The waiting list for admins
How to turn on the waiting list in your club, how freed spots are assigned, and what you can do about the queue every day.
Last updated: October 2026
In short
The waiting list puts members who try to join a full training into a queue. When a spot frees up, the right to book it opens to the first in line, with no manual step.
- You turn it on once in the club settings, and it applies to every training with a maximum number of members.
- Members in the queue keep their position until they leave the list or get the spot.
- Freed spots are assigned automatically. You never have to promote anyone by hand.
Turning it on
The switch lives in the club settings. Once on, it applies to every training in the club, current and future, that has a maximum number of members.
Open the club settings
Go to Settings and open the Club tab.
Turn on the switch
Find "Training waiting list", turn it on, then save.
Check the trainings
The queue only applies where a maximum number of members is set. Trainings without a limit never fill up.
The Club tab and the switch are only visible to the club owner. If you are an admin, ask the owner to turn it on.
When a member joins the queue
A member joins the queue when the training has no free spots left, or when someone is already in line. In both cases the app shows the position and the status straight away.
Full training
Confirmed members match the maximum. Anyone trying to join goes to the queue instead of getting an error.
Queue already open
If someone is waiting, new arrivals go to the back of the queue even when a spot is free. Nobody jumps ahead of the people waiting.
Maximum number of members
Without a maximum the training never fills up, so there is no queue. With the maximum set to 0 the training is closed and nobody can join.
What you see in a training
Open a training and you find the waiting list section under the confirmed members. It shows who is waiting, their status, and how many spots are left.
Adding a member as an admin
You can add a member even when the training is full. They go to the back of the queue and receive a notification. Group rules and the registration window do not apply to you, but the queue does: no admin can put a member ahead of the people waiting.
How freed spots are assigned
A spot frees up when a confirmed member cancels, when you remove one, or when you mark an absence before the session starts. The app opens the right to book to the first in line and sends a push notification.
A spot frees up
A member cancels, you remove one, or you mark an absence before the training starts.
The first in line gets the right
Their status becomes "Spot offered" and they receive a notification. The right stays with them while there is room.
The first to confirm takes the spot
Several members can hold the right at the same time. The spot goes to whoever confirms first.
The right widens every two hours
If nobody confirms, after two hours the right also opens to the next member in line. Nobody is ever removed.
The automatic check runs every 30 minutes, so a spot can stay free for up to half an hour before the right opens. The two-hour window is a server setting, the same for every club.
Changing the maximum number of members
Capacity decides how many people can be confirmed and how far the queue opens.
You raise the maximum
The extra spots go to the first in line at the next automatic check, within 30 minutes.
You lower the maximum
Confirmed members stay. The queue only opens again when confirmations drop below the new limit.
You remove the maximum
The training no longer fills up. The queue stays where it is and receives no new openings.
Absences and session start
After the training starts the queue stops: no new rights open and no new notifications go out.
Absence before the start
The spot frees up and the first in line gets the right straight away.
Absence after the start
The spot is not freed. The queue stays as it is, with no new offers.
Undoing an absence
If the spot was taken in the meantime, the app refuses with "This spot was reassigned". Mark the member present again only if there is room.
Member cancellations
Members cannot cancel after the start. You can still remove them.
What stays outside the waiting list
Some flows do not use the queue. Better to know before promising it to a member.
Paid trainings
Online payment does not use the queue: a full training is rejected before checkout opens. If the training fills up while a guest is paying, the booking does not complete and the payment needs manual handling.
Public guest bookings
People booking from the club public page do not join the queue: if the training is full, the booking is rejected.
CSV exports
Exported files contain confirmed bookings, not the queue. The waiting list does not appear in the exported data.
The activity log
Every step in the queue leaves a trace in the club log. Filter by operation to reconstruct what happened.
Member notifications
The waiting list runs on its own, but member alerts depend on the app and on their settings. Here is what gets sent, when, and on which channel.
Spot offered
Sent when the right to book opens to a member in the queue: right away when a spot frees up and the system picks it up, or when the right widens after two hours. Tapping opens the training detail.
Added to waiting list
Sent only when you add the member to a full training. Members who join the queue on their own see their position in the app and get no alert.
App push only
Alerts are push notifications from the iOS and Android app. There is no email, and nothing arrives from the browser: members who only use the website must check the training.
Sub accounts
When the member in the queue is a sub account, the notification goes to the main account.
Turning alerts off
From Settings > Notifications > Club notification sending, owner only. The waiting list stays active and spots keep opening, but nobody is alerted.
What the member has to do to get the alerts, step by step: the notifications section of the member guide.
Turning it off
If you switch it off, new members on a full training are turned away as before. Queues that are already open stay.
Members already in line are not removed, and the automatic check keeps offering them the spots that free up. On a free spot, a new member can join directly and go ahead of the people waiting. Turn it off when the queues are empty.