Spot Booking

🎟️ How to Enable and Set Up Spot Booking with Seat Maps

Our new Spot Booking feature gives studios full control over how clients reserve their spots in class. With this powerful upgrade, studios can now create custom seat maps for each class, allowing clients or Instructors to select a specific seat when booking.

Whether you're running yoga, cycling, or any group class format, this feature helps streamline check-ins, manage capacity, and enhance the client experience. This feature allows you to assign specific seats to clients for each class. Follow these steps to enable the feature and create a custom seat map.

Step 1: Contact Recess Support 📨

1. Please email us at support@recess.tv if you are wanting us to enable this feature flag for you.

2. Once enabled, a new Seat Maps option will appear in the left-hand menu.

🗺️ Step 2: Create a Seat Map

1. Click on Seat Maps from the left-hand menu.

2. Click the yellow Generate button at the top.

3. Enter a Seat Map Name, and specify the number of columns and rows.

4. Make sure to assign the Seat Map to a specific location

5. Click Create to save your initial layout.
   ​
   ​

✏️ Step 3: Edit the Seat Map Layout

1. Find your new seat map and click the three-dot menu > Edit Layout.

Use the editor to customize your layout:

• Room Shape: Choose from square, circle, or none.
• Grid Columns/Rows: Adjust based on class size.
• Grid Gutter: Set the space between seats.
• Seat Labels: Display as numbers or letters.

Tools:

• Pencil Icon: Change seat shapes.
• Eraser Icon: Remove unwanted seats.

💾 Step 4: Save Your Seat Map

Once your layout is complete:

• Review the configuration (shape, labels, and spacing).
• Click the Save button in the top-right corner.
• Your seat map is now ready to be assigned to a class.

🪑 How to Assign and Use a Seat Map for a Class

Once you’ve saved your seat map, it’s time to assign it to your class and ensure it’s working as expected. Follow the steps below to get everything set up correctly!

✅ Step 5: Create a Class with a Seat Map

You can create your class either through the Dashboard or the Calendar.

1. Go to your Dashboard or Calendar.

2. Click to create a new class.

   Fill in the general class information and make sure the following conditions are met:

   • The Class Type is set to In Person.
   • The selected Location already has a seat map assigned.
3. Enable the Has Seat Map toggle at the bottom of the setup screen.
4. (Optional) Preview the seat map to make sure it’s the correct one.
5. Click Next to continue and finish creating your class.
6. Your class will now be saved with the seat map attached.

🔍 Step 6: Confirm the Seat Map Is Assigned

Once your class is created, follow these steps to make sure the seat map is correctly attached:

1. Go to your Calendar or the Classes tab.
2. Find and click on the class you just created.

3. Scroll to the bottom of the class details page.

   You’ll see the assigned seat map displayed:

   • If no one has signed in yet, all seats will appear as available.
   • Once clients begin to enroll, their names will automatically appear in their assigned seats.

🪑 Step 7: Manually Assign a Seat to a User via the Dashboard

If you'd like to manually assign seats to participants, follow these steps:

1. Open the class you’ve created

2. Scroll down to the participant list section

3. Click to add a user into the class

4. Search for the specific user and select their name
   A Select spot icon will appear — click this to open the Seat Map

From here:

• Select an available seat

• The user's initials will appear in the selected spot

• Click Select Spot

  

• You will then just need to select the Payment method and select either “Redeem” or “Purchase”,

The user will now be booked into the class with a seat assigned.

Inside the Class details you will find the following:

• You’ll also see a column in the roster showing each user’s assigned seat

• Scroll to the Seat Map Preview at the bottom of the Class Details to view all assignments in a preview mode

User Seat Selection via the App

Users can also select their own seats directly from the app when booking a class:

1. Open the Recess App

2. Go to the Schedule

3. Tap on the desired class

4. Tap Reserve

5. The Class Details will appear

6. Tap the Chair Icon to select your Class seat

7. Select the desired payment method

8. Tap on the Checkout to finalize the booking

🔁 Swap Seats Between Users

After your class has been created and users have been assigned to specific seats, you also have the option to swap seats between users or any other available spot directly from the seat map. Here are the steps to do so:

1. Open the Class Seat Map
2. Go to your Calendar or Classes tab
3. Click on the class you'd like to manage
4. Scroll to the bottom of the class details page
5. You’ll see a preview of the seat map with all current seat assignments
6. Locate the User you want to move
7. Click the three-dot menu ⋮ next to their name or seat assignment

1. Select "Swap Spot" from the dropdown menu

   Then choose:

• Another user’s reserved seat
  OR

• Any open/available seat on the map

1. Click “Swap” to save the seat change

1. The seat assignments will automatically update, and both users will be moved to their new spots or the User will be moved to the new swapped seat if not taken by another User already.

Reminders:

• Once a User has cancelled the spot will become open and any other User can book it.

• There is an option to book a User with a Guest and select a spot for each.

• You cannot edit a map that is assigned to a class

  • You cannot edit a class to a smaller map if clients are already booked. You can edit a class to a larger map.

• Waitlisted customers who are automatically promoted will be automatically assigned the open spot.

• If you edit a class from no map to a having a map, clients will be automatically assigned to a spot.