What’s New: Schedule Enhancements

This update is all about the Schedule. We’ve rolled out several improvements to give you better control, more intuitive navigation, and a smoother bulk-action experience.


Bulk Edit, Copy & Delete

Managing your calendar just got a lot faster. We’ve overhauled bulk actions across Sessions, Courses, and Group Bookings.

• Greater Control: Enjoy a more consistent experience when modifying multiple entries at once.
• Agenda View Upgrades: You can now bulk-select entire Courses or specific Sessions within a single course directly from the Agenda view.

Precision Filtering

Finding exactly what you need is now easier with our fine-tuned filter logic:

• New "Booking Status" Filter: Quickly toggle your view between Booked and Not Booked sessions to identify gaps in your schedule.

UI & Interface Improvements

We’ve listened to your feedback and made the interface more ergonomic:

• The "Kebab" Menu: To improve accessibility, we moved the row settings from the right side to the left. We’ve also replaced the ⚙️ cog icon with the standard ⠇ (three-dot) menu.
• "All" View: In the Agenda view, you’ll find a new All button alongside Past, Today, and Upcoming, allowing you to see your entire timeline in one click.

Performance & Bug Fixes

• Bulk Optimisation: We’ve squashed several bugs and optimised the system to better handle massive updates (editing, copying, or deleting 100+ entries at once).
• General Stability: Under-the-hood improvements for a snappier scheduling experience.

NEW

Session, Course and Group Templates

🎉 What's New

We're excited to introduce Templates for Sessions, Courses and Groups – a powerful new feature designed to streamline your booking creation process and save you valuable time.

✨ Key Features

• Create from Saved Templates: Quickly build new Sessions, Courses or Group Bookings from your saved templates that capture all your standard settings.
• Preview Before Applying: Review template details before creating sessions to ensure everything is configured correctly.
• Easy Template Management: Edit existing templates or save variations as new templates to accommodate different session scenarios.

💡 Benefits

• Save Time: Eliminate repetitive data entry by reusing common session configurations.
• Ensure Consistency: Maintain standardised settings across similar sessions, courses or groups.
• Reduce Errors: Minimise mistakes by starting with pre-validated templates.

📋 How It Works

1. Navigate to Schedule > "+" > New Session (or Course/Group)
2. Select Create from a Saved Template
3. Choose your template and either Preview or Apply
4. Complete the booking-specific details (dates, times) and publish

New

Automated Report Scheduling

We're excited to announce the launch of our new Report Scheduler feature, designed to streamline your reporting workflow and save you valuable time.

What's New

You can now automate your reporting processes by scheduling reports to be generated and emailed automatically at intervals that suit your needs:

• Flexible scheduling options: Choose from daily, weekly, bi-weekly, monthly, or quarterly frequencies
• Customisable recipients: Send reports to multiple email addresses simultaneously

• Custom subject lines: Personalise email subject lines for easy identification

How to Get Started

1. Navigate to Analytics > Reports
2. Select the tab Scheduled Reports
3. Click + Scheduled Report
4. Click on Create Schedule
5. Select which report to schedule
6. Choose the frequency of automatic sending
7. Specify which time to send the report
8. Add recipients

Reports will be sent automatically depending on the frequency and send time.

Benefits

• Time savings: Eliminate repetitive manual reporting tasks
• Consistency: Ensure stakeholders receive timely insights without manual intervention
• Flexibility: Tailor reporting schedules to match your operational needs

This feature is perfect for facility managers and operations teams who need regular reporting insights delivered automatically to key stakeholders.

New:

Failed Payment Report

We've added a new comprehensive Failed Payment Report, designed to help you track and manage subscription payment failures more effectively.

What's New

• Automated Payment Failure Tracking: Real-time monitoring of failed subscription payments with detailed failure reasons and error codes
• Comprehensive Payment Details: Track customer information, subscription IDs, payment amounts, and payment methods for all failed transactions
• Retry Management: Monitor automatic retry attempts and their outcomes to improve payment recovery rates

Benefits

• Reduce revenue loss from failed payments
• Identify and address common payment failure patterns
• Improve customer communication around payment issues

This feature is now available for all operators and will help maintain healthy subscription revenue streams.

Tax Report (by Category)

We've added a new Tax Report to meet US compliance requirements. This report provides detailed tax breakdowns by category with separate columns for each tax type configured in your Settings.

What's New:

• New dedicated Tax Report accessible from the Reports section
• Separate columns for Federal, State, City, and Local taxes (as configured)
• Tax amounts broken down by product/service category
• Individual tax rates displayed for each category
• Date range filtering to customise reporting periods
• Export functionality for accounting and compliance purposes

Why This Matters:

US operators can now easily generate tax reports that align with different filing periods and rates for Federal, State, City, and Local taxes. This eliminates the need to manually separate tax amounts from the accumulated totals previously shown in Sales Orders and Sales Summary reports.

How to Access:

Navigate to Reports → Sales → Tax Report by Category

Updated:

Sales Summary (Z Report) - Enhanced End-of-Day Reporting

We've extended our Sales Summary report to provide a comprehensive end-of-day financial overview, now renamed to Sales Summary (Z Report).

What's New:

• Complete daily sales breakdown including all transactions, payments, discounts, taxes, and voids
• Detailed payment method reconciliation (cash, card, and other payment types)
• Enhanced format for easier till balancing and accounting processes

This report provides venue managers and finance teams with the critical information needed for daily reconciliation and financial tracking, following industry-standard Z Report formatting.

Freeze Logic Update

We’ve enhanced our freeze feature logic to support a wider range of scenarios alongside other membership features. Operators and customers now benefit from clearer credit calculations, offering greater predictability and transparency for upcoming payments. This update ensures subscriptions can be frozen and unfrozen seamlessly across all situations.

What's New

• Enhanced Credit Calculations: Credits are now calculated with precision based on the actual frozen period, accounting for price changes and proration scenarios.
• Improved Unfreeze Behaviour: When unfreezing a subscription early, the system now correctly adjusts the membership period and applies credits appropriately.
• Long-Term Freeze Support: Freeze periods extending 6-12 months into the future now display accurate upcoming payment predictions.
• Same-Day Freeze/Unfreeze: Freezing and unfreezing on the same day now correctly resets the subscription to active status without generating unnecessary credits.
• Delayed Proration Credits: When proration is delayed, credits are now correctly applied in subsequent payment cycles.
• Price Change Protection: Credits now account for price changes that occur during frozen periods, with calculations using the appropriate pricing.
• Grandfathering Support: Grandfathered subscriptions now retain their original pricing when unfrozen, even if price updates occurred during the freeze period.

Key Improvements

• Accurate Upcoming Payment Predictions: All freeze scenarios now show correct upcoming payment simulations, including credits and prorated amounts.
• Cancel While Frozen: New flow captures unused credits correctly when cancelling a frozen subscription.
• Unfreeze After Expiry: When unfreezing after the current period has expired, the system now correctly establishes a new membership cycle based on the unfreezing date.
• Edge Case Handling: Comprehensive testing across date boundaries, leap years, and various renewal cycle durations ensures reliable behaviour in all situations.

What This Means for You

Customers can now freeze their subscriptions with confidence that credits will be calculated fairly and accurately. Upcoming payment predictions will be reliable, and are now handled seamlessly.

Front desk staff can clearly see how freeze credits are applied and how future renewals are priced.

Examples of new Freeze information on customer subscription cards - visible to operators and customers:

Fixed:

Gift Cards

We spotted an issue when creating long descriptions for Gift Cards.

We've added HTML support now for descriptions and support up to 65,000 characters - more than enough for a short novel!

New:

New Display Controls for Booking Timetables

We're pleased to introduce enhanced customisation options for your booking timetables and service store, giving you greater control over the information displayed to your clients.

You can now choose to show or hide the following details on your booking cards:

• Session Duration – Display how long each session lasts with a clear time indicator
• Session Availability – Show remaining spaces to help create booking urgency
• Booking Credits – Indicate the credit cost required for each session
• Session Price – Display the monetary cost for sessions

These controls apply to both your service store and any embedded widgets, allowing you to tailor the booking experience to suit your business needs. Whether you want to highlight availability to encourage early bookings or simplify the display for a cleaner, more streamlined look, the choice is yours.

Access these new settings in Settings → Bookings & Timetable to customise your client-facing booking displays.

https://app.clava.co.uk/settings/bookings

New Welcome Email Template

We've introduced a new welcome email that will be sent to all your new customers upon signup, whether they register directly or through SSO. This email provides a clear overview of the key steps they need to complete to get started, including:

• Adding family members to their account
• Storing payment details securely
• Completing all required waivers
• Booking their first session or course

This streamlined onboarding communication helps ensure your customers know exactly what to do next, reducing friction and improving their initial experience with your services. This Email is fully editable and is enabled by default.

To review the email content head here:

https://app.clava.co.uk/notification-templates?order_by=title&order_dir=asc&per_page=50&search=welcome

New Reports:

Bundle Report

We've added a dedicated Bundle report under Active Passes, Packs & Subscriptions. This new report allows you to:

• View a complete list of customers who are part of bundled memberships
• See bundle owners (payers) and bundle users (consumers)
• Export comprehensive bundle membership data without needing to deduce bundle participation from sales reports

Enhanced Membership Report

The existing membership report has been updated to clearly indicate whether a membership is part of a bundle, with additional fields providing full visibility into bundle relationships.

Product and Stock Level Report

We've introduced a new consolidated report that combines product information with current stock levels, making inventory analysis much simpler and more efficient.

What's new:

• Unified view: All product details and stock levels are now available in a single report
• Complete product catalogue: The report now displays all products including all variants
• Cost transparency: Unit cost prices are clearly shown for each product and variant

Stock Valuation Report

Also found in Stock and Inventory Reports is a new standalone report 'Stock Valuation'.

This report automatically calculates the total stock value (unit cost × quantity) giving you instant visibility of your inventory investment.

Customers with Incomplete Waivers

We've added a new report to help you identify customers who haven't completed their waivers. This makes it easier to follow up with customers and ensure all necessary documentation is in place.

Where to find it: Navigate to Reports → Customers → Customers with incomplete waivers

What it does: Generates a list of all customers with outstanding waivers on their account, which you can export for follow-up communications.

Schedule Location Persistence

The schedule now remembers your selected gobally chosen location. When you navigate away from the schedule and return, it will display the last location you chose instead of defaulting back to all locations.

Benefits:

• Saves time by maintaining your location preference across sessions
• Reduces the need to repeatedly select your preferred location
• Provides a more consistent and personalised scheduling experience

Updated:

Meta Pixel Standard Events – Enhanced Conversion Tracking

We're excited to announce an enhanced update for Meta Pixel capabilities that enable automatic tracking of customer actions throughout their journey on your platform.

What's New

Your Meta Pixel integration now supports standard event tracking, automatically capturing key customer actions such as:

• ViewContent – When customers view your services or products
• AddToCart – When items are added to cart
• InitiateCheckout – When checkout begins
• Purchase – When transactions complete
• Lead – When forms are submitted
• CompleteRegistration – When new accounts are created

Benefits for Your Business

• Better advertising performance – Optimise your Meta ad campaigns based on actual customer conversions
• Improved audience targeting – Build custom audiences based on specific actions customers take
• Accurate ROI measurement – Track which marketing efforts drive real results
• Staff action filtering – Exclude staff actions to ensure your analytics reflect genuine customer behaviour

How It Works

Once configured in your Service Store Custom Code settings, events fire automatically as customers interact with your platform. Each event includes relevant details like product names, values, and quantities – giving Meta the data needed to optimise your advertising campaigns. The code works in your Service Store and Widgets.

Getting Started

Navigate to Settings → Service Store → Custom Code - below the pixel code input, click on Settings to enable the standard events you'd like to track. You can toggle individual events on or off and configure whether to track customer actions only or include staff activity as well.

IMPORTANT NOTE: We highly recommend you create a new pixel for Clava if you already have one for your marketing website, this will allow you better tracking of you service store. Either way you will need to update your pixel settings to allow your service store domain AND app.clava.co.uk domains so that events are recorded correctly.

Globalised Tax Labelling

We've updated our tax terminology to better serve our global customer base. The platform now localises the terms "Tax" (US) and "VAT" (UK and EU), ensuring clarity for operators in all regions.

What's changed:

• Tax labels now display as "Tax" (e.g., "+Tax 4.5%") rather than "VAT" for US operators
• Clearer tax application settings with updated labels:
• Tax rates now support up to 3 decimal places for greater accuracy

Why this matters:

This update ensures consistent, region-appropriate language across the platform, making it easier for your customers to understand pricing regardless of their location. The enhanced decimal precision also allows for more accurate tax calculations across all transactions, receipts, and reports - specifically for US operators.

Already configured to default for UK & EU operators to show VAT, and for US operators to show as Tax, you can choose how you wish your tax to be shown, head here to make a choice:

https://app.clava.co.uk/settings/general-details

Tax Application Setting

We've made a minor update to make it clearer on you wish to apply Sales Taxes & Fees.

You can clearly choose How is tax applied, by heading to https://app.clava.co.uk/taxes

You can choose between either:

Net prices (Added to price) - Tax will be added on top of the £100 (Net prices)

or

Gross prices (Tax inclusive) - A £100 item already includes the tax amount (Gross Prices)

Email logs Update

We’ve updated our email logging to keep Clava running smoothly! Sent email logs will now be available for 7 days. This optimisation helps us manage server load and ensures that your most recent data is always accessible and quick to load.

Fixed:

Minor bugs fixes and general housekeeping.

As it's Christmas, we've not one, but two new feature releases to announce.

Merry Christmas and a prosperous New Year.

From all the team here at Clava.

🎉 New Feature: Multi-Credit Class Bookings

We're excited to introduce a more flexible way to book sessions/classes!

You can now create premium and specialised sessions/classes that require multiple credits to book.

What's New?

• Multi-credit sessions/classes: Some sessions/classes now require more than one credit to book (e.g., 2, 4, or 6 credits depending on the session/class type and duration)
• Clear credit requirements: As an operator, you can determine the number of session/class credits required for specific classes, customers will see exactly how many credits each session/class requires before booking
• Smart credit management: The system automatically checks customers have enough credits before confirming their booking
• Flexible cancellations: When customers cancel a multi-credit booking, all credits are returned to their account (subject to your standard cancellation policy)

What This Means for Customers

• If your customers have an unlimited membership: Nothing changes! They can continue booking any session/class without worrying about credits
• If customers use credit packages: They can check the credit requirement before booking. If they don't have enough credits, they can purchase additional credits or pay the cash price
• Priority system: If customers have both membership credits and drop-in credits, we'll automatically use their membership credits first

Available Everywhere

This feature works seamlessly across your Service Store and widgets, customers can book classes however they prefer.

Questions?

If you're unsure about how this new feature works, please don't hesitate to contact us.

We're here to help!

🎉 New Feature: Customer Type Management

We're delighted to introduce Customer Types Management, a comprehensive feature that enables you to create and manage discounted (concessions) pricing categories for specific customer groups, including students, military personnel, seniors, children, and industry workers.

What's Included

• Flexible Customer Type Creation: Design custom discount categories with personalised names, colour coding, and detailed descriptions to help staff identify eligible customers
• Customisable Default Durations: Set standard expiry periods for each customer type with options for preset durations (30, 60, 90, or 180 days) or custom date ranges
• Documentation Requirements: Specify which proof documents customers must provide, with optional file upload functionality to maintain verification records
• Colour-Coded Identification: Assign unique colours to each customer type for instant visual recognition at POS, check-in, and within customer accounts
• Activation Controls: Enable or disable customer types as needed - inactive types cannot be assigned to customers, giving you complete control over availability
• Streamlined Assignment Process: Desk staff can quickly assign customer types directly from customer profiles, with clear visibility of documentation requirements
• Visual Profile Indicators: Customer types display as coloured bars with titles on customer profiles and in customer lists for easy identification

Key Benefits

• Simplified Pricing Management: Implement tiered pricing strategies effortlessly whilst maintaining transparency across all customer groups
• Enhanced Verification: Ensure proper documentation is collected and stored, protecting revenue and maintaining discount eligibility standards
• Improved Staff Efficiency: Clear visual indicators and straightforward assignment processes reduce training time and minimise errors at point of sale
• Better Customer Experience: Make it easy for eligible customers to access their entitled discounts with a professional, organised system

Getting Started

The Customer Types Management feature is now available in your system settings. To begin:

1. Navigate to Settings → Customer Types from the left-hand menu
2. Click + Create new to set up your first customer type
3. Configure the name, colour, description, default duration, documentation requirements, and file upload preferences
4. Activate the customer type to make it available for assignment within your products
5. Assign customer types to eligible customers by navigating to their profile and selecting "Assign customer type"

Customer types will immediately appear on customer profiles and throughout the system with clear visual indicators. For comprehensive guidance on configuring and utilising this feature, please refer to the support documentation below or contact our support team.

Customer Types: User Guide - Setup & Management

Customer types: User Guide - Adding restrictions to Passes, Packs and Subscriptions

New Feature: Group Bookings - Advanced Price Matrix

We're excited to introduce our new flexible pricing matrix system for group bookings, giving operators unprecedented control over how they price experiences for different group sizes.

What's New

Operators can now configure three distinct pricing models to suit their business needs:

• Price per Person: Set different per-person rates for various participant ranges. For example, charge £12 per person for groups of 1-10, and £10 per person for groups of 11-20. The system automatically calculates the total based on the number of participants selected.
• Fixed Price with Additional Participants: Offer a fixed price for a set number of people, with the flexibility to add extra participants at a specified rate. Perfect for experiences designed for a specific group size but with capacity for more.
• Fixed Price for Participant Ranges: Charge a single fixed price for any number of participants within a defined range. Ideal for experiences where the cost remains the same regardless of exact group size.

Key Benefits

• Flexible pricing strategies: Choose the pricing model that best fits your experience and business goals
• Automatic calculations: The system handles all price calculations automatically, ensuring accuracy for both you and your customers
• Improved customer experience: Customers see clear, transparent pricing as they select their group size
• Easy configuration: Intuitive UI makes setting up complex pricing structures straightforward

How It Works

Navigate to your group booking settings and select your preferred pricing model. Configure your participant ranges and prices, and the system will automatically apply the correct pricing when customers make bookings. The interface prevents conflicting configurations, ensuring your pricing structure is always clear and consistent.

For detailed guidance on configuring your price matrix, please refer to our help documentation or contact support.

Fixed

Schedule month view 500 error

Fixed a situation when in month view with a lot of data it would throw a 500 error.

New

Gift Cards: Guest Checkout

It’s finally here! Customers can now purchase gift cards via the Service Store or widgets without creating an account. By choosing "Continue as Guest," buyers can quickly complete their purchase and receive an instant email confirmation, while the recipient gets their gift card details immediately. To keep things organised, guest details are still captured within Transactions for easy follow-up.

Updated

Schedule: Extended Session Durations

We’ve increased the maximum session duration to 18 hours. This is perfect for operators offering all-day sessions, fully covering even the widest opening windows (e.g., 06:00 to 23:00).

Memberships: Enhanced Recovery Options

You can now recover any membership or subscription, including those that have expired. Previously, this was limited to minimum-term cancellations. The "Recover" button now features dynamic messaging to reflect the membership's specific state - for instance, it will no longer display a calculated amount if the minimum term has not been served.

Reporting: Improved Fee Tracking

Sales order details and Sales reports now include specific identifiers for Freeze, Initiation, and Cancellation fees, making it easier to audit line items at a glance.

POS Cart: Bundle Grouping

We’ve added a design flourish to the POS cart that groups bundle components together under the bundle title. This makes it much easier to identify and manage bundle products during checkout.

Fixed

• Checkout Polish: Resolved an intermittent issue where the postcode field in the online checkout was hidden or being missed by customers when inputting their card details.

• Membership Syncing: Squashed a bug where changes to parent pack restrictions were not propagating to child memberships. This fix ensures the global "restriction flag" accurately syncs whenever changes are made at the parent level.

🚀 Advanced Proration for Subscriptions / Memberships

[!IMPORTANT] PLEASE READ:

Proration is a critical billing change that affects your revenue and customer experience. We strongly recommend that all operators contact our Support Team for a guided setup before enabling these features.

Our updated Proration Controls, now give you total flexibility over how customers are billed when joining mid-cycle or changing billing dates. Ensure fair pricing for your members while protecting your revenue with granular global and product-level settings.

Key Highlights:

• Automated Mid-Cycle Billing: Automatically calculate reduced dues for members who sign up between billing cycles.
• Custom Renewal Dates: Set a specific day of the month for all renewals (e.g., the 1st) or allow members to choose their own billing day.
• Minimum Proration Floor: Prevent memberships from being prorated below a specific value (e.g., the cost of a Day Pass) to ensure your base costs are always covered.
• Deferred Proration: Choose to charge the full amount upfront and apply the prorated adjustment to the second billing cycle to help reduce initial churn.
• Global vs. Local Control: Set default rules for your entire business or override them for specific high-value memberships.
• New Membership Fee Options: Drive revenue and reduce attrition with dedicated fields for Initiation Setup Fees and Monthly Freeze Fees, allowing you to align with industry standards and create promotional "no-fee" sign-up offers. 


How it looks in Clava:

• At POS: The system automatically calculates and displays the adjusted "First Month" price.
• Transparency: Prorated amounts appear as a clear discount value on customer receipts and order histories.
• Member Profiles: View specific proration logic and minimum charge rules directly on the customer’s subscription card.

Want to dive deeper into the setup?

Check out our full Help Guide for Proration for step-by-step instructions.

🥶 Enhanced Freeze & Unfreeze Controls

We’ve overhauled the Freeze/Unfreeze feature to give you and your members more flexibility. Whether it’s for travel, injury, or personal breaks, you can now better manage temporary pauses for passes, packs, and subscriptions with surgical precision.


Key Highlights for Admins & Front desk staff:

• Customisable Duration Limits: Set strict minimum and maximum freeze periods (e.g., minimum 7 days, maximum 30 days) to prevent misuse.
• Frequency Caps: Control how many times a product can be frozen - per year, per activation, or in total.
• One-Time Freeze Fees: Discourage short-term cancellations by requiring a one-time fee to be paid before a freeze is activated.
• Revenue Protection: Use the "Minimum Pro-Rated Amount" to ensure that when a membership unfreezes, the remaining dues don't drop below a value you define (like a day pass).
• Scheduled Freezes: Staff can set freeze dates for the future, allowing for better administrative planning.

• Proration: Freeze works in conjunction with proration when enabled

Empower Your Members:

• Self-Service Freezing: Enable "Member can freeze" to allow customers to manage their own pauses via their account, significantly reducing admin workload.
• Automated Reactivation: Memberships automatically resume on the scheduled end date - no manual intervention required.
• Instant Confirmation: Automated email notifications keep members informed of their start and end dates.


Visibility & Management:

• Status Tracking: Improved the data in the Passes, Packs & Subscriptions - Frozen / Pending Freeze report
• Member Profile Cards: View freeze dates and statuses clearly displayed on individual customer subscription cards.

Ready to configure your freeze policy?

Read the Full Freeze/Unfreeze Setup Guide or reach out to our team to help you flip the switch.

And as if that wasn't enough:

Updated

• Point of Sale: added a clear cart warning to avoid accidental deletion of cart items.
• Line-Item Discounts: Apply fixed-amount or percentage discounts to individual items in the cart with full audit tracking (who, when, and how much).
• Full cart discount: Line-item discounts replaces full cart discounts - you can use promo codes to apply a full cart discount
• Improved Cancellation Flexibility: Customers and staff can now cancel subscriptions once the minimum commitment is met, even if a payment has failed or the status is "expired," eliminating the need to delete memberships and preserving your historical data.

We're paving the way for some major updates to hit the platform pre-xmas.

Concession tracking management, group bookings price matrix and add-on items, updates to proration and freeze logic, off-peak and much more.

This release sees a few small but essential updates:

Updated

• Widgets Custom CSS styling - added some more elements you can now customize via CSS read more about it on our helo guide: Widget Customization Guide: Overriding Default Styles
• Civintec CT9 integration - we have added an additional option to allow automated access for both general entry and for pre-booked sessions. The 'Allow member barcode check-in' option can be activated when Editing the CT9 integration under Settings / integrations. Session bookings remain enabled by default.
• Trails - another extension to trails tracking has been added for self-checkin statuses

Fixed

• Removed the ability to create and an empty custom customer barcode which causes issues with Apple and Google wallet pass issuing.