Reconcile class bookings with check-ins
Booked, cancelled and checked-in numbers get compared after each class, so credits and capacity are right.
Operations · Gyms and studios · On a schedule · Updated
Works with
- Slack
- Airtable
- Microsoft 365
Slack
Airtable
Microsoft 365How do you reconcile class bookings with attendance?
To reconcile class bookings with attendance, set a nightly Loop. Maito compares bookings with check-ins from your membership system, lists no-shows, drop-ins and over-capacity classes, applies your cancellation rules to show which credits would change, and posts it in Slack. Credits stay unchanged until you review.
How it's done today
Booking lists, drop-ins and check-ins disagree and the front desk argues about who attended.
What Maito does
- Compare bookings and check-ins after each class
- Apply the capacity and late-cancel rules
- Flag walk-ins, no-shows and over-capacity classes
- Wait for staff review before credits change
Example
Loop run: Daily 10:00 PM · Class reconciliation
6 classes today. 5 match. Tue 6:00 PM Spin doesn't. • Capacity 20, booked 22 (2 on the waitlist were let in), checked in 21 • 3 booked members didn't check in: Alicia M., Tyler B., Priya S. • 2 checked in without a booking, both drop-ins • 1 booking was cancelled at 5:50 PM, inside the 12-hour rule, but the member checked in at 6:02 Under the rules, the 3 no-shows would use a class credit each. Catch: the class was 1 over capacity, and the bike log shows 20 bikes. One person rode on the instructor's spare, so the room was full. From the booking and check-in records. No credits were changed. Apply the 3 credits, Marcus?
@Maito apply for Alicia and Priya. Tyler's card failed this week, so waive his and I'll note why.
2 credits queued as used (Alicia, Priya), Tyler's waived with your reason noted. Apply them in the membership system now, or wait for your final review tomorrow?
Maito (10:00 PM):
6 classes today. 5 match. Tue 6:00 PM Spin doesn't.
• Capacity 20, booked 22 (2 on the waitlist were let in), checked in 21
• 3 booked members didn't check in: Alicia M., Tyler B., Priya S.
• 2 checked in without a booking, both drop-ins
• 1 booking was cancelled at 5:50 PM, inside the 12-hour rule, but the member checked in at 6:02
Under the rules, the 3 no-shows would use a class credit each.
Catch: the class was 1 over capacity, and the bike log shows 20 bikes. One person rode on the instructor's spare, so the room was full.
From the booking and check-in records. No credits were changed. Apply the 3 credits, Marcus?
Marcus (10:15 PM):
apply for Alicia and Priya. Tyler's card failed this week, so waive his and I'll note why.
Maito (10:16 PM):
2 credits queued as used (Alicia, Priya), Tyler's waived with your reason noted. Apply them in the membership system now, or wait for your final review tomorrow?
How to set it up
- Ask your agent
“Every night at 10, compare the day's class bookings with check-ins in the membership system. Post mismatches, over-capacity classes and credits that would change in #studio. Don't change credits until I review.”
- Connect spreadsheet
- Airtable
- Microsoft 365
- Use membership software
- Mindbody
- Glofox
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It can't see who actually attended unless the check-in data says so. Capacity limits come from what you tell it.
Questions
No. It shows what would change and waits for your review.
No-shows, check-ins without a booking, late cancellations and classes over capacity.
Mindbody or Glofox through a skill with a login in the Vault, and an Airtable or Microsoft 365 spreadsheet.
