Arketa's studio map lets clients and staff assign specific bikes, reformers, or other spots at the time of booking. When capacity settings and spot maps are not in sync — or when bookings are made from multiple views — it's possible for more clients to be registered than there are physical spots, or for the same spot to be assigned to two different clients. This article explains how each scenario happens and how to prevent and resolve it.

Arketa has two separate settings that control how many clients can be in a class:

1. Class-level max capacity — Set when you create or edit a class (Group Classes → My Schedule → edit class). This is the hard ceiling on total bookings. Once this number is reached, the class shows as full and new clients are directed to the waitlist.

2. Room capacity — Set on the room itself under Settings → Locations → [Location] → Rooms. The room's Capacity field is used for cycling rooms. This represents the number of physical spots (bikes) in the room.

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The most common cause. If your class max capacity is higher than the number of active client spots on the room's map, clients can complete a booking even when no physical spot is available for them. The class shows available seats from the capacity counter, but the map has no spots left to assign.

Prevention: Always set your class max capacity to match exactly the number of active client spots on the room's spot map. If your room has 20 bikes, your class capacity should be 20 (or lower if you want to hold spots in reserve).

Staff members adding clients from the dashboard behind the desk can sometimes complete a booking even when a class is showing as full, particularly if they are using the client list view rather than the map view. This can result in a client appearing on the roster with no spot assigned.

Prevention: When adding clients to a class manually, use the map view to confirm a spot is available before completing the booking. Always verify the class roster count against available spots before class begins.

If automated waitlisting is enabled (Settings → Waitlist → Enable automated waitlist), Arketa will automatically move the next client off the waitlist when a cancellation occurs. If a spot opens up in the booking count but no corresponding physical spot is available on the map (for example, because the spot was marked unavailable), the client will be enrolled without a map assignment.

Prevention: When marking spots as unavailable for maintenance or other reasons, also temporarily reduce the class max capacity by the same number of spots taken offline, so the waitlist does not promote more clients than the map can accommodate.

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When adding a client to a spot from the list view, you select a spot number from a dropdown. If another staff member has already assigned a client to that spot from the map view — but you have not refreshed your screen — the dropdown may still show that spot as available, allowing a second client to be assigned to the same number.

Prevention: Before assigning a spot from the list view, switch to map view to see the current real-time state of all spot assignments. The map view visually indicates which spots are occupied, which are available, and which are marked unavailable.

If two staff members are managing the class roster at the same time — one at the front desk and one on a mobile device, for example — they may both attempt to assign the same spot to different clients within a short window before either screen refreshes.

Prevention: Designate one staff member to manage spot assignments per class, particularly during busy check-in windows. After any assignment, refresh the view before making additional changes.

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Use this quick checklist to keep your spot map clean and accurate:

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