Appointment (Class) Planning: bulk class planning with package credit

Appointment (Class) Planning is a wizard that creates a single class or a weekly recurring class/session programme for one or more participants in one flow. Each class uses 1 session credit from the participant's selected package; when one package runs out, the next selected package is used. It is designed for businesses that work with package credit — courses, group classes, Pilates and personal training (PT).

First, enable the module

Appointment (Class) Planning is a Pi Store module. It is switched on automatically during setup for businesses created in the Pilates studio, yoga studio, personal trainer (PT), martial arts and self-defence school, dance school, art and hobby workshop, music and recording studio, driving school and educational institution categories; for other businesses it starts switched off. To enable it:

1. 1

   Open Pi Store

   In the left menu, go to My Business → Pi Store.

2. 2

   Open the module card

   Click the Appointment (Class) Planning card in the “Special Modules” section.

3. 3

   Activate it

   Click Activate in the window that opens. The page reloads and an “Appointment (Class) Planning” entry appears in the Quick Actions menu on the top bar.

Turning the module on or off requires the “Entegrasyonları yapabilir” (manage integrations) permission in your role. If you no longer need it, click Deactivate → Yes, deactivate in the same window: the Quick Actions menu entry disappears, and classes created earlier are not deleted.

Opening the wizard

Click Quick Actions on the top bar and choose Appointment (Class) Planning; the “Appointment Planning” window opens. It has no separate page in the left menu. To see the entry, the module must be enabled and your role must have the “Randevu oluşturabilir” (create appointments) permission. You can also click an empty slot in the Calendar and choose Appointment (Class) Planning in the menu that opens: a single class comes with that date and time, a recurring program starts that day at that time, and in the staff views the staff member you clicked is selected too.

The wizard steps

The step bar at the top of the window shows where you are. Next stays disabled until the current step is complete; go back with Back or by clicking a completed step in the step bar.

1. 1

   Participants

   First choose the plan type. Individual is a class for one participant; picking another customer replaces the current one. With Duet / Multiple you can add two or more customers; a separate appointment is created for each participant at the same time, and the participants' classes do not count as clashing with each other.

   Search for a customer by typing part of their name or phone number and select them. Each participant's card has an optional Resource field (a room, a reformer, a piece of equipment): resources are chosen per person, and the same resource can be given to more than one participant. To add a resource that is not listed, type its name and pick the “Create the "…" resource” option; this needs the “Kaynakları güncelleyebilir” (update resources) permission. The bin icon removes a participant.

2. 2

   Staff

   Choose the staff member who will teach the class.

3. 3

   Service

   The services the selected staff member can deliver are listed; you can search by name and filter with the target audience tags (All, Women, Men and so on). When you pick a service, the Class duration is taken from the service's defined duration; change it in 5-minute steps with the −/+ buttons. Credit is only used from packages compatible with this service.

   If the list is empty, no services have been assigned to this staff member yet; assign them under My Business → Staff → staff detail → Staff Settings → Service Definitions.

4. 4

   Program

   Single Class is a one-off class: pick the date and time. When the window opens, the first time after now (based on your business's booking interval) is suggested.

   Recurring is a weekly schedule: pick the start date, tick the class days under “Days of the week” and give each day a time under “Times of day” (a newly ticked day starts at 10:00). Classes are placed on these days in order from the start date. Past dates cannot be selected.

5. 5

   Repetition & Package

   Each participant's card lists the packages compatible with the selected service and the sessions left in each; the newest compatible package is preselected. If you tick more than one package, credits are used in the order you ticked them: when the first package runs out, the next one is used.

   In a Recurring plan the number of classes starts at all the sessions available in the selected packages; change it with −/+, but it cannot exceed the available sessions. For a Single Class the number is 1. A participant without a compatible package shows “This customer has no package compatible with …”; you cannot continue until you sell a package or remove the participant.

6. 6

   Confirmation

   Check the summary of staff, service, duration, program and schedule, the total number of appointments to be created and each participant's class dates (with the package each class is deducted from). Switch on the SMS options if you want and click Create Appointments. When it finishes, a message with the number of appointments created appears and the window closes.

SMS notifications

Both options on the Confirmation step are off by default:

• Notify by SMS: sends each participant a single SMS with the date and time of their first class, the total number of classes if more than one was planned, and a link to the appointment details.

• Remind by SMS: schedules a separate reminder SMS 1 hour before each class in the plan. No reminder is scheduled for a class that starts less than 3 hours after you create the plan.

If you have an automation with the “When an Appointment Is Created” trigger, it runs once per participant regardless of these options; the date and time in the message are those of the first class. If that automation sends the customer an SMS or WhatsApp message straight away, the “Notify by SMS” message is not sent as well, so the customer does not get two messages; reminder SMS are not affected.

Conflict warning

When you click Create Appointments, each class is checked against the staff member's other appointments, group events, class sessions, blocked times and leave (including leave awaiting approval) at the same time, and — if you chose a resource for the participant — against that resource's other bookings, including facility rentals linked to the resource. If there is a conflict, nothing is created: a “… sessions have conflicts” warning appears on the Confirmation step and the button changes to Create despite the conflicts. Go back to change the times, or click this button to continue deliberately.

Classes after the package expires

If even one planned class falls after the participant's package expiry date, a “The package runs out too soon” window opens before anything is created. It shows which package expires when, the date of the last session and how many sessions fall after the expiry. Choose “Extend the package and continue” to move the package expiry to the last session and create the classes; choose “Cancel” and nothing is created, so you can shorten the plan.

After planning

The classes created appear on the calendar and in the Appointments list like ordinary appointments; you can change their status, move them or cancel them. In a Recurring plan each participant's classes form a linked series.

Plan classes have no sales card: the fee is taken when the package is sold, so no sales card is opened for the classes and the “Go to Sales Card” button does not appear in the appointment window on the calendar. If you need to sell a product or an extra service on the day, open a separate sale with Product Sale in the Quick Actions menu or with the New Sales Card button on the Sales Cards page.

The session credit is reserved in the package when the class is created (the appointment window shows “Reserved from the package”) and deducted from the package when the customer is marked as Arrived or the class as Completed (“Deducted from package”). When you cancel a class or mark it as a No-show, whether the credit is refunded is suggested according to your business's cancellation window and offered to you in the confirmation window; details are in the article on approving appointments, changing their status and cancelling them. You can follow the remaining and reserved sessions on the customer's package detail.

You can delete a class created by mistake completely by opening it on the calendar and using the Delete Service button with the bin icon in the window: because a plan class has no sales card, this button does not cancel the class but deletes the record, and the session credit is refunded unconditionally (this needs the “Randevu silebilir” (delete appointments) permission). In a Recurring plan, choose “This and all following occurrences” in the question that appears to delete the selected class and all later classes of that participant together; do this separately for each participant. If the class has not yet been marked as Arrived, Completed, No-show or Cancelled (or you are also deleting the following occurrences), you are asked whether the customer should be sent a “your appointment has been cancelled” message: when correcting a mistaken record, choose Delete without notifying.