book the first ones and queue the rest. The waitlist itself shows under the roster only while someone is on it.
• On the client card - "Book onto a session": full sessions are marked "full", and for them the button puts the client on the waitlist.
• On the client card - "Waitlist": pick one or more sessions (say 10:00, 10:30 and 11:00) and, if needed, "Repeat weekly" for 1-4 weeks or until a date. The list shows which sessions have free spots (the client can simply be booked there) and which they already wait for.

Take a client off the queue with "Remove" in the session page's waitlist (also after the session has started) or with the cross on the client card. A client who joins the group leaves the waitlist of its sessions by themselves. When a series' schedule is edited, its queue moves to the new session of that day.

When a client says they won't come, a "A spot has opened up" window shows the queue right away. If the client cancelled in the bot themselves, a "Anna won't come - 1 spot opened up" strip with "Offer the spot" appears above the roster. Book someone after a call, or click "Offer": they get a Telegram message with "Book it" and "Can't make it". While they decide (15, 30 or 60 minutes) nobody else gets the offer. If they tap "Book it" and the spot is still free, they're booked. No answer or a "no" keeps them in the queue, and their row is highlighted ("Declined" in red, "Didn't answer" in amber, with the time of the offer), so you see at once that the spot can go to the next person.

Going over the limit only happens from the waitlist: "Book" or "Offer" on a full session asks you to confirm first. Once you confirm an offer, the client's "Book it" books them even if there's no free spot. After the session starts, the spot can't be offered any more.

Once a client is booked onto one of the sessions picked together, they leave the waitlist for the others on that day.

Next session and duplicating

The session page has a "Next session" button, and the session menu has "Duplicate". A window opens with everything filled in as in this session: trainer, location, length, participants. Change what you need: date, time, location, trainer.

• Only the chosen - the new session is "by booking": only the ticked clients are on it, the rest of the group isn't pulled in. Handy to move "8 of 10" to a new time or to set up the next individual session.
• Whole group - a regular group session at the new time.

If the trainer already leads a session then, there aren't enough spots, or the group already has a session at that time, Abonio warns you and offers to create it anyway. The original session doesn't change.

The "You're booked" Telegram message goes to the ticked clients connected to the Telegram bot. The window shows beforehand how many will get it.

Statuses and history

The status shows whether a client is active. Visit history helps you notice who started skipping sessions - and win them back in time.

Next: get to grips with memberships and payments.