CrossFit box software: WOD booking without the chaos

The everyday problems of a box

A box has a fixed number of barbells, rowers and square metres of floor. You cannot stretch the space, so booking is essential, and every empty spot in a fully booked WOD is lost revenue.

• ✓Bookings in a group chat where nobody keeps an eye on the limit.
• ✓Athletes who book and do not show up, taking a spot from someone else.
• ✓Moving people across from the waitlist by hand whenever someone drops out.
• ✓Class packs that have to be counted session by session.

How do class caps and waitlists work for WODs?

Every WOD in the schedule has its own cap and room, and when a WOD is full, the athlete joins the waitlist. As soon as someone frees up a spot, the first person on the waitlist is added to the class automatically – neither the coach nor the front desk has to move anyone by hand.

Classes are recurring – for example WOD Monday to Friday at 6:30, 17:00 and 18:30 – so you set them up once instead of adding them every week. You can also run separate class types such as Olympic Lifting, Gymnastics or Open Gym.

How do WOD cancellations and no-shows work?

If the athlete cancels at least 2 hours before the WOD, the session goes back onto their membership; after that it does not. A session is deducted at the moment of booking, so this simple rule works like a no-show fee: it encourages people to cancel early and frees spots for those on the waitlist.

Reports show no-shows among booked athletes and class occupancy, so it is easy to tell whether a time slot needs a bigger cap or should be merged with another one.

Memberships and getting into the box

Sell unlimited time-based memberships, class packs (for example 8 sessions), a drop-in for a visiting athlete from another box, and subscription-style memberships. Memberships can be frozen within limits you set, which comes in handy after an injury.

Athletes check in with a QR code from the member app that rotates every 30 seconds, so the code cannot be shared as a screenshot. Membership types and freezes are described in more detail on our membership management page.

Which numbers does the box dashboard show?

The KPI dashboard shows WOD occupancy, no-shows, active athletes and the average number of visits per week – once you pick "CrossFit box" as your facility type, it concentrates on what counts in a box. A list of athletes who have not trained for 14 days helps you spot falling motivation before someone cancels.

The weekly attendance heatmap shows when the box is bursting at the seams. If early-morning WODs keep ending with a long waitlist, that is a clear sign to add another slot or raise the cap if your equipment allows.

A PR board and WOD result logging are coming soon. Today Flexatiq focuses on booking, memberships and check-in.

Getting your box started

Choose your facility type and the system creates starter memberships and class types that you can change straight away. The Flexatiq team moves your athlete list from a CSV file or another system free of charge. Your data stays on EU servers, is handled in line with GDPR and can be exported as CSV at any time.

Test Flexatiq free for 30 days, then contact us for pricing – or book a demo first and see a week of your own WODs in the system.