Loading

    We use cookies to enhance your experience

    We use cookies to show coaches near you, remember your preferences, and improve our platform. Privacy Policy

    Recurring Schedules

    Set up automatic weekly class schedules, manage recurring events, and streamline your gym's timetable management.

    Instead of creating each class individually, set up recurring schedules that automatically generate your weekly timetable. Save hours of administrative work while maintaining a consistent schedule for your members.

    How Recurring Schedules Work

    A recurring schedule is a template that creates class instances automatically:

    The Template

    • • Class type and description
    • • Day(s) of the week
    • • Time and duration
    • • Assigned instructor
    • • Capacity limits

    Generated Classes

    • • Created automatically each week
    • • Bookable by members
    • • Can be individually modified
    • • Inherit template settings

    Changes to a recurring schedule affect future classes only. Already-created classes with bookings remain unchanged unless you explicitly update them.

    Creating a Recurring Schedule

    1

    Navigate to Schedule Templates

    Go to Classes → Schedule Templates or Recurring Schedules in your gym dashboard.

    2

    Create New Template

    Click "Create New Schedule" and select the class type.

    3

    Set the Pattern

    Configure when the class repeats:

    • Days - Select which days of the week
    • Time - Start time for each occurrence
    • Duration - How long the class runs
    • Start Date - When to begin generating classes
    • End Date - Optional end date for seasonal schedules

    4

    Assign Instructor

    Choose the default instructor. You can set different instructors for different days.

    5

    Set Capacity and Booking Rules

    Configure class settings:

    • Maximum participants
    • Waitlist enabled/disabled
    • Booking opens (e.g., 7 days before)
    • Cancellation deadline

    6

    Preview and Activate

    Review the generated schedule and activate it. Classes will be created automatically.

    Use the preview feature to check how your schedule looks over the coming weeks before activating.

    Managing Schedule Templates

    Editing a Template

    When you edit a recurring schedule template:

    • Future classes not yet created will use the new settings
    • Already-created classes remain unchanged
    • You can choose to update existing upcoming classes (without bookings)

    Pausing a Template

    Temporarily stop a recurring schedule without deleting it:

    • Click "Pause" on the template
    • No new classes will be generated
    • Existing scheduled classes remain active
    • Resume anytime to start generating again

    Deleting a Template

    Deleting a template stops future class generation. You'll be asked whether to also delete upcoming classes that haven't occurred yet. Classes with bookings cannot be bulk deleted and must be handled individually.

    Handling Exceptions

    Holiday Closures

    1

    Add Holiday Dates

    Go to Settings → Holidays and add your closure dates (e.g., Christmas, Bank Holidays).

    2

    Configure Holiday Behaviour

    Choose what happens to classes on holidays:

    • Skip - Don't generate classes on this date
    • Cancel - Generate but mark as cancelled
    • Normal - Generate as usual (for classes that run on holidays)

    One-Time Changes

    For individual class changes without affecting the template:

    • Navigate to the specific class in the calendar
    • Edit the individual class (time, instructor, capacity)
    • Changes only affect that specific occurrence

    For regular schedule variations (e.g., shorter classes on Fridays), create a separate template rather than modifying individual classes each week.

    Instructor Cover and Substitutions

    When an instructor can't take their scheduled class:

    1

    Open the Class

    Find the affected class in the calendar and click to open it.

    2

    Assign Cover

    Click "Change Instructor" and select the covering instructor.

    3

    Notify Members

    Optionally send notifications to booked members about the instructor change.

    Setting Up Cover Permissions

    Control who can assign cover instructors:

    • Instructors can request cover themselves
    • Managers approve or assign cover
    • System suggests available instructors based on their schedules

    Schedule Generation Settings

    Configure how far in advance classes are generated:

    Generation Horizon

    How many weeks ahead to create classes. Default is 4 weeks. Increase for members who book far in advance.

    Generation Timing

    When new classes are generated. Default is midnight Sunday. Can be set to any day/time that suits your workflow.

    Classes are generated automatically based on your settings. You can also manually trigger generation from the Schedule Templates page.

    Multi-Location Schedules

    For gyms with multiple locations:

    • Each template is assigned to a specific location
    • Instructors can be scheduled across locations
    • Area managers can view and edit schedules for their locations
    • Clone templates between locations to maintain consistency

    Create a "master schedule" for your flagship location, then clone and modify it for other locations to save setup time.