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Scheduling

This guide explains how Metrognome's booking system works—the different ways customers reserve time, how they differ, and when to use each. Understanding the full picture helps when advising customers or troubleshooting booking issues.

Booking Types at a Glance

Metrognome offers three ways to book studio time:

Type What It Is Who It's For Duration
Hourly Pay-per-use sessions Drop-in customers, occasional users Hours
Monthly (Lockout) Recurring subscription Regular customers who want dedicated time Ongoing
Tour Try-before-you-commit visit Prospective monthly customers 30 min

Each serves a different customer need and works differently behind the scenes.

Hourly Reservations

Hourly bookings are one-time sessions. Customer picks a studio, chooses a time slot, pays, and shows up.

How it works:

  1. Customer browses available studios
  2. Selects date and time slot
  3. Pays at checkout (credit card or credits)
  4. Receives confirmation with access code
  5. Code works during reservation window (plus 15-min buffer)
  6. After reservation ends, code is removed from locks

Pricing:

  • Based on hourly rate × duration
  • Peak hours may have multiplier (e.g., 1.5×)
  • Minimum booking duration varies by resource

Cancellation:

  • Customers can cancel through the app
  • Refund policy depends on how far in advance
  • Access codes automatically removed on cancellation

When to use:

  • Customers who need occasional studio time
  • One-off sessions or events
  • Testing out a space before committing to monthly

→ Managing Reservations

Monthly Lockouts

Lockouts are recurring subscriptions—a customer "locks out" specific hours each week at a studio. Same time, same place, every week.

How it works:

  1. Customer (or staff) selects a studio
  2. Chooses recurring time slots (e.g., Tuesdays 6-9 PM)
  3. Subscription starts, billed monthly via Stripe
  4. Access code stays programmed for those hours indefinitely
  5. Continues until cancelled

Pricing:

  • Monthly rate based on hours per week and studio size
  • Often discounted vs equivalent hourly bookings
  • Billed automatically each month

Cancellation:

  • Customer or staff can cancel
  • Typically requires notice period
  • Access removed at end of billing period

When to use:

  • Regular customers who want guaranteed time
  • Bands with consistent rehearsal schedules
  • Customers who've graduated from hourly or completed a tour

→ Managing Lockouts

Tours

Tours are short visits for prospective monthly customers—a chance to see the space and meet staff before committing to a lockout.

How it works:

  1. Customer requests a tour through the website
  2. Staff confirms and schedules (via Acuity)
  3. Customer visits for ~30 minutes
  4. Staff shows the space, answers questions
  5. If interested, customer converts to lockout or hourly

Pricing:

  • Usually free
  • No payment at booking

After the tour:

  • Staff follows up
  • Customer may join waitlist if preferred studio is full
  • Or book hourly/monthly directly if available

When to use:

  • New customers unfamiliar with Metrognome
  • Customers considering a monthly commitment
  • Anyone who wants to see the space first

→ Managing Reservations (tours section)

The Waitlist

The waitlist tracks customers waiting for studio availability—typically for monthly lockouts when their preferred time/studio is taken.

How it works:

  1. Customer's preferred slot is unavailable
  2. Staff adds them to waitlist with preferences
  3. When a slot opens, staff contacts customer
  4. Customer converts to lockout (or passes)
  5. Entry removed from waitlist

Waitlist entries track:

  • Customer and their contact info
  • Preferred location and resource
  • Desired time slots
  • How long they've been waiting
  • Notes and status

When to use:

  • Monthly slots are full but customer wants one
  • Customer is flexible on timing but wants notification
  • Managing demand for popular studios

→ Managing the Waitlist

Customer Journey Examples

Journey 1: New Customer → Monthly Lockout

Customer finds Metrognome online
        ↓
Books a tour to see the space
        ↓
Visits, likes it, wants Tuesday evenings
        ↓
Tuesday 6-9 PM is taken → added to waitlist
        ↓
Slot opens up → staff contacts customer
        ↓
Customer confirms → lockout created
        ↓
Ongoing monthly subscription

Journey 2: Occasional User

Customer needs studio for one session
        ↓
Books hourly reservation online
        ↓
Pays, gets access code
        ↓
Shows up, uses studio
        ↓
Done (may book again later)

Journey 3: Hourly → Monthly Conversion

Customer books hourly sessions regularly
        ↓
Staff notices pattern, suggests lockout
        ↓
Customer agrees → lockout created
        ↓
Saves money with monthly rate
        ↓
Ongoing subscription

How They Differ

Aspect Hourly Monthly Tour
Payment Per booking Recurring subscription Free
Access duration Reservation window only Ongoing during subscription Staff-accompanied
Commitment None Monthly billing None
Cancellation Anytime (refund policy applies) End of billing period Anytime
Access code Programmed → removed Stays programmed None (staff lets in)
Best for Occasional use Regular use Trying before buying

Staff Responsibilities

Task When Where
View upcoming bookings Daily Reservations list
Create lockout for customer Customer ready to commit Lockouts → Add
Add to waitlist Preferred slot unavailable Waitlist → Add
Fulfill waitlist entry Slot becomes available Waitlist → entry → Fulfill
Handle cancellation Customer requests Reservation/Lockout detail page
Schedule tour New customer inquiry Reservations (or Acuity)

Access Control Integration

Each booking type integrates with access control differently:

Hourly:

  • Code programmed 15 min before start
  • Code removed 1 min before end
  • One-time access window

Monthly:

  • Code programmed when subscription starts
  • Stays active for recurring time slots
  • Removed when subscription ends

Tours:

  • No automatic access code
  • Staff lets customer in
  • No system access granted