How to automatically book regular clients into new openings

If the same clients attend a class each week, you can reserve their recurring places without requiring a separate booking each time the schedule opens.

The Regulars feature links a client to a schedule so Clovo automatically books them whenever a new opening is created. This removes the need for weekly reminders or manual bookings.

What counts as a regular

Regulars are for clients who attend the exact same class, on the exact same schedule, every time it runs. Think of it as a standing reservation.

A few things worth knowing before you set one up:

• The class schedule needs to be saved and active first.
• You can’t add regulars to a one-off (popup) class.
• Regulars must have a plan that includes the class on the schedule before they can be added as a regular.
• A regular is tied to the client’s account, not one of their individual profiles – i.e. a client’s family member can’t be added as a regular without their own account.

The schedule page shows you exactly who’s set as a regular, which membership is paying for their spot, and when they were added.

Adding a regular

From the saved schedule page:

1. Select Add regular.
2. Choose the client from the list. Only client account owners with an active plan that covers this class will show up here.
3. Choose which of the client’s active memberships should be used to pay for the automatic bookings.
4. Select Add Regular to confirm.

A couple of things to keep in mind:

The selected membership remains assigned. Clovo will not automatically switch to another plan if the selected one expires or is paused. If the client changes membership, remove them as a regular and add them again with the new plan.

It only applies going forward. Adding someone as a regular doesn’t fill them into classes that have already been scheduled. If there are existing openings they should be in, you’ll still need to book those manually.

Removing a regular

Select Remove next to the client’s name on the schedule page and confirm.

This stops any future automatic bookings, but it won’t touch or cancel anything that’s already been booked. Existing bookings are handled through your normal cancellation and refund process, just like any other booking.

How automatic bookings work

Every time the schedule generates a new class opening, Clovo works through the regulars list — in the order they were added — and tries to book each one in using the membership selected for them.

Being a regular means your client skips the usual priority booking window and gets first access to the spot. It doesn’t, however, skip the normal rules that keep bookings fair and accurate. Capacity limits, membership status, pauses, expiry dates, and available credits are all still checked for every booking.

If an automatic booking cannot be made, the client stays on the regulars list and Clovo tries again for the next opening.

What your clients will see

When a regular booking goes through, your client gets the same booking confirmation email as any other booking, and any after-booking message you’ve set up for the class still fires as normal.

Clovo does not notify a client when they are added or removed as a regular. Contact the client directly if you want to let them know about the change.

Bookings made this way are marked with a Regular badge in your booking tables, so your staff can always see at a glance how a booking came about.

If an automatic booking fails, open the failed booking record to see the reason.