New Policy for Late Cancels and No Shows
Updated: Jul 23, 2021
As we continue to follow best practices for your health and safety, one of the precautions we have in place is reduced group fitness class sizes. We want to make sure that everyone who wants to take a class can take a class and can do so safely. We also want to make sure you understand the benefits of our MINDBODY class reservation system, how it serves you, and how it serves our other members.
Once all available spots in a group fitness class are fully reserved, others can ask to be put on the wait list. Those on the wait list are bumped into a class in the order they reserved as class spots become available.
A late cancellation is defined as a class reservation that is canceled within 60 minutes of class start. Because almost every class is fully reserved with full wait lists, we want to make sure that should you need to cancel your reservation, those on the wait list who then get bumped into the class have adequate time to get ready and get to the gym.
A no show is defined as a registrant who does not cancel nor appear for class.
We are currently seeing situations where some classes dwindle from 20+ registrations to only 7 in attendance. This tendency to "over-register" combined with late cancellations and no shows is preventing not just you, but others, from getting to attend the classes they want.
That being said, we're all human! Life happens! Conference calls run over, traffic gets backed up on the interstate, kids get sick, pipes burst--we get it. We just want to make sure everyone is fully committed to attending the classes they reserve or stepping aside to let others interested take the spot.
Starting January 1, members who cancel late or fail to appear for a class reservation for a total of 4 or more times per calendar month will not be able to reserve classes in the subsequent month and all existing reservations in the subsequent month will be removed. Members may still attend classes on a standby basis.
Knowing Your Reservations and Their Statuses
You can check your existing reservations in one of two places:
1) the MINDBODY mobile device app, or
2) the MINDBODY website.
To view your reservations in the MINDBODY app, look under the Profile > Schedule section. You can also check your existing reservations on a computer web browser or your mobile device's web browser (i.e., Safari, Chrome, etc.) by accessing the MINDBODY website. While the app is fast, the website interface is more comprehensive and will show where you are on the wait list. (Wait list position is also available in the app on some devices.)
It is very important that you are opted in for MINDBODY notifications, both for reminders and for wait list promotion. You cannot know you have been moved into a class if you have blocked MINDBODY's ability to inform you. Log into your profile and opt in for MINDBODY email and text message notifications. Read more about how to do that here.
What This Means For You
While 60 minutes is the cutoff before a cancellation becomes "late," we ask that you review your reservations--both confirmed as in class and on wait lists--and cancel as soon as you know you will not be in attendance. Do not assume that being on the wait list means you will not get bumped into class. You could get bumped into class from the wait list at the 61-minute mark and get dinged with a late cancellation yourself. If you stay on top of your registrations, you will be fine.
And if you happen to get a late cancellation or no show, remember not to sweat it! You get four for free per calendar month.
The good news is if you're someone who struggles to get a spot in the classes you love, you may now check MINDBODY 60+ minutes before a class starts and expect to find some last-minute spots available.
Your instructors will make sure you are checked into class at the start of class, so please be sure to show up early enough to be accounted for. We recommend arriving 15 minutes early for BODYPUMP (due to equipment set up and check-in), and 5-10 minutes early for all other classes.
We look forward to seeing you in our appropriately safe and full group fitness classes! Staying active is critical to your immune system, your physical health, and your mental health. Thank you for letting us continue to serve you on your healthy life journey!