All Collections
Customer Reservations
Pre-register your regular customers with Standing Reservations
Pre-register your regular customers with Standing Reservations

How to create and cancel standing reservations

Chris avatar
Written by Chris
Updated over a week ago

Have a customer who always attends the same class time?

You can add Standing Reservations to pre-register your best customers for regular their classtimes. So you can manage the spots in your classes better AND provide great service for your loyal clients!

Note: This feature is only available on certain Punchpass plans. You can click here to review your current plan and make changes, or contact support if you have any questions.



Getting Started with Standing Reservations

Before creating a Standing Reservation, you'll want to make sure you have created a recurring class schedule for this class! Here's our guide to creating a recurring schedule.

A few things to keep in mind:

  • They work with both online and in-person classes

  • Customers are NOT notified when you create a Standing Reservation for them (but you should email them!).

  • If a class is already full, the customer will not be added to the classtimes. You can add them to the waitlists for classes separately if you wish.

  • Is a certain class time taught by different instructors? You'll need to create a bulk class reservation instead.

Create a Standing Reservation

To create a standing reservation, first head to the customer's account and click on the

"+ Standing Reservation" button.  

You can also navigate directly to the Reports section and select the Standing Reservations report. Here you'll select the "+ New Standing Reservation" button.

And fill in the details!

Do you need to add an end date?

We recommend adding an end date if you know you'd like to make the reservations for a defined period of time.

When creating a standing reservation without an end date, Punchpass will create reservations for six months of classes in advance. Generally, this looks something like 25-27 weekly future reservations.

Here's what a Standing Reservation looks like from a customer account:

And when looking at the Standing Reservations report:

And from the Class Details page, you will see the Standing Reservation icon next to their name:

How to Cancel a Standing Reservation

The individual class reservations can be canceled (if a customer can’t make it to a class that day) without changing the standing reservation time. Customers can do it themselves from the link in the reservation reminder email or from their account if they have a login.

If you need to delete the standing reservation altogether, you can do that through the customer’s profile or by visiting the Standing Reservations Report (Reports > Reservations > Standing Reservations):

  • When you delete a customer's reservation, be sure to let your customers know that their reservations have been changed. They are not notified automatically.

  • If you delete a standing reservation and want to create a new standing reservation for the same class times (people do change their minds!), you'll need to use the Bulk Reservations feature. More on that here!


Editing the End Date for a Standing Reservation

At this stage, it's not possible to edit the end date for individual standing reservations.

We recommend deleting the existing standing reservation and then reinstating those reservations manually from the customer's account (you won't be able to create a new standing reservation since it skips classes where the customer had a previously deleted reservation) using the bulk reservation feature.

Frequently Asked Questions about Standing Reservations

Will a substitute teacher impact my standing reservations? ​

No, if you use the substitute teacher for an individual class, you can still create standing reservations and any existing standing reservations will not be impacted.
​​

If I update a recurring class time (change the location, instructor, end date), will this impact the existing standing reservations?

When a recurring class time is modified, so will the standing reservations!

For any changes in instructor or location, the system will automatically create a new standing reservation for the customer.

If you're making changes to the end date and opt to remove reservations when making this change the standing reservations will adjust accordingly too.

Some of my clients have standing reservations and I don’t set an end date for the reservations, so they are booked out months in advance. My classes are set to require an active pass to book. When these students try to book an additional class (not the standing reservation) the system won’t allow them to book because it says they don’t have an active pass - even if they have classes left on the punchcard. Is there a way to enable standing reservation clients to book other days without purchasing an additional Punchcard?

Yes! You'll want to grant those customers Trusted Access -- here's more information about how to set that up for your customers.

Did this answer your question?