Run classes and waitlists

In Vervox, a class schedule defines the recurring template — "Monday 6am HIIT, 45 minutes, capacity 12, instructor Sarah". Each upcoming occurrence of that schedule is an instance. Callers enrol into instances, not schedules.

Instances are materialised on demand when the AI looks at the next 14 days — you don't have to pre-create them.

Open Settings → Smart Booking → Classes & group sessions and click Add class. Key fields:

• Name — what callers hear ("HIIT", "Beginners Yoga")
• Days + time — the recurring slot ("Monday and Wednesday at 6am")
• Duration — length in minutes
• Capacity — max seats per instance
• Provider — who runs it (optional)

Save. Classes are live on the next call.

Capacity is a hard limit — once reached, the class is marked full and callers are offered the waitlist (if you have it enabled).

Buffer is time after the class for room reset — if you run back-to-back classes in the same room, set this so they don't overlap on the calendar.

Cancellation window — how late a caller can cancel without forfeiting their seat or deposit. Common settings:

• 2 hours before — fair for casual studios
• 12 hours before — common for gyms
• 24 hours before — for high-demand coaching

Classes support the same deposit mechanism as 1:1 services (see the Deposits guide). Per-class deposit settings:

• Require deposit — toggle on to hold seats only once paid
• Amount — flat, percentage, or full price
• Refund policy — wired into your cancellation window

The 2-hour hold window applies to classes too — if payment doesn't clear, the seat is released and the waitlist (if any) is promoted.

When a caller tries to book a full class and you have the waitlist enabled:

1. The AI says "That class is full — would you like me to add you to the waitlist? You'll get a text if a spot opens."
2. If they agree, they're queued with a position number.
3. When a spot opens (cancellation, deposit timeout, etc.), the next person on the waitlist gets an SMS with a secure link to claim the seat.
4. The link is valid for 30 minutes. First-to-claim wins.
5. If the link expires unclaimed, it rolls to the next person automatically.

The waitlist runs itself — there's no button to promote manually in most cases. But you can override:

• Jump someone to the top — for VIPs, regulars, or someone who called in personally.
• Manually confirm a seat — skips the SMS flow, useful when a customer messages you directly.
• Remove from waitlist — e.g. if they decided not to come.

All of these live under each class schedule's Waitlist view.

Each class schedule has a small analytics card showing:

• Fill rate — average seats filled / capacity across the last 30 days
• Waitlist conversion — % of waitlisted callers who ended up with a seat
• No-show rate — % marked as no-shows (to justify tightening the deposit or cancellation policy)

Use these to decide whether to add more instances (high fill rate + long waitlist) or trim some (low fill rate).