Starting October 26th!!

To ensure the best member experience for everyone, we will begin enforcing late fees for late cancellations & no-shows.

The system is designed so every member is “guaranteed” a spot to train, and it works well only when members book & cancel their classes in advance. In practice, unfortunately people sometimes reserve a spot with no intention of showing up, or cancel very closely to the start of a class time. We know life happens, but multiply that by 100 people, and the system very easily breaks down.

Late Cancellation & No-Show Policy

Late Cancel & No-Show fees will be in effect for all class times. We believe the policy to be as fair and understanding as possible, but for it to work we have to enforce it with no exceptions.

Late Cancel Windows

MORNING CLASSES (5:15am-7:30am classes) along with WEEKENDs & HOLIDAY CLASSES

Classes must be cancelled at least 8 hours before the start of class

CLASSES 8:30 or later:

Classes must be cancelled at least 2 hours before the start of class

FEES

The fee for late cancellations (cancelling outside the cancellation window) is $10 

The fee for no-shows (not showing up to a booked class) is $15

1 FREEBIE every 45 days (because we know life happens)

Please refrain from emailing us — we understand there are sometimes good reasons to late cancel/no show, which is why we’ve built in Freebies.

These charges are processed automatically on the day following the incident. The moment you know you can’t make it to class, please cancel your booking via the F45 app/Mindbody app/or online.

F45 Booking Tips & Hacks

· Use the F45 Training App: You have your phone with you 99.9% of the time — if you can’t make it, please hit cancel on the app. A no-show should never happen. It takes up a spot and prevents people on the waitlist from being able to add themselves to a previously fully booked class.

· Book your week in advance: The F45 Training App lets you book well ahead!

· You can take a risk & show up anyway: You may register on-site, unless the class is full. If you show up to a class without registering through the app, you may sign up by checking in with one of the trainers. If the class is full, you won’t be able to register. As long as you don’t mind being turned away, there are often no-shows and really late-cancels which free up space in a class. Also, anyone not physically present when the warm-up starts forfeits their spot to those who are physically present and waiting to join.

· Turn ALL 3 of your Text & Email notifications ON: if they are OFF you will not get notified when you’re added from a waitlist — there is no system workaround for this. You do not need to respond YES to the auto-text to confirm your acceptance into the class (even if you don’t reply, you will be added to the class), however you must respond with a NO if you don’t want to be added (or else you should cancel out).

· The BEST time to check for openings in a full class is just after the cancellation window closes: For example — you’re on the waitlist for a 6:15am class. As soon as 10pm hits the night before (8 hour cancellation window), that waitlist is now LOCKED and you will never get added automatically, because it’s unfair for anyone to get added to a class at 4 am. However you CAN still book yourself in to the class if a spot opens up from someone else late cancelling, so keep checking right until class time, or you can take a chance and show up!

· Don’t be late — you may lose your spot in the class: If you’re not present when the warm-up starts, your spot might be forfeited to someone else. If people are here waiting, they need to warm up. No one should ever skip the warm-up, because it increases the risk of injury.

· Please do not “hold” spots: Only book into the class you really want to be in. If you’re on a waitlist for a class, it’s like being in line for the teller at the bank, and you are expecting to get to the front eventually. This is why it still counts as a late cancel if you change your class time last-minute.

Frequently Asked Questions

There are some grey area scenarios, so we’ll try to cover off most of them.

· “I am on the waitlist for the 10:30am Hollywood and also have a spot for the 9:15am Hollywood class. If I get into the 9:15am class that morning and wish to cancel the 10:30am, will I be charged?” Yes. Please think of a waitlist as a line up at the bank, you cannot be in 2 lines. To avoid this issue, please book earlier to secure your spot, or only book into the class you really want to be in and cancel out of the others before the cancellation window closes.

· “I am 4th on the waitlist for the 5:15am class, it’s 10pm now (night before), and I am going to sleep, what should I do?” You do not have to worry about automatically getting added to the class as the waitlist window closed at 9:15pm as per the cancellation window policy (8hours before that class). You can check to see if you can book yourself into the class at any point right up until 5:14am, as a spot will open up if someone late cancels. As a last resort, you can show up and hope to take the spot of a no-show person. Not ideal, but you might be surprised how often this happens on the daily. This is why we really want to encourage people to cancel ASAP rather than no-show (it’s also cheaper for you).

· “I want to get into the 7:30am Friday class ideally, but to make sure I get a workout in, I will stay in the 8:30am for now, and if I get in, I will cancel, even a few hours before, will I be charged?” Yes. You cannot manage your risk by stopping others from getting their spot. This creates a “fake waitlist”.

· “ I was booked for the 7:30am Athletica, but I woke up early and wanted to come in sooner, and there was space in the 6:15am so I booked that and late cancelled my 7:30am spot, will I be charged?” Yes, because technically it’s no different from the scenario above! You should still late cancel yourself (only $10 vs $15 for a no-show)

THANK YOU FOR READING!

-F45 Training West Knoxville Team