Navigation: Settings > Spaces
First make sure you have set up your Locations under Settings > Locations.
What are Spaces?
Spaces (or rooms) represent dedicated spaces within your location.
Linking your sessions/classes to specific spaces helps with organisation and ensures members know where each session/class takes place. You can have multiple spaces associated with a single location.
Adding a Space
Click the "Create new+" button.
Enter a descriptive name for your space (e.g., "The Arena", "Bouldering Space").
Select the location this space belongs to from the dropdown menu.
Click "Save".
Adding Space Details to a Space
Spaces can accommodate different types of sessions/classes with varying capacities. Here's how to define these spaces:
Click on the name of the space you want to edit, or click the gear icon and select "Edit".
If required edit the Title or Location
Select “Add”
Choose the Class Type from the dropdown list (e.g., Learn to Belay, Yoga 101 etc).
Set the number of available places in the space for this specific class type.
Optionally, enable "Seat selection" if you want members to choose their spot within the space during booking.
Note: Unlimited capacity is the default setting for spaces without defined details.
Remember to Save your work!
Linking Spaces to Sessions/Classes
Every Session in Clava needs to be assigned to a space, even if your location only has one space.
When creating a new class, locate the "Location/Studio"* field.
Select the relevant studio from the dropdown menu that includes all your previously created spaces.
Adding Availability Rules to a Space
By adding Space Availability Manager Rules (referred to as a SAM Rule), you can prevent double bookings for sessions, group bookings, and classes. This allows you to offer a full schedule in your service store without worrying about manually managing availability for your scheduled items.
Understanding how each rule works
Maximum Overlapping Sessions (The "Activity" Limit)
This controls how many different sessions can happen at the same time.
Standard Use: Leave "All Day" unchecked if you want sessions to be available as soon as the previous one ends, you would set a time rule here to control the overlap. Overlapping sessions could be scheduled as 3 sessions at 10am, or 9am, 9:30 and 10am, or 3 sessions back to back: 9am, 10am and 11am.
Example: With a limit of 2, you can have a "Technique Session" and "Kids Club" running at 10:00 AM. A third session cannot start until one of those two finishes if you had a time rule set from 9am - 10am.
The "All Day" Exception: Ticking this box effectively tells the system: "Treat every session on this date as if they are happening at the exact same time."
Top Tip: Best used when specifying specific times e.g 9am - 10am you can set X number of sessions in your schedule with the rule set to 2, the first 2 sessions booked between 9am and 10am win and all other sessions that occupy the same time are set to unavailable.
Maximum Concurrent Bookings (The "Group" Limit)
This counts the number of bookings made, regardless of how many people are in each group. Similar to Overlapping Sessions
Best for: Private rentals where one "booking" takes up a whole designated area.
Example: If set to 5, then 5 separate families can book the space. Even if those families only have 1 person each, the 6th family will be blocked.
Maximum Concurrent Participants (The "Headcount" Limit)
This is your total occupancy - the actual number of human beings in the space.
Best for: Fire safety limits or general gym capacity.
Example: If set to 20, the system counts every individual person. Once the 20th person is booked, the space closes and all sessions are now unavailable for booking, whether that was 20 individual bookings or 2 large groups.
Adding a rule
Selecting the Add button will create a new rule below the current working Rule.
Input a Rule name
Overlapping Sessions, Concurrent Bookings and Participant Maximums
Maximum Overlapping Sessions: How many different sessions can run concurrently either at the same time or overlapping times (e.g., 1 Technique Session + 1 Kids Club =2). (Zero is unlimited)
Maximum Concurrent Bookings: Set the number of bookings that this space can accommodate at one time. Once either number is reached all other sessions/slots will be marked as unavailable. (Zero is unlimited)
Maximum Concurrent Participants: Set the number of participants that this space can accommodate at one time. Once either number is reached all other sessions/slots will be marked as unavailable. (Zero is unlimited)
For both Maximum Bookings & Participants, once either number is reached all other sessions in the same time slot, will be marked as unavailable in the Service Store. In the Schedule the booking time slot will still be present, but the title will be pixelated allowing admin users to manually book if required.
Rule details. Using the selectable options, define when this rule is in place.
Decide if the Rule has a Start and/or End Date.
Add in a Time Duration if required.
Keep in Schedule: Enable the toggle in order to keep unavailable sessions visible in pubic facing schedule or widget. If not enabled then all sessions that are impacted by the rule will be removed from you customer facing schedule view.
Remember to Save your work!
Benefits of Using Spaces
Organised Scheduling: Clearly define where each class takes place, improving member experience.
Automatic Capacity: Set default capacities for different class types within a studio, saving time when creating new classes.
Seat Selection (Optional): Allow members to choose their preferred spot in the space during booking (if enabled).
By effectively using Clava's space management features, you can streamline your class organisation and provide a more informative experience for your members.