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How do I control which membership plans can access specific classes?

Updated

Introduction:
Session Access makes it easy to manage who can attend which classes by using shared access groups.
Instead of setting access rules individually for each class or membership plan, you can now create Session Access groups and link them to both plans and classes. This centralized approach saves time, reduces setup errors, and ensures your access rules stay consistent across the board.

Process description:
Session Access allows you to define shared access groups (like "All Classes," "Yoga Only," or "CrossFit") and connect them to both membership plans and classes. This process involves:

  • Creating Session Access groups

  • Linking those groups to your plans and classes

  • Enabling Session Access in your settings

Prerequisites:

  • You should understand your current access structure (which plans can attend which classes).

  • Session Access must be enabled in your Business Settings.

    • To enable session access:

      • Click the Profile icon, then select Business Settings.

      • Below the Kiosk Settings, the Session Access field includes a toggle that can be switched on or off to enable or disable the feature.

      • When the toggle is OFF:

        • The original access settings on Membership Plan and Class forms remain visible and in use.

        • You’ll still see the Session Access section, but it won’t impact how access is granted.

      • When the toggle is ON:

        • The legacy access fields are hidden from view.

        • A new Session Access multi-select field appears on both Plan and Class forms.

        • Access is now managed entirely through Session Access group matching—members can only book classes if their plan is linked to the same session access group as the class.

Gathering materials/resources:

  • A list of all current membership plans

  • A list of classes or session types offered

  • Clear access rules (e.g., “Plan A can attend Yoga and Pilates only”)

  • A naming convention for your Session Access groups (for clarity and consistency)

Step-by-step instructions:

Creating Session Access Groups:

  1. Click Operational in the navigation menu.

  2. Click on Session Access (located between Staff and Membership Plans). 

    • Clicking on Session Access opens a list of existing groups. The list is:

      • Alphabetized by label

      • Sortable by column

    • Each row displays:

      • Session Access Label – shown alphabetically

      • Format – Based on the dropdown-selected type

      • Linked Membership Plans – total number linked

      • Status – Active or Inactive

      • Edit Icon (pencil) – Opens the side drawer to edit the group

      • Lightbulb Icon – Toggles the group’s active/inactive status

  3. To create a new group, click the Create Session Access Type button. 

  4. In the side drawer, fill out the required fields:

    • Label – Give your group a clear name (e.g., “All Classes”, “Open Gym”, “Yoga Only”)

    • Format – Select a type from the dropdown menu 

  5. Click Add to finish.

  6. Your new group will appear in the list, sorted alphabetically by label.

Editing Session Access Groups:

  1. Click the Edit icon next to the Session Access group you want to update.
  2. A side drawer will open with the current details pre-filled.
    • You can update the following fields:
      • Label
      • Format
      • Status
    • Some information is displayed for reference only and can't be edited:
      • Linked membership plans
      • Linked classes (only future-dated ones)

      • Only eligible plans and classes will be shown here.  

    • As soon as you make a change, it’s saved automatically—there’s no need to click a Save button. The list view will update right away to reflect any changes you make.

Linking Session Access Groups to Membership Plans: 

  1. Click Operational and select Plan Management

  2. Create a new plan or edit an existing one

  3. Find the Session Access multi-select field under the field for Membership Type.

  4. Select one or more active groups to link

  5. Submit your changes.  

    Note: Inactive groups won’t appear unless they were previously selected. 

Connecting Session Access Groups to Your Sessions: 

  1. To get started, go to Schedule > Schedule in the main menu.
  2. From there, you can create a new class or edit an existing one.
    • What’s New:
      • The Group Session Type and Membership Plan fields have been removed.
      • You’ll now see a required field where you can select one or more Session Access groups for the class.
    • How It Works:
      • You can only select active Session Access groups when setting up a class.

      • If a group is inactive, it will still appear if it was previously linked to the class—but it will be read-only and can’t be selected for new classes. 

  3. These changes help ensure your classes are always linked to the most up-to-date access groups.

Tips and best practices: 

  • Use clear and specific names for your Session Access groups to avoid confusion—for example, “Group Classes Only”vs. “Open Gym Access.”

Next steps:

  • Review your plan and class associations to ensure everything is connected correctly.

  • Use the Session Access filter on the Membership Plans page to verify group coverage.

  • Train front desk or booking staff on what each access group includes.

  • Consider auditing access settings at regular intervals to keep things up to date.

 

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