Cancellations and a waitlist that keep your classes full
You decide how late a member can cancel without losing the class. When a spot opens up, it goes straight to whoever is waiting.
Avana Studio is studio booking software with a cancellation window and an automatic waitlist in the UK. The studio sets how late members can cancel for free, from zero hours to a week, and a freed spot is offered to the first person on the waitlist. Studio costs £17.99 a month, Studio Plus £35.99 and Studio Max £65.99, all VAT included, with 0% commission, no setup fee and a 7-day free trial.
How cancellations and the waitlist work
You set it up once.Members and Avana handle everything after that.
Choose your cancellation window
How many hours before class a member can cancel at no cost. Members see it before they book.
Members cancel on their own
On their phone, without messaging you. Cancel in time and the class is back on their pack.
The waitlist fills the gap
The first person waiting is offered the spot. If they pass, it moves on to the next.
For studios with busy classes
Classes full, but the odd member doesn't show?A cancellation window and a waitlist get the most out of every spot.
- Your popular classes book out fastA waitlist makes sure a cancellation becomes a new booking right away.
- Members sometimes cancel at the last minuteWith a fixed window, everyone knows the deal before they book.
- You'd rather not argue about cancellationsAvana holds the line for you. You only step in for exceptions.
A cancellation turns into a fresh booking
Once a class is full, members join the waitlist. When someone drops out, the first in line hears straight away and the class fills up again.
- See who's waiting for each class
- A free spot moves down the list by itself
- Members on a membership can wait too
A late cancellation no longer costs you a spot
Cancel after your window, or don't turn up, and the class counts as used. If there's a good reason, you can still give it back with one click.
- Members know the rule in advance
- Exceptions are your call
- Tick off who came at every class
No surprises for members, no awkward conversations for you
Your cancellation window is shown before a member books and again in the reminder before class. There's never a debate about a late cancellation, and it feels fair to everyone.
- The window is shown at booking
- And again in the reminder
- A class cancelled in time is back immediately
If you call off a class, everyone knows at once
When you have to cancel, everyone who booked gets an email with your reason. They all get the class back, and the waitlist for it is cleared.
- An email with your reason
- The class back on the pack, or as credit
- The waitlist is emptied
You see who turned up, and who didn't
At every class the instructor ticks off who is there. A no-show counts as a used class, and each member's card shows how often it happened in the last three months.
- Tick off attendance at every class
- A no-show counts as used
- Check-in comes with Studio Plus and Studio Max
Your whole studio on your phone, and on your members' phones
Who's coming, what's come in and what's left on every pack: all on your phone, and on your members' phones.
- 09:00Mat PilatesGrace8/12
- 12:15VinyasaHannah1 waitingFull again
- 18:30BarreGrace10/14
What happens when someone cancels
Avana applies your rules for you, even while you're teaching or asleep.This is what happens with every cancellation.
- Cancelled in time: the class goes back on the packYou decide what counts as in time, from zero hours up to a week before class.
- A drop-in paid online becomes one class of creditValid at your studio for three months. No money is refunded automatically.
- Late or a no-show: the class is usedNo fine on top. With a good reason, you can still give the class back.
- Members check themselves in at the doorWith the QR code in their app, at a tablet by the entrance. You and the instructor see straight away who's there.
Works with your packs and your schedule
A cancelled class goes back on the pack, and the free spot appears on your schedule again straight away.It all fits together without you stepping in.
Online class schedule
Your classes are set up months ahead, and members book their own place.
Read morePrivate and duet sessions
Members book a private or duet session at a time your instructor is free, never on top of a group class.
Read moreCourses, workshops and terms
A group signs up and pays once for a course, a workshop or a whole term.
Read moreSpot and reformer booking
Members pick their own reformer or spot on a map of your room, and can keep a favourite.
Read moreCheck-in and attendance
Members check in with the QR code in their app, and you see who came to each class and who didn't.
Read moreEverything Avana does for your studio
All 21 features in one place: timetable, members, payments and growth, in one system.
See all featuresEverything included, for one fixed monthly price
Your cancellation window and the waitlist are included in every plan.
- No commission or booking fees for you
- Cancel any month
- 7 days free
- You choose how members pay
Studio
£0.60 a day, less than one drop-in class a month.
Start your 7-day free trial- Unlimited members and bookingsNo caps. You pay the same fixed price however many members book.
- 0% commission on your classesNothing is taken from your class price. Payments go straight to your own account.
- Your own studio page, found on GoogleWith your classes, prices and instructors. AI assistants like ChatGPT can read it too, so new members find you.
- A timetable members book intoSet up your regular classes once and members book them months ahead. One-off classes and workshops slot in between.
- Class packs, drop-ins and trial classesA pack counts down by itself and expires on a date you choose. A trial class can be used once per member.
- Memberships that renew every monthRegulars are charged on their card every month without you sending a reminder. Add a minimum term, a notice period or a pause if you like.
- A waitlist that fills empty spotsWhen someone cancels, the first person waiting is offered the spot. If they don't take it in time, it moves to the next.
- Online payments, or at the studioBy card, Apple Pay or Google Pay, straight to you. Or in person at your desk, for a pack or a membership too.
- The Avana app for you and your membersYou run the studio from your phone. Members book in the app and get a notification when a spot opens or a class is off.
- Reminders and automatic emailsA confirmation and a reminder for every class, a nudge when a pack is nearly used up and a message after the trial class. In your own words.
- Invoices and an export for your accountantEvery payment is recorded with an invoice. Your revenue and members go to your accountant in one file.
- Hours tracking for your instructorsPer instructor the classes taught, hours and cover, with a rate per class, per hour or per head. Ready for payday.
Studio Plus
£1.20 a day. One filled spot or one member who stays each month pays for it.
Start your 7-day free trial- Up to 3 instructors, each with their own loginYou plus 2 instructors. An instructor sees the timetable and who's booked, never your money. More instructors cost £5.99 each a month.
- Multiple rooms and locationsAll your rooms and sites on one timetable. Avana never double-books a room, and every email carries the right address.
- Lapsed members invited back for youWhen a member hasn't been in for a few weeks, Avana invites them to book again.
- Refer-a-friend that brings in membersMembers share their own link. The friend gets a discount and the member gets class credit.
- Gift cardsOn sale on your studio page, for an amount or a class pack. Whoever receives one books a class themselves.
- Discount codes and intro offersSay three classes to get started, or a deal on the first month of a membership.
- Spots for ClassPass and WellhubHold a few spots per class for these platforms. Their bookings count in your numbers and you tick them off at the door.
- Private and duet sessionsThe member picks a time when an instructor is free and pays straight away.
- Rules on a pack or membershipA cap per week, off-peak only, or one pack shared with a partner or family.
- Health questionnaire and house rulesA new member fills it in and accepts your house rules at their first booking. The instructor sees what matters at the class.
- Insights on attendance, revenue and membersWhich classes fill up, what's coming in and how many trial classes become regulars, with a tip each month.
Studio Max
£2.20 a day. The most time saved, with the whole studio running itself.
Start your 7-day free trial- Unlimited instructorsYour whole team in Avana, each with their own login, with no charge per instructor.
- Text reminders before classMembers choose whether they want a text. You buy text credit separately, and it never expires.
- Email campaigns that fill classesA new class, an offer or a workshop: email all your members at once, in your studio's style.
- Your own automatic messagesYou decide when a member gets a message by itself, by email, text or in the app. After their tenth class, for example.
- Members choose their own spotOn a map of your room, like picking a seat at the cinema. You never get more bookings than there are places.
- Courses and blocks sold in one goA fixed group books and pays for every class of a course at once.
- Reports on retention and attendanceHow many members stay and leave, what a member is worth on average and which hours are busiest, across the year.
- A live view of your revenueSee at any moment what has come in, online and at the desk, and what's still outstanding.
- Corporate memberships for employersA company pays for its staff's memberships and gets one invoice from you a month.
- Contracts signed at purchaseWhoever buys a membership or pack signs your contract on their phone, and you both get the PDF.
- Team roles, including your accountantA manager, instructor or accountant only sees what belongs to their own work.
All prices VAT included. An extra instructor on Studio or Studio Plus is £5.99 a month.
| What you do and don't pay | |
|---|---|
| Commission on your prices | £0. You keep the full price. |
| Setup fee or annual contract | None. Cancel any month, with no exit fee. |
| Booking fee | £0 for you. When a member pays online, a small booking fee is part of the price they see from the start: 3%, at least £1.49 and at most £2.29. Classes booked with a pack or membership cost nothing extra. |
| Switching | Free. We help you move your members and their credit. |
| Extra instructor | £5.99 a month on Studio and Studio Plus, on top of what your plan includes. Studio Max has unlimited instructors. |
| Text reminders | Text reminders come with Studio Max. You top up text credit in bundles from £4.99 for 50 texts. |
What studio owners ask about cancellations
How do I set a cancellation window for my studio in Avana?
In your settings you choose how many hours before class a member can cancel at no cost, anywhere from zero hours to a week. The default is twelve hours. Members see the window when they book, and Avana applies it to every cancellation.
What happens when a member cancels late or doesn't show up?
If a member cancels after your window or doesn't turn up, the class counts as used. There's no fine on top. If they have a good reason, you can give the class back from your schedule with one click.
How does the waitlist for a full class work?
When a class is full, members can join the waitlist. If a spot opens, Avana holds it briefly for the first person waiting; if they don't take it, it moves on to the next. The waitlist is included in every plan.
Does a member get money back when they cancel a class they paid for online?
When a member cancels an online-paid drop-in in time, they get one class of credit at your studio, valid for three months. Money isn't refunded automatically. With a class pack, the class simply goes back on the pack.
What happens when my studio cancels a class?
Everyone who booked gets an email straight away, with your reason if you add one. They all get the class back on their pack or as credit, and anyone on the waitlist is removed from it.
Does a cancellation window help reduce no-shows?
Yes. A fixed window that members see in advance makes cancelling in time the normal thing to do. And because a spot freed up in time goes straight to the waitlist, a cancellation no longer leaves a gap in the class.
Can't see your question? Just ask us. We'll help you set up your timetable, packs and members for free.
Looking for a fair late cancellation policy for your studio?
Avana is studio booking software that applies your cancellation window by itself and hands a free spot to the waitlist straight away. An empty spot in a full class hurts twice: for you, and for the member who wanted to come. A clear window and a waitlist solve that together. Members know where they stand, and a spot that opens up gets used again.
Which cancellation window suits your studio?
Many studios go for twelve or twenty-four hours. Small groups and popular evening classes do well with a longer window, because there's time to fill the spot again. For early morning classes a shorter window is kinder. Pick one, put it in your terms and stick to it.
Firm without fines
Losing the class is enough for most members to cancel in time. A fine quickly feels like a punishment. Do be flexible when there's a genuine reason, such as illness; you can decide that case by case.
What Avana does for you
Avana keeps to your cancellation window, puts a class cancelled in time back on the class pack and emails the first person on the waitlist when a spot opens. Members see it all on your online class schedule. You'll find what Avana costs in the pricing above.
Keep your classes full
Every free spot fills itself, even while you're teaching. Try it free for 7 days and only pay if you stay.