If it's the first time you're setting up CodexFit, you will need to adjust a series of system wide settings including things like cancellation periods, waitlist rules, and booking windows.
These are the big questions to think about and then eventually share with the CodexFit team who helps onboard you to the platform. There are a number of other smaller settings you can consider by visiting: Settings --> System --> Configs then selecting system settings.
CodexFit allows two types of booking windows:
- Rolling - someone can book a certain number of days in the future relative to today. So if you decided you would allow customers to book up to 14 days in the future and today is 14 February, they could took through the 28 February.
- Open by week - this allows you to open your timetable for a certain number of days in the future on a particular day of the week. Imagine you wanted to open on Monday so customers could book for the following week, then repeat the same each week. This model can help build anticipation for booking.
Note, customers can purchase credits which given them an extended booking window or you can also use tags to give customers more time.
You can also an individual event to always allow bookings which will override the platform wide booking window you have setup.
You will need to set a standard cancellation window (we recommend 24 hours). If a customer cancels their booking outside this window, they will always get their credit or allocation back. If they cancel within that window, then they will get refunds processed in one of three ways.
- Slot taken - in this model, if a customer cancels and another customer makes a booking for that spot, the original customer gets refunded.
- Slot taken, if event is full - If the event is still full right before it starts, then any customer who cancelled will get their credit back. The setting you will need to adjust for this is how many minutes before an event starts is it considered full.
- Never - if a customer cancels within the window, they will not get their credit back.
CodexFit allows you to setup how many times a customer can pause their subscription per rolling year. We recommend up to twice.
CodexFit has an automatic waitlist processing system so you don't generally need to think about moving or opening classes to waitlist. The only exception to this is a certain period of time before an event starts (usually half an hour before an event starts) where FOH can manually allocate the waitlist.
There are a few settings:
- How much time before an events starts should CodexFit automatically move customers from a waitlist to an event? This means if it is more than three hours before an event starts, the waitlist will process automatically. We recommend three hours (certain exceptions apply during quiet hours, see below).
- Once automatic waitlisting stops, CodexFit will then email customers when a slot becomes available called short notice notifications.
- Then, decide how much time before an event do you want short list to also stop. At this point, FOH can manually allocate. We recommended a half hour before an event starts.
- You can then set quiet hours. During quiet hours (we recommend 10PM - 6AM) and for an offset after quiet hours (i.e. any event within 2 hours of quiet hours ending), we will not automatically allocate and instead use short notice for first come first serve. So, imagine you have quiet hours from 10PM to 6AM with an offset of 2 hours, this means that any event up to 8AM will not automatically allocate a customer to an event if someone cancels. Instead, the platform sends a short notice to ask customers to take the free spot. This way we avoid catching customer off guard for an early morning class.