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First Steps: Setting up your integration with Eversports
Setting up your activities
Scheduling your appointments (classes)
Canceling and Editing your appointments
Sport Category Mapping & Synchronization
Special Cases
- Creating Free training
- Offering Online Classes

First Steps: Setting up your integration with Eversports

What does the sign-up process look like:

To connect your Eversports account to Urban Sports Club, please follow these steps:

Open the Eversports Manager and go to the Market section (bottom left).
Activate the Urban Sports Club integration extension.
Click "Learn More" to proceed.
You will receive a confirmation email from Eversports with further instructions and a typeform that needs to be filled out with your location UUIDs. See next step for details.
Please navigate to Settings > Aggregators in your Eversports Manager, there you will find your location UUIDs that the Partner Support team at Urban Sports Club needs to activate your integration. Paste the information into the typeform you have received from Eversports. By submitting the typeform, the Partner Support team will receive all necessary information for activating the integration.
You will receive a confirmation email from the Urban Sports Club team once your integration has been activated. We aim to activate your integration within 3-5 business days.

Please note that the activities that you want to offer via Urban Sports Club need to be enabled for aggregator bookings:

Go to the settings of each class/training you want to offer via Urban Sports Club.
Under the rules tab, enable "allow bookings from aggregators". You can find more information about aggregator bookings here.

Please be aware that new classes will usually be scheduled to appear on the Urban Sports Club website two weeks after we receive your request. This ensures a smooth transition to Eversports and prevents the loss of existing reservations.

Solutions for Activation Issues

If you have trouble activating your Eversports integration, please check the following:

Missing Activation: Please ensure that the Urban Sports Club extension is enabled in the Market section of your Eversports Manager. You can find all information about activating your integration here.
We aim to activate your integration within 3-5 business days after submitting your integration request via the typeform. You will receive a confirmation email from our Partner Support team once your integration is active.
Location duplicates: Please make sure there are no duplicate addresses in your system and clean up any unnecessary entries before activating the integration. If you have duplicate or unused locations, please contact our customer service at support@eversports.com to assist you in merging them.

Please note that the activities that you want to offer via Urban Sports Club need to be enabled for aggregator bookings. You can find more information about aggregator bookings here.

Setting up your activities

In Eversports, setting up a class involves two key steps: creating an activity and scheduling appointments.

Activity: This represents the class type and contains all essential settings, such as name, description, sport category, and aggregator rules. An activity serves as a template for scheduling classes.
Appointments: These are the actual scheduled class sessions based on the activity setup. Each appointment represents a specific class instance that members can book.

At Urban Sports Club, we refer to appointments as classes. Once an activity is created in Eversports, you must schedule appointments to make these classes available to members. Without scheduled appointments, the class will not appear on Urban Sports Club.

To ensure proper synchronization, always verify that the activity is configured correctly before scheduling appointments. If changes are needed, remember that modifications to key details like start time, date, or location may cause the class to be canceled and recreated in Urban Sports Club’s system.

Important Note on Schedule Changes

The Urban Sports Club integration does not accept any changes made to class start time, class start date, location, and sport categories. Whenever you make a change to classes with any of the above-mentioned variables, all affected classes will be canceled and recreated on Urban Sports Club. To avoid any loss of bookings, we strongly recommend not making changes to active classes — that is, classes with a start date in less than 14 days.

Creating a new activity in the Eversports manager

1. Click the "New" button to create a new activity while you are in the schedule

2. Select "Create a new activity" and click "Next step"

3. Select "Individual booking per appointment" and Click "Next step"

4. The type should always be Class for Urban Sports Club - Select "Class" Then click "Create activity" to continue to the activity wizard.

Please note, that one single booking action for multiple recurring appointments does not work for Urban Sports Club. Urban Sports Club members need to book each appointment individually.

Adding the sport category

After adding the sport category to your activity, the sport category needs to be manually mapped by the Urban Sports Club Support Team. If your contract supports the new category, we will map it accordingly. We execute this mapping once a day (excluding weekends). This means that your class is visible within 24hrs. If you would like to add a new sport category to your contract, please contact Urban Sports Club Partner Support Team via our contact form and the contact reasons “Questions about my contract.”

Please note, that the Urban Sports Club integration does not accept any changes made to class start time, class start date, location, and sport categories to existing activities. Whenever you make a change to classes with any of the above-mentioned variables, all affected classes will be canceled and recreated on Urban Sports Club.

5. Add the title and the description for the activity

6. Select a group from the dropdown - this is to color-code your activities in the schedule

7. Select the correct sport category

Please note that the "group" is not the sport category and does not appear on the Urban Sports Club side. The “group” you assign is only for internal use in Eversports – it helps you organize and color-code your schedule view, but it has no effect on how the class appears in Urban Sports Club.

Adding an image to your activity

Please note that class images are currently not transferred to your Urban Sports Club profile via the integration. However, you can manually add images to your Urban Sports Club profile through the Partner Portal. You can find detailed instructions on how to upload pictures to your profile here.

8. Select an image that represents the class. Without the image, the form will not let you continue

9. Don't forget to upload your image

10. We are now clear to proceed to set up the rules of the activity.

Managing the settings of the activity

The "Participation settings" in Eversports are not relevant for Urban Sports Club and have no effect on how activities are displayed or booked by Urban Sports Club members. You can simply skip this step when creating or editing an activity.

11. Unfold the "registration rules". It is important here to select "Online booking possible (mandatory)". Otherwise the Urban Sports Club members will not be able to book these activities.

12. The "Online registration period" Should be set to standard

Enabling your Aggregator rules

13. Click "Allow bookings from aggregators" to share the planned appointments of this activity type with Urban Sports Club.

14. Select "Unlimited, for all aggregators" - Other settings also possible

Unlimited for all aggregators means that the total number of classes is shared between aggregators and own members.

Limited for all aggregators means that the aggregators get a portion of the spots of a class to share.

Limit bookings per aggregator means that the aggregator has a set number of spots per aggregator within the total amount of spots in a class.

Managing Cancellation Rules

The cancellation window is the period, in which a member is allowed to cancel their attendance in your class without consequences (Late Cancellation fee). Please note that at Urban Sports Club there is a maximum cancellation window of 12 hours by default to ensure a simplified and consistent booking process and member experience.

15. Under the "Cancellation conditions" select "Default (24 hours before start)"

This is overridden by the Urban Sports Club cancellation notice and by default, this is 12 hour.

16. Select "Never cancel this activity automatically"

Automatic Cancellation does work for Urban Sports Club members. If you would like to use this functionality, please keep in mind that the minimum window before the class starts should be 2 hours.

Anything shorter than 2 hours might result in bad member experience because the member can be on their way to the class and miss the cancelation notification.

17. Click "Proceed to appointments" to start to create activities

If you want to re-use the settings later you can save this one as a template to base other activities off of later.

Scheduling your appointments /classes

Now that you set up your activities you can schedule your appointments (classes) in Eversports. In Eversports, you schedule appointments. Urban Sports Club refers to your appointments as classes. In the previous step, we created an activity that we will need to schedule now.

Creating Appointments in Eversports Manager

1. Click "New" in the schedule view of the Eversports Manager.

2. Select "Add a new appointment" and click "Next step"

3. Select the activity you would like to schedule from the dropdown list.

4. Click "Multiple appointments"

5. Fill in the weekly or biweekly schedule for the classes

Please note that Eversports only allows you to set up recurring appointments that repeat on the same time slot per weekday. If you would like to plan the same class at a different time, you repeat the process of adding multiple appointments for the same activity.

Setting up the location and spots

6. Select the City from the dropdown. This is important because this links back to the location on Urban Sports Club.

Please ensure there are no duplicate city entries in the list. Having multiple similar entries can cause confusion—especially if you manage several locations—and may result in activities not being displayed correctly on the Urban Sports Club frontend.

7. Set the total number of available spots for the class series you are scheduling. The spot sharing rules (i.e., how many spots are available for Urban Sports Club members vs. your own customers) were already defined during activity creation and will automatically apply to this series.

Additional Settings:

Notes: Any notes added here will not be visible to Urban Sports Club members—even if the setting “Make notes visible to your customers” is enabled. This setting is ignored for Urban Sports Club.

Online Streaming: The option “Offer online streaming” is not supported for Urban Sports Club. Please do not use this feature for Urban Sports Club classes.

Confirm and check your schedule

Please note that synchronization with Urban Sports Club may take up to 30 minutes, so the new appointments might not appear immediately in the Partner Portal or on your Urban Sports Club profile.

8. Click "Add appointment" to confirm the classes being created on the schedule.

9. Check the schedule to see if the classes appear.

Canceling and Editing activities or appointments (classes)

Canceling a single class / appointment

If you need to cancel a class, please follow the steps below to ensure it’s properly removed from your schedule. Keep in mind that, due to system synchronization, cancellations may take up to 30 minutes to appear on your Urban Sports Club profile. Urban Sports Club bookings are cancelled automatically and Urban Sports Club members will receive an automated message that their class is cancelled.

To ensure a smooth experience for members, we strongly recommend canceling at least 2 hours in advance. Based on our experience, cancellations made later than that are often missed by participants, as they may already be on their way to the location.

1. Click on the class you would like to cancel

2. Click on the trashcan icon to cancel the class (delete)

3. Click "Cancel appointment" to confirm the deletion of the class

4. Check the Eversports schedule to see if your class was removed

Please note that the cancelation may take 30 minutes to synch with your Urban Sports Club schedule.

Canceling all activities / removing a series of classes

Sometimes you wish to remove a complete series of classes from the schedule when you discontinue a class type. In Eversports you can remove all activities from the schedule in one go. There is no way to remove multiple classes at once on the other hand. If you would like to clear out the schedule, for example for a week, you would need to cancel the appointments one by one like the instructions above.

1. Click "Management" to find the overview of activities currently in the system

2. Find the activity you would like to remove completely from the schedule and press the triple dot icon on the far right of the row.

3. Click "Archive / Delete"

4. Click "Archive activity" to confirm

5. Click "Calendar" to go back to the schedule and check if all activities are removed from the calendar.

Editing the activity settings in Eversports

Sometimes you would like to edit the title of a class and sometimes the description needs a small improvement. You do this in the activity settings to make the change happen for all the appointments based on the same activity.

Important: Please note that the Urban Sports Club integration does not accept any changes made to class start time, class start date, location, and sport categories. Whenever you make a change to classes with any of the before mentioned variables on Eversports, on Urban Sports Club all these classes will be cancelled and recreated.

1. Click "Management" to find your activities

2. Find the class you would like to edit and click the three dots to the right of the row

3. Click "Edit"

4. Edit the necessary information

5. Click "Proceed to rules" to go to the next step

If you have forgotten to turn on the "allow bookings from aggregators" option, this is where you can activate your aggregator bookings.

6. Click "Proceed to appointments"

7. Don't forget to click "save" in the next step

8. Click "Activities" to go back to the schedule and check if your changes were processed. Please also check your Urban Sports Club front end to see if the changes were processed.

Editing an appointment (class)

Please not that it is not possible to change the time or the date of the appointment. It is better to cancel the class and to schedule a new one if time or date changes. Please follow the instructions on cancelling an appointment and scheduling a single appointment.

1. Click on the class you would like to change

2. Click the "edit icon"

3. Make the changes

4. Click "Save"

5. Check the schedule to see if your change has been processed. Then also check the Urban Sports Club Partner Portal to see if the change has been processed there.

Please note, that it could take a moment for the sync to happen.

Sport Category Mapping & Synchronization

When your integration is first connected, your sport categories are mapped to Urban Sports Club classes. New class types must be manually mapped by our Partner Support team.

Synchronization Details

Changes to your activities and schedule may take 30 minutes to reflect on Urban Sports Club.

Updates and changes that are possible and will be reflected on Urban Sports Club include:

- Schedule modifications
- Spot availability changes
- Class cancellations

Please try to avoid last-minute class changes (<2 hours before start) as members may not receive updates in time.

Adding a new sport category

If your contract supports the new category, we will map it accordingly within the next 24h. If you need to add a new sport category to your contract, please contact Urban Sports Club Partner Support Team via our contact form and the contact reasons “Questions about my contract.”

Why is my new class not showing?

New classes will be fetched during the next synchronization cycle. Our system detects new classes and flags them for sport category mapping. This process occurs daily (excluding weekends).

There could be several reasons why your class isn’t appearing on Urban Sports Club:

Aggregator Rules not activated: Please check that all your activities are enabled for aggregator bookings. You can find more information about aggregator bookings here.
Changes to existing activities: The Urban Sports Club integration does not accept any changes made to class start time, class start date, location, and categories. Whenever you make a change to classes with any of the before mentioned variables, on Urban Sports Club all these classes will be cancelled and recreated.
No or new sport category set: Please note that you need to set a sport category for your activities. For new classes with new sport categories our Partner Support team needs to manually map the new category. If your contract supports the new sport category, we will map it accordingly within the next 24h. If you need to add a new sport category to your contract, please contact Urban Sports Club Partner Support Team via our contact form and the contact reasons “Questions about my contract.”
Wrong Venue UUID: Double-check if the correct Venue UUID is linked to Urban Sports Club.
Data Synchronization: There may be a delay in data synchronization. Try refreshing the system in Eversports or reach out to Eversports or Urban Sports Club Support if the issue continues.

If none of the above reasons apply, please contact the Partner Support team at Urban Sports Club via our contact form.

Special Cases

Creating Free Training

This integration does not support free training creation and the scheduling of free training timeslots. To schedule a "Free Training" please go to the Partner Portal and schedule them there. You can find more information on how to create a Free Training in this article.

You need a "Free Training" when you provide a training area (e.g., gym, swimming pool, etc.) or training equipment for your members, rather than just scheduled classes.

For these cases, we have developed a new type of event called "Free Training" for the Partner Portal. For Free Training:

Urban Sports Club members can train without a trainer or instructions.
You can provide relevant information about your Free Training area in the Free Training setup.
For Free Training events, the trainer setting and maximum participant number are not applicable.
Free Training is considered an all-day activity without fixed times, but you can set the days and time periods when Urban Sports Club members are allowed to train with you.

Offering Online Classes

If you already offer online classes as part of your existing Urban Sports Club contract, you can now use the online streaming integration to make these classes available. The synchronization happens directly via your class schedule in your booking software.

Please note that we are not currently accepting new online offerings from partners who do not already have online classes included in their contract.

Please contact the Partner Support team if you have further questions about online classes.

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If you have further questions, our Partner Support Team is happy to assist you.

Do you have questions about your Urban Sports Club partnership? Please contact us via the contact form in the help section of your Partner Portal or Partner Tool.