When a client books a class, Fit Pro Tracker considers a few different things when determining the membership used for the booking and whether the client can book.
1. Membership Type - Unlimited vs Limited
The membership type used for booking determines whether a session credit is used or not. Unlimited Memberships do not have session credits associated while limited memberships do have credits based on the criteria set when creating the membership blueprint.
2. Session Rules
If the client has an active membership, the system then looks at session rules to determine which sessions the client can book based on the memberships they have active. For additional information on session rules, please see (Session Rules) article. If allowed to book the class, the system looks to see if the session rules allow a session credit to be deducted.
3. The Primary Membership
The membership marked as primary is the first that the system looks to in order to allow booking. If the primary membership is not active yet, the client won’t be able to book unless the Maximum Trial Lead Time setting is more than 0 in the Location’s Membership Billing Settings. For more information, please see the Membership Billing Settings.
Why This Matters
Understanding how session rules, session credits, and memberships all work together will help ensure you:
Configure memberships correctly.
Set up Session Rules with confidence.
Understand why a session credit was or wasn't deducted.
Explain booking behavior to your clients.
Avoid common configuration mistakes when using multiple memberships or add-on memberships.
How the System Makes Its Decision
Whenever a client books a class, Fit Pro Tracker follows a specific process.
Step 1: Identify the Client's Memberships
The system first looks at the memberships the client currently holds.
There are two membership types that the system is looking at.
Unlimited Memberships
Unlimited memberships are memberships that have no restriction on how often a trial or member attends sessions. Unlimited Memberships allow clients to book eligible classes without using session credits.
Examples
Unlimited Weekly
Unlimited Monthly
Limited Memberships
Limited memberships allocate a fixed number of session credits based on the membership blueprint configuration. Credits may be issued once as a paid-in-full to purchase a certain number of credits, or they may be issued at a recurring frequency when someone has a recurring membership that restricts the number of sessions a contact is able to attend within a set period of time.
Each eligible booking uses one available credit.
Examples of a Limited Membership:
Examples
3 Sessions Per Week - Recurring
5 Sessions Per Class - PIF
Note: A membership is only considered Limited if the Limited toggle is turned on and it has a Session Credit configuration. Otherwise, it behaves as an Unlimited membership. See the article for Limited Memberships for additional information on how to create Memberships with Session Credits.
Step 2: Check Whether Session Rules Are Enabled
Every session, regardless of whether it is a series or an occurrence, includes a Session Rules setting.
This setting determines:
Who can view the class based on membership type
How the system determines whether a session credit is required.
Session Rules OFF
When Session Rules are disabled:
The class is visible to everyone with an active membership. The membership type doesn’t matter.
The system then looks at the client's Primary Membership.
Primary Membership | Result |
Unlimited | No session credit is deducted. |
Limited | One session credit is deducted. |
Session Rules ON
When Session Rules are enabled in any of your sessions:
Only clients with an active membership assigned to the rule in the session class can view the class in the booking app.
The client's Primary Membership is ignored.
Instead, the system evaluates the memberships assigned to the class.
Matching Memberships | Result |
At least one matching Unlimited membership | No session credit is deducted. |
All matching memberships are Limited | One session credit is deducted. |
Important: For classes with Session Rules enabled, the Primary Membership does not determine whether a session credit is required; instead, the rules determine whether a credit is required.
Step 3: Determine Whether a Session Credit Is Required
Once the client is allowed to book the class, the system determines whether a credit should be used.
Quick Reference
Session Rules | Who Can View the Class? | How the System Determines Credits |
OFF | Everyone with an active membership | Uses the client's Primary Membership |
ON | Only clients with a membership that matches the session rules. | Uses the memberships assigned to the class |
Step 4: When Session Credits are Marked as Used
If a session credit is required and the contact has a limited membership that is a part of the session rules, Fit Pro Tracker automatically selects the active credit that expires the soonest to use for booking the session.
Credits belong to the client and are not reserved for a specific membership.
Example
A client has:
5 Personal Training Credits (expires next week)
10 Boot Camp Credits (expires next month)
When booking a class that requires a session credit, the system uses the credit that expires next week, even if it came from a different Limited membership.
Booking Lifecycle
When is a session credit deducted?
A session credit is deducted when the reservation is made.
Checking into the class later does not deduct another credit.
What happens when you are waitlisted?
A session credit will be taken for the waitlist, but if the contact cancels their wait or does not get into the session from the waitlist, the session credit is returned to their balance.
What happens when a reservation is cancelled?
If a reservation is cancelled:
The session credit is returned.
This also applies to late cancellations.
A credit is not returned if:
It has already expired.
It was an administrator-issued one-time credit.
What happens if the client is a no-show to the session or late cancels
Currently, session credits are not forfeited when a client is marked as a no-show.
Best Practices
To ensure classes behave as expected:
Configure Session Rules carefully.
Only include memberships that should have access to the class.
If using Limited add-on memberships, avoid adding Unlimited memberships to the same Session Rules unless the class should be free for those members.
Review Session Rules whenever new memberships or add-ons are created.
Ensure the toggle to Enforce Billing for Session Registration is enabled in Membership Billing>Settings. If this toggle is turned off, it allows any contact with access to the booking app to schedule sessions regardless of whether they have an active membership or not. When this is disabled, the system also doesn’t account for session credits since no active membership is required for booking.
Common examples of memberships and the proper configuration:
Client Memberships | Session Rules | Expected Behavior |
Weekly Unlimited Membership (Primary)
Annual Facility Fee (Add-on) | Off for all sessions | As long as the weekly membership is active, the client will see all sessions on their booking app. |
Weekly Unlimited Membership (Primary)
2x per Week Strength Training Limited (Add-On) | Off for group sessions
On for strength training sessions. | This member could book into any of the regular sessions with no session rules, and it would not impact the session credits.
Session Rules would use a credit when booking the Strength Training Session.
|
Trial Unlimited Membership with expiration date (Primary)
Weekly Unlimited Membership (Secondary) - Membership start date is the date of the trial end date | Off for all sessions | This member could book into any session on the schedule. When the trial expires, the system will then move the Weekly Unlimited Membership to be the primary and continue to allow booking into any session. |
Frequently Asked Questions
Can I use Session Rules for some of my sessions but have it off in other sessions?
Yes. Please keep in mind that those with memberships that are a part of session rules will only see those sessions in the booking app. Those members who have sessions with rules turned off will see all sessions with no session rules.
The diagnostic tool on the Session Calendar allows you to see exactly what individual clients see in their booking app based on membership type and session rules.
Does checking into a class deduct another session credit?
No. Session credits are deducted only when the reservation is created.
Does cancelling a reservation return the session credit?
Yes. In most cases, the credit is returned unless it has expired or was issued as a one-time administrative credit.
What determines whether a session credit is required?
If Session Rules are OFF, the client's Primary Membership determines whether a credit is deducted.
If Session Rules are ON, only the memberships assigned to the class are evaluated.
What if the client has multiple Limited memberships?
The system uses the active session credit that expires first. Session credits are shared across the client's account and are not reserved for a specific membership.
Summary
Think of the booking process as four simple steps:
Identify the client's memberships.
Check whether Session Rules are enabled.
Determine whether a session credit is required.
If needed, use the active credit that expires first.
Understanding how these all work together can help provide clarity around why a client can view a class, why a session credit may or may not be deducted, and how Fit Pro Tracker processes class reservations.