Class Scheduling
Create class types, build your weekly schedule, manage instructor assignments, and handle bookings and waitlists.
A well-organized class schedule is essential for member satisfaction. Our scheduling system makes it easy to create, manage, and modify your timetable.
Setting Up Class Types
Before creating your schedule, define the types of classes you offer:
Create a Class Type
Navigate to Schedule → Class Types and click "Add Class Type":
- Name - e.g., "Boxing Fundamentals", "HIIT", "Yoga Flow"
- Description - What members can expect from this class
- Duration - Default length (45 min, 60 min, etc.)
- Colour - For visual identification on the schedule
- Category - Group similar classes together
Set Capacity & Rules
- Default Capacity - Maximum participants
- Minimum Age - Age restrictions if applicable
- Required Level - Beginner, intermediate, advanced
- Equipment Needed - What members should bring
- Eligible Memberships - Which plans can book this class
Create separate class types for different skill levels (e.g., "Boxing - Beginners" vs "Boxing - Advanced") rather than mixing levels in one class.
Assign Instructors
Link qualified instructors to each class type. Only assigned instructors can be scheduled to teach that class.
Creating Your Schedule
Weekly View
The schedule displays a weekly grid showing all classes. Each day is divided into time slots based on your operating hours.
Adding a Class
Click on a Time Slot
Click on the day and time where you want to add a class, or use the "Add Class" button.
Configure the Class
- Class Type - Select from your defined types
- Date & Time - Confirm the start time
- Duration - Uses default or override for this instance
- Instructor - Assign a qualified instructor
- Location - Room or area within the gym
- Capacity - Override default if needed
Set Recurrence
For regular classes, set up recurring patterns:
- Weekly - Same day and time every week
- Bi-weekly - Every other week
- Monthly - Same week of each month
- Custom - Specific days or patterns
Recurring classes create individual class instances. Changes to one instance don't affect others unless you choose to update the series.
Managing Scheduled Classes
Editing Classes
Click on any scheduled class to modify it:
- Change instructor (notifies booked members)
- Modify time or duration
- Adjust capacity
- Add special notes
When editing a recurring class, choose whether to update just this instance, this and future classes, or the entire series.
Cancelling Classes
When you need to cancel a class:
- All booked members receive automatic notification
- Class credits or passes are refunded
- Option to provide a cancellation reason
- Offer to rebook members into alternative classes
Cancelling recurring classes affects all future instances. Use "Cancel this instance only" for one-time cancellations.
Substitute Instructors
When the regular instructor is unavailable:
- Assign a substitute from qualified instructors
- Option to notify booked members of the change
- Original instructor remains assigned for future recurring classes
Bookings & Attendance
Member Booking
Members can book classes through the member portal:
- View available classes in their timetable
- Book based on their membership allowances
- Receive confirmation and reminders
- Cancel bookings (subject to your policies)
Booking Settings
Configure booking rules:
- Advance Booking - How far ahead members can book (e.g., 7 days)
- Cancellation Window - Latest time to cancel without penalty (e.g., 4 hours)
- Late Cancel Fee - Charge for late cancellations or no-shows
- Booking Limits - Maximum concurrent bookings per member
A 2-hour cancellation window and late cancel fee helps reduce no-shows while remaining member-friendly.
Waitlists
When a class reaches capacity:
- Members can join the waitlist
- Automatic promotion when spots open
- Email/push notification sent immediately
- Time limit to confirm waitlist spot
Attendance Tracking
Mark attendance during or after class:
- Instructors can mark attendance from their app
- Members check in via QR code
- Front desk can manually update attendance
- No-shows are automatically flagged
Room & Area Management
If your gym has multiple training areas:
- Define rooms/areas (Main Floor, Studio A, Spin Room, etc.)
- Set capacity for each room
- Assign classes to specific rooms
- Prevent double-booking of spaces
The schedule can show a combined view or filter by room to avoid conflicts.