What's New

Gift cards in POS no longer require a customer

You can now sell gift cards in POS without assigning the purchase to a customer.

• Faster checkout for gifts: Complete a gift card sale even when the recipient is not present.
• POS now supports e-gift cards and physical gift cards: Choose when selling a gift card in POS if it's a physical card or an e-card, if an e-card simply assign the recipients details and complete the sale

• No change to existing redemption and reporting: Gift cards continue to work as expected after purchase.

If you have any questions about how this works with your current gift card setup, reply to this note and we will help you validate the best workflow for your team.

Waivers: Auto-renewal

Waivers now support auto-renewal, so operators can set renewal frequency per waiver and customers will be prompted to re-sign when a waiver expires.

• Added configurable waiver expiration cycle (global default with per-waiver override).
• Waivers now move to Expired when the expiry date is reached, and remain available for audit.
• Automatically issues a new waiver version when a renewal is due, and notifies customers.
• Updated Waivers & Documents UI (and customer profile view) to support the new tab-based layout and refresh icon.

Head to settings → waivers and Documents edit an existing waiver or when creating a new waiver you now have the option to set the renewal cycle from 1 - 5 years.

What's New

Updated

Widgets - ‘Date selected’ filtering issue for Courses

Course widgets now respect the Date selected filter and only show courses that start on or after the selected date.

Why it matters: This lets operators promote time-specific courses, such as summer camps in May, and ensures widgets display the right courses for the chosen date.

Impact: Applies to course widgets (not course sessions) that use the Date selected setting.

How to verify: Create a course widget, enable Date selected filtering, choose a date, and confirm only courses starting on or after that date appear.

What's New

Updated

POS: Card Terminal Payments - Enhanced Receipt Options

We’ve refined the checkout experience for card payments. You now have more flexibility in how receipts are handled at the finish line:

• Receipt Control: Choose between printing a receipt or selecting the No Receipt option directly within the tender flow.
• Better Alignment: Ensures the physical printout (or lack thereof) perfectly matches your selected payment workflow, reducing paper waste and speeding up in-person transactions.

Fixed

Daylight Saving Time (BST) Accuracy

We’ve addressed a synchronisation bug affecting check-in records during the recent British Summer Time changeover.

• The Fix: Check-in timestamps in customer profiles now accurately reflect the local timezone. No more "time-traveling" check-ins; your records will now be 100% consistent with real-world time.

UI & Experience Improvements

Our team has squashed several interface bugs to keep your workflow smooth:

• Check-in Lane Filters: Fixed a layering issue where the filter options were hiding behind the lane display. The filter menu now correctly appears in the foreground when the icon is clicked.
• Reports (Date Filters): Resolved a frustrating glitch where date filters wouldn't display properly without a manual page reload. Filters now update instantly and reliably.

What's new

Check-in Lane UI Refresh

We’ve redesigned the Check-in Lane to display customer photos (where available). This visual update helps front-desk staff instantly recognise members and provides a more personal touch when handling self-check-in queries.

Updated

Platform-Wide Date Consistency

To ensure a seamless experience, we’ve standardised date formatting across the entire platform. Dates in the Schedule Week View, Customer Alerts, and Notes will now strictly follow your preferences set in Settings → General Formats.

Robust Membership Audit Trails

We’ve deepened the data trails for all membership and subscription changes. You can now track every edit or update - whether performed by an admin or the customer - ensuring full transparency. View logs at: Settings → Trails

Team Default Locations

Admin workflows just got faster. You can now assign a Default Location within Team Profiles. When a staff member logs in, the platform will automatically default to their assigned site.

Improved Transaction Tracking

• Cash Drawers: All cash transactions now explicitly state which drawer they were attributed to.
• POS Z-Out Accuracy: Fixed a reporting bug where card payments were visible on the digital Z-Out but missing from the printed version. We also resolved an issue where cash transactions could occasionally bypass drawer assignment.

Bug Fixes

• Waiver Status: Resolved an intermittent issue where clicking "Resubmit" on a waiver wouldn't immediately update the status to "Incomplete" within the customer profile.
• Birthday Logic: Fixed a registration bug that prevented users from creating an account on the day of their 18th birthday. Happy birthday - they can now sign up!

What's New

It’s the little things that count. This release brings a round of refinements to keep everything running smoothly.

Service Store & Widgets: Membership minimum term messaging

• Added a minimum term indicator for the 12-month Value Pass in the Service Store and embedded widgets.
• The pricing option card now shows the same minimum term information as the details page.

Transactions: Date and time filtering

• Added date and time filtering to Transactions to help operators find specific items faster.
• Uses the Reports date picker and an AM/PM filter consistent with Schedule.

POS: "Exact Cash" tender option

• Added an "Exact Cash" button in the cash tender flow.
• Clicking it fills the amount with the exact total and enables the tender buttons.

POS: Customer type chips in cart

• Added customer type chips to the customer panel in the cart after a customer is added.
• Improves at-a-glance context during checkout.

Customer waivers: Confirm resubmission action

• Added a confirmation step to the waiver "Resubmit" action.
• Helps prevent accidental waiver deletion.

Courses: Price Change Bug

• Fix: Corrected course price updates so the purchase price and per-session drop price recalculate properly after editing course pricing.
• Impact: Customers now see and are charged the updated course price in the service store.
• Applies to: Courses with multiple sessions and session-level drop-in pricing.

What's New

Service Store & Widgets:

Streamlined Design for Passes, Packs, and Subscriptions

We’ve refreshed the visual design for Passes, Packs, and Subscriptions across the Service Store and Widgets. This update introduces a more compact, modern look that makes it easier for customers to compare options without feeling overwhelmed by long pages.

Along with the UI improvements, we’ve added comprehensive data fields to ensure total transparency for your clients before they commit.

Key Enhancements

• Compact Presentation: A dense yet readable layout designed to maximize screen real estate and improve the mobile browsing experience.
• Expanded Transparency: We’ve surfaced critical "fine print" details directly in the store view, categorized into three main areas:

Billing & Contract Terms

Stay clear on the financials with displayed Initiation Fees, Subscription Durations, and Minimum Terms. We’ve also added visibility for Cancellation Notice periods and any associated Cancellation Fees.

Flexibility & Freezes

Manage expectations regarding membership pauses. The display now includes Freeze Fees, the Minimum Freeze Period, and the total number of Freeze Times Allowed. It also clearly shows Expiration Dates and Renewal Days/Dates.

Access & Usage Restrictions

Ensure the right people are buying the right products. You can now display specific restrictions, including:

• Location & Age: Regional or age-based eligibility.
• Customer & Class Type: Restrictions for specific member groups or workout categories.
• Timing: Off-peak usage limitations.

Pro-Tip: Providing these details upfront reduces "buyer's remorse" and saves your staff time by answering common policy questions automatically during the checkout process.

Updated

Point of Sale (POS)

Improved Cash Drawer Attribution

We’ve refined our transaction handling to ensure 100% accuracy in your reporting. With this update, every cash sale is strictly attributed to its relevant cash drawer.

Key Improvements

• Precise Revenue Tracking: Eliminates ambiguity by automatically linking cash transactions to the specific drawer in use.
• Simplified Reconciliation: Makes end-of-day balancing faster and more reliable by ensuring your physical cash matches your digital records perfectly.
• Enhanced Accountability: Provides a clearer audit trail for staff activity and cash handling across different stations or locations.

This release ensures cash sales are always attributed to the relevant cash drawer.

Updated Z-Out Reporting for Card Payments

We’ve overhauled the Card Payments section of the POS Z-Out report based on your feedback. To make end-of-shift reconciliation faster and more intuitive, we’ve shifted the focus from card brands to physical hardware.

What’s Changed?

• Terminal-Based Reporting: We’ve replaced the "listing by card type" (e.g., Visa, Mastercard) with a detailed listing by card reader terminal or online transaction.
• Faster Reconciliation: You can now instantly match your digital reports against the totals on your physical hardware and online sales, making it much easier to identify discrepancies at specific checkout stations.
• Streamlined Auditing: Providing a clear breakdown per terminal helps managers track performance and balance drawers across different areas of your facility.

Why the change? While knowing the card type is helpful, we know that balancing your books at the end of the night is much easier when the data matches the physical devices in your hands.

Fixed

Bug Fix: Accurate Starting Cash for Z-Out Reports

We have resolved an issue within the POS Z-Out report to ensure your opening balances are always 100% accurate.

The Fix

Previously, the Starting Cash for a selected drawer was not consistently pulling the "Leave Cash" amount from the preceding Z-Out report. We’ve corrected this logic so that your opening balance now automatically and correctly reflects the closing balance of the previous session.

What's New

Updated

Parked Transactions Time Limit

• We’ve extended the time limit for parked transactions from 20 minutes to all day. Parked transactions will now persist until they are automatically cleared at the end of the business day.

Widget & iFrame: Layout Optimisation

• Resolved a display issue where excessive white space appeared within booking widgets and iFrames. The session details and Book button are now properly positioned and visible across all device types, ensuring a smoother booking experience.

Fixed

Membership Details Page (Direct Links)

• Previously when a customer viewed a membership detail page, the description from the membership/subscription pricing option was not being carried across, this release addresses that issue.

Products - Sorting by Price

• Resolved a page error that occurred when sorting stock products by price.

Z-Out History

• Fixed a sync issue in Z-Out History to ensure all reports generated at the Point of Sale are accurately displayed.

Group Bookings: Pricing Transition Fix

• Resolved an issue in Group Bookings where switching from "Basic" to "Advanced" pricing triggered an "invalid pricing tier" error. The transition now occurs seamlessly.

What's new

Plug & Play Receipt Printers and Cash Drawers

Clava now supports plug-and-play USB receipt printers and cash drawers directly in the browser.

What’s included:

• Plug-and-play setup for many ESC/POS-compatible receipt printers and cash drawers

• Automatic receipt printing and cash drawer opening during checkout
• Quick validation tools, including Test Print and Open Drawer actions
• Optional silent printing mode for fast, uninterrupted checkout flows

Windows users - you will need to install Clava Connect in order to have Receipt printers work.

Mac users - you're good to go with plug and play right out of the box.

To set up your printers and cash drawers, head to https://app.clava.co.uk/settings/pos-hardware

Coming soon: Integration support for Star Micronics printers.

Z-out End of Day Cash Reconciliation

We're excited to introduce End of Day Cash Reconciliation – a comprehensive solution for managing your daily till operations directly within Clava via Point of Sale.

What's new:

• Cash Drawer Management: Configure multiple cash drawers for each location in your POS Hardware settings https://app.clava.co.uk/settings/pos-hardware, making it easy to track transactions across different registers and sites.
• Register Selection: When processing cash sales, your staff can now select which cash drawer they're using, ensuring accurate transaction attribution throughout the day.
• Register History: Access a detailed history view for each register, filterable by location and date range, so you can review all transactions for specific shifts or time periods.
• Daily Reconciliation: Perform end-of-day cash counts with an intuitive interface that includes a denomination counter for notes and coins. The system automatically calculates any variances between expected and actual cash.
• Z-Out Reports: Generate comprehensive Z-out reports that show cash deposit amounts, card payment totals, Gift Card purchases and redemptions, and total accounts - everything you need for banking and record-keeping. You can run multiple Z-Outs per day, as we automatically start a new period after each Z-Out.
• Local Currency Support: Cash counting interfaces automatically display the correct denominations for your local currency, whether you're working in pounds, euros, or dollars.
• Permission Controls: Z-out functionality is permission-based, ensuring only authorised managers can perform end-of-day reconciliation.
• Manage Petty Cash: Manage petty cash both in and out direct from POS, simply click on Petty cash to record in and out as well as view a history.
• Smart POS Interface: Checkout is now faster and more intuitive. Our new "Smart Buttons" adapt to your setup in real-time; you’ll only see options for the hardware you actually have connected. Whether you're managing petty cash or processing a quick "no-receipt" sale, the interface stays clean, showing you exactly what you need - and nothing you don't.

This feature streamlines your point of sales and closing procedures and eliminates the need for separate reconciliation systems, giving you accurate financial tracking and peace of mind at the end of each day.

For a full support guide on how to implement, please head to: https://help.clava.co.uk/en/articles/14289030-z-out-end-of-the-day-cash-reconciliation-a-help-guide

🎉 New Feature: Space Availability Manager

We're excited to announce the launch of Space Availability Manager – a powerful new tool that helps you maximise revenue whilst intelligently managing your space resources.

What is Space Availability Manager?

Space Availability Manager allows you to advertise multiple sessions, courses, and activities simultaneously, even when they share the same physical space. The system automatically handles resource allocation in the background, ensuring your spaces are used efficiently whilst providing maximum booking options to your customers.

Key Benefits

• Maximise Revenue - Advertise multiple offerings at the same time and let customer demand determine which sessions run
• Smart Resource Allocation - First-come, first-served logic ensures spaces go to the sessions that get booked first
• Flexible Capacity Management - Set maximum concurrent bookings and participant limits to match your operational needs
• Dynamic Availability - Sessions automatically become available again if bookings are cancelled, giving you maximum flexibility
• Better Customer Experience - Offer more options to your customers whilst maintaining control over your resources

How It Works

Here's a simple example:

You have a space/area in your centre and want to offer three different sessions at the same time - Introduction to Bouldering, Family Induction, and a Fitness session. With Space Availability Manager:

1. All three sessions are advertised and available for booking
2. When the first customer books any of the sessions, that session secures the space
3. The other two sessions automatically become unavailable
4. The winning session can continue accepting bookings up to its capacity limit
5. If all bookings for the winning session are cancelled, all three sessions become available again

Getting Started

Space Availability Manager is configured through your Space settings. You can:

• Set maximum concurrent bookings (how many sessions can run at the same time)
• Define maximum concurrent participants (total capacity across all sessions)
• Configure how overlapping sessions are handled
• Create availability rules based on days, times, and dates

For full setup instructions, please refer to the documentation or contact our support team.

Questions?

Our team is here to help you make the most of Space Availability Manager. If you have any questions or need assistance setting up the feature, please don't hesitate to get in touch.

We're confident this feature will help you optimise your space usage and grow your revenue. Happy scheduling!

Updated

Enhanced Booking Restrictions

We're excited to announce improvements to how you can control customer bookings, giving you greater flexibility and operational control over your booking calendar.

What's New

We've enhanced our booking restrictions with two powerful rules that work together to create the perfect booking window for your business:

• Maximum Advance Booking: Control how far into the future customers can book sessions. Set a limit (e.g., 30 days) to ensure customers can only book within your preferred timeframe.
• Booking Blackout: Create a buffer period to prevent last-minute bookings. Require customers to book a minimum number of days in advance (e.g., 2 days) to give you adequate preparation time.

Key Benefits

• Flexible control: Apply restrictions globally whilst maintaining the ability to override settings at session, course, and group level
• Operational efficiency: Ensure adequate preparation time and better manage staff scheduling
• Bulk management: Edit restrictions across multiple sessions using bulk schedule actions
• Error prevention: Built-in cross-validation checks prevent conflicting settings that could block all bookings

Example Use Case

Set Maximum Advance Booking to 30 days and Booking Blackout to 2 days. This creates a 28-day booking window where customers can book sessions occurring between 2 and 30 days from today - perfect for balancing customer convenience with operational planning.

Getting Started

Access these new controls in Settings → Bookings & Timetable → Bookings.

Simply enter your preferred number of days for each restriction and save your changes.

These enhancements give you the tools to manage your booking calendar more effectively whilst maintaining a smooth booking experience for your customers.

Any existing settings have been preserved under the new Maximum Advance Booking setting

For more details check out our help guide for Booking Restrictions

Schedule: Bulk Edit Functionality

We have updated the bulk edit/copy functionality within schedule by making editing, copying, and deleting functions more contextual and user-friendly.

Key Changes

• Context-aware bulk operations: Bulk edit, copy, and delete functions are now conditional based on the active filter (Session, Courses, or Group Bookings)
• Improved relevance: Each filter now opens the session form with editing options specifically relevant to that context, reducing unnecessary options and confusion

Benefits

• More targeted and efficient bulk editing capabilities
• Reduced complexity when managing schedules
• Enhanced user experience with context-specific operations