Class Reservations, Check-In, and Cancellation Policy

At F45, we operate on a reservation-based system with limited spots. To ensure a safe and efficient environment for all members, please review and adhere to the following guidelines:

Class Booking

• Advance Reservations: All class bookings must be made in advance exclusively through the F45 Training App. This process secures your spot in your chosen class and minimizes the risk of waitlists.

• Member Responsibility: It is the member’s sole responsibility to both book their class in advance and verify that the reservation has been successfully made. F45 is not responsible for any issues arising from failure to complete your booking.

Check-In Procedure

• On-Site Check-In: Upon arrival at the studio, every member is required to self-check in at the designated kiosk. This step confirms your presence on the premises, essential for safety and liability tracking.

• No-Show Determination: Failure to check in will be recorded as a no-show, and the corresponding fee will apply.

Cancellation & Fee Policy

• Cancellation Requirement: Reservations must be cancelled at least 6 hours before any class 12:15PM or earlier and 2 hours before any 4PM or later.

• Late Cancellation Fee: Cancellations made outside of the early cancel window will incur a $12 Late Cancellation fee.

• No-Show Fee: If you do not cancel your booking and fail to check in for the class, a $15 No-Show fee will be charged

Additional Information

• Attendance Tracking: Recording attendance is critical for managing class capacity, ensuring member safety, and meeting liability requirements. By booking a class, you agree to have your attendance recorded.

• Policy Changes: F45 reserves the right to modify this policy as necessary for operational, legal, or safety reasons. Members will be notified of any significant changes.

Membership Suspension/Freeze Policy

Casual Suspension Requirements: 

Casual membership suspension requests are for personal reasons and are typically taken while a member is on vacation.

• Request Process: Online Suspension form must be submitted for all membership suspensions
• Notice: 14 days' notice is required for all casual suspensions (plan ahead)
• Duration: 7-21 consecutive days
• Fee: There is a one-time admin fee of $25 for each casual membership suspension
• Limitations:
  • Members can submit just two (2) casual membership suspensions per calendar year
  • Casual suspensions cannot be extended
  • Casual membership suspensions requests will not be processed/approved for any members with a negative account balance or if the suspension fee charge is declined.

 

Medical/Military Suspension Requirements:

• Request: Online suspension form must be submitted for all suspensions
• Notice: 14 days' notice is required for all suspensions (plan ahead)
  • If your doctor's note specifies a date prior to the 14 day notice period; we can suspend your membership starting on the day you requested; however, if you were charged a membership fee during that 14 day period it will not be refunded; but those days will instead be deferred until your medical/military suspension is over.
• Duration: Up to 6 months at a time; however, cannot exceed dates listed on required supporting documentation
• Fee: There is no fee for a medical/military membership suspension
• Supporting Documentation:
  • Documentation must have start & end dates listed on it.
  • Military Request: Must submit official orders or a signed letter from commanding officer
  • Medical Request: Must provide an official note from a doctor stating that member cannot perform exercise/workout.
• Limitations:
  • Members can submit multiple medical/military suspensions per calendar year but must have the required supporting documentation
  • Medical/Military suspension requests without proper supporting documentation will be rejected.

 

Passport Visit Restrictions

If a member is currently suspended at their home studio, they will not be able to book a Passport visit. If a member's membership is suspended for any reason(e.g., overdue payments, declined or expired credit cards, policy violations, etc.), their access to class reservations at any studio will be temporarily suspended. If a member is on a membership hold/suspension at their home studio, the member will be required to purchase a drop-in class at a non-home studio that the member may wish to visit.

 

Suspension Dates & Billing Cycles

If a member wants to suspend their membership before their next billing period, they need to start the suspension at least one day before the next billing period. (Members can find their billing periods in the F45 booking app)

Regardless of when the billing period occurs, no days of membership are lost when a membership is suspended. 

For Example, if you have 14 days left on your current membership when your suspension starts, you will have those 14 days left when your membership resumes.  Your next billing date will be pushed out by the number of days your membership is suspended.

Membership Cancellation Policy

After the initial cancellation period available immediately after signing your Membership Agreement, your membership will continue for the number of months agreed to and may be canceled only as provided herein. Upon conclusion of the identified term, your membership will continue and become a month-to-month term until either your membership is cancelled by you or by us in accordance with the Membership Agreement.

30 Day Cancellation Notice Requirement (unless stated otherwise in your membership terms and conditions contract)

• Thirty (30) days written notice of intent to cancel must be submitted via text message or email to the studio. The online membership cancellation form must be completed within 2 weeks of providing your initial written notice.
  • Telling a coach you want to cancel or calling the studio and letting someone on the phone you wish to cancel will not suffice for or initiate the cancellation process.
  • Having this initial request in writing protects both F45 and the member.  Please plan for membership cancellations.
• Your cancellation request will be effective 30 days after it is received by us (via the online form submission).
• The Membership Cancellation Form must be submitted to process your cancellation.
• Any payments due under the Membership Agreement prior to the cancellation or termination effective date will be charged by us as scheduled.
  • Please note that once we receive your cancellation notice, you will be billed for all scheduled payments during the following 30 days (whether you are on a biweekly or monthly plan). Additionally, to satisfy our 30-Day Cancellation Policy, you will be charged for one extra billing cycle—the upcoming month's payment—regardless of when your cancellation notice is received within your current billing cycle.
  • Class sessions do not carry-over from one month to the next, and any class sessions remaining after the 30 day cancellation date will be forfeited.

Payment & Fees Policy

Recurring Payments: Membership fees are billed weekly or monthly, depending on the membership agreement, via an authorized credit card or bank ACH payment. Billing continues until a written cancellation request is submitted per the membership agreement terms.

Limited Member Additional Session: Limited members who wish to purchase extra sessions beyond their 4x or 8x monthly agreement may do so at an additional charge of $20 per session. Extra sessions can be purchased at the studio or through your F45 Training App.

Class Packages: Class packs can be purchased through the F45 Training App or by contacting the studio. Class packs are subject to expiration dates.

• 10 Class Pack: Expires 30 days from purchase.
• 20 Class Pack: Expires 60 days from purchase.
• 30 Class Pack: Expires 90 days from purchase.

Failed Payments & Late Fees: If a payment is declined, members will be notified and must update their payment details within 10 days. A late fee of $10 will apply if the issue is not resolved within this timeframe.

Returned Payment Fees: Any returned payment due to insufficient funds, closed accounts, or chargebacks will incur both the bank-imposed fee and a $10 processing fee.

Bank Fees: Any bank fees charged to F45 Training due to a member’s payment issue will be billed to the member.

Account Suspension: Membership access will be suspended if payments are more than 90 days overdue. If applicable, early contract termination fees will also be charged.

Early Cancellation Responsibility: Members remain responsible for all membership dues and fees if they cancel before fulfilling their agreed membership term, as outlined in the membership agreement.

Other Services

Towel Service - If your club currently offers towel service, you will continue to receive towels (washed and dried) using the existing inventory until it is depleted, at which point towel service will be discontinued. 

Policy Modification Disclaimer:

F45 reserves the right to modify this policy as necessary for operational, legal, or safety reasons. Members will be notified of any significant changes. Refer to your signed membership agreement for additional policies and procedures beyond what is listed above.