The sub request timeframe controls how far in advance instructors can submit sub requests, and how close to a class start time they're allowed to submit. These restrictions apply to the Fitness Instructor role only.
Managers and admins are not subject to the sub request timeframe. You can submit sub requests outside the policy window up until the max window of your booking platform.
How to access Sub Settings
If you role permissions allow, navigate to Settings → Account Info → Sub Settings. Scroll down to Sub Request Timeframe.
You can define the skills where this timeframe applies, as well as an options to name the timeframe and set it as the default.
Setting up your timeframe(s)
How the rolling month system works
The sub policy operates on a rolling month basis, not a set number of days or weeks.
Instructors can submit sub requests for the current month plus additional months, depending on your policy setting.
Example: If your policy allows 3 months out, instructors can submit requests for the current month + 2 additional months. At the start of the month they have ~3 months of access; by the end of the month, ~2 months.
Optionally, release future months on a certain date within the current month.
Example: Your policy allows an additional month to be released on the 15th of the current month.
How to set a sub request prevention window
If you'd like to block instructors from creating last-minute sub requests and reach out to the manager instead, turn on the toggle to Prevent instructors from sending sub requests within and specify the hours or days.
How to add an additional timeframe
Within the Sub Request Timeframe section → + Add additional timeframe → Name the timeframe and select the skills to apply it to. Those skills will automatically be removed from your default timeframe.
Before updating: Make sure you have skills added and assigned to your classes. Go to Settings > Skills to confirm. If the update button is grayed out, it means no skills have been applied yet.
How far out instructors can submit by integration
While the actual timeframe(s) for when instructors can submit a sub request depends on the sub policies configured by the studio manager, the maximum sub request window varies by the scheduling system.
Scheduling System | Max Sub Request Window |
Club Automation, G Fit | 4 months (120 days from current day) |
ClubReady, Fisikal, Mindbody, ABC, Exerp | Current month + 3 months |
Mariana Tek | Current month + 3 months (up to 90 days) |
Hapana | Current month + 3 months (up to 93 days) |
Crunch CMS | Current month + 1 month (14–21 days rolling)* |
No integration | Current month + 5 months |
*For Crunch CMS, we pull between 14-21 days in advance.
Every Sunday, the next week's classes gets released — this means on Monday, an instructor can create a sub request up to 21 days in advance and then on Saturday, its 14 days.
When managers need to step in
If an instructor tries to submit a sub request outside the allowed window, their classes will appear grayed out in the app. They'll see a message directing them to contact their manager.
Managers must create the sub request on the instructor's behalf in these cases. This step is critical — skipping it means:
Sub requests don't go out to the team
NetGym and the scheduling system show different information
You lose visibility into who is requesting last-minute subs
Managers always receive an URGENT notification for any sub request submitted within 24 hours of a class, regardless of timeframe settings.
When to implement a sub request timeframe
| Consider implementing if... | Consider skipping if... |
Timeframe restriction | You have member-sensitive classes where instructor changes need tight control | Instructors are responsible and last-minute subs are genuinely rare |
NetGym's recommendation: If your team is responsible about subbing, skip the restriction and monitor your insights instead. Applying a timeframe makes management a bottleneck — especially for urgent requests where speed matters. You'll be notified of urgent requests either way.
Troubleshooting: Missing or grayed-out classes
Issue | Likely Cause |
Class is grayed out for instructor | Outside the sub request timeframe — manager must submit on their behalf. |
Class isn't showing at all | May not be assigned to the instructor's profile in the scheduling system. Click here for more troubleshooting steps. |
Class shows but can't be acted on | A manager may have already posted a sub request for it. |