Class Management: the overview panel and the class list

The Class Management module is for managing group classes that repeat on a weekly pattern (pilates, yoga, personal training groups). The Overview screen summarises the daily state of your studio.

Turning the module on

The Class Management menu only appears while the module is on. On the My Business → Pi Store page, click the Class System card in the Special Modules section and press Activate. The card is called Class System and the menu is called Class Management: the page reloads by itself and Overview, Classes, Sessions and Students appear under Class Management in the left menu, and customer cards get a Classes tab. Turning the module on requires the permission to set up integrations (the business owner can always do it); staff need the permission to view classes to see the menu. To turn it off, use Disconnect in the same window.

Suggested order for a new studio:

1. Turn on the Class System module.

2. Define the service and the package template you will use for the classes; to enrol in a class, the student needs a package with credits left or an active subscription.

3. In Class Management → Classes → Action, use Create Class for a lesson that repeats regularly and Plan Sessions for a fixed-end term with several times.

4. Enrol students in lessons with the Enroll Student wizard.

5. Take attendance from the Sessions screen at class time.

The metric cards at the top

• Active Classes: the number of classes whose status is Active. Each lesson time of a session plan counts as a separate class, and classes whose end date has passed are included too.

• Sessions This Week: the total number of sessions this week; underneath it says how many are completed and how many are scheduled.

• Active Students: the number of distinct customers with at least one pending upcoming lesson.

• Occupancy Today: the capacity fill percentage across today's sessions.

• Weekly Attendance: among this week's records marked Attended, No-show or Late Cancellation, the share marked Attended.

• Pending Attendance: the number of participant records still Pending in lessons that have ended (people, not lessons); if there are none it says "All attendance is up to date".

At the top right of the page there are Refresh and, depending on your permissions, the Freeze Session, Create Class and Enroll Student shortcuts.

Needs attention (the action centre)

The system collects the situations that need action into six tabs: Expiring Soon (packages on student enrolments that expire within 14 days or have 3 or fewer credits left), Expired, Capacity Issues (Over Capacity and Low Occupancy badges), Attendance Pending, No Instructor and Enrollment Without a Package. The Extend Duration button on package rows opens the window for extending the package's validity; it is only shown to users allowed to extend package validity.

Today's sessions, the heat map and the trend

• The Today's Sessions list shows the day's lessons with their status and occupancy; the Take attendance link takes you straight to attendance.

• The Weekly Intensity map uses colours in a day-and-hour matrix to show which time slots are full and which are empty — ideal for deciding when to open a new class.

• In the Highlights block, the Classes tab lists the classes with the most enrollments in the last 30 days and the Instructors tab shows this week's instructor workload (in hours).

• The 8-week trend chart shows weekly attendance and new enrollments together.

The class list

At the top right of the Class Management → Classes screen you find the Show ended ones switch (when off, classes and session plans whose end date has passed are not listed), Filters and the blue Action menu. The Action menu holds Create Class, Plan Sessions, Advanced Planning Tool, Freeze Sessions and Download as CSV; Create Class and Plan Sessions appear with the permission to create classes, and Freeze Sessions needs the permission to manage class sessions. Staff without the permission to see everyone's calendar only see the classes they are the default instructor of or created themselves.

The Filters panel contains search (title, description or category), status (multiple), level (multiple), instructor, room/resource, service type, end date (with an end date / indefinite classes), a start date range, sorting and records per page.

Table columns: Class (colour, name, status badge and, where relevant, the Ended badge; underneath, instructor · room · level), Day · Time (class days; time · duration · end date or Unlimited), Next Lesson, Occupancy (enrolled/capacity in the next lesson) and Policies. Session plans appear as a single row with a "Session Plan" badge; the plan's row shows the plan's policies.

The Policies column

Each row shows, as labels, the same four rules as the Class Policies section of the class detail page; hover over a label to see what it means, and over the (i) icon in the header to see what the column is:

• Auto-complete (On/Off): On: when the lesson's end time has passed, the session becomes Completed, students without an attendance mark (Pending) count as Attended and their credits are deducted according to the class's credit deduction timing; No-show, Late Cancellation and Excused marks are kept. Off: the session stays open after the lesson ends; you enter attendance and close the session with Complete Manually on its detail page. Students without an attendance mark stay Pending; unless credits are deducted when the session starts, their credit is not deducted until you mark them Attended.

• Online enrollment (On/Off): when on, customers can enrol themselves in the lessons from your online booking page; if a cut-off is set, hovering shows how many hours before the lesson it closes. When off, staff do the enrolling.

• Credit: the credit deduction timing — When the session starts, When the session ends or When attendance is confirmed (see the Credit deduction timing section of the Creating a new class article).

• Cancellation window: a cancellation made at least this many hours before the lesson starts counts as on time; with 0, every cancellation made before the lesson starts counts as on time.

If you have the permission to edit classes, the Auto-complete label is a button (a toggle icon appears next to it): clicking it opens a confirmation window to turn it on or off. A session plan's label applies the setting to all lessons of the plan. You change the other rules in the class's (or the plan's) Edit window; the label of a cancelled class cannot be clicked.

The row action menu

• Details: the class detail page. At the top the Enroll Student, Edit and Cancel buttons; on the left the Students section (a per-student lesson breakdown, Add Student, Add Lessons, Cancel Lesson); on the right the Upcoming Sessions, Statistics, Schedule and Timing, Allowed Services, Class Policies and Other Information sections. Clicking the row also opens the detail.

• Edit: update the capacity, instructor, schedule and policies (see the Creating a new class article).

• Copy: create new classes with the same settings at other times.

• Cancel: in the Cancel Class window you can add an optional reason. If the class has active enrollments, a "Cancel All Enrollments" confirmation is also asked; the class, the active enrollments and the future sessions are cancelled and their credits refunded. This cannot be undone.

The Students page

The Class Management → Students page in the sidebar gathers the students of every class and plan into one list. Each row shows the student's upcoming lesson count, attended lesson count and the date of their next lesson; expanding the row opens a per-class/plan breakdown, and from the breakdown you can jump to the class or plan detail.

• Filters: search by name or phone, Class / Plan scope, Instructor and Remaining Classes (4 or more, Running low (1-3), Out of classes (0)).

• Sorting: Next lesson (default), By name, Most lessons left, Fewest classes remaining or Most attended.

• Enroll Student and Advanced Planner: the buttons at the top right open the enrolment wizard and the Advanced Planning Tool; "Add Lessons" on a row starts the same wizard with that student preselected. These buttons are shown to users allowed to manage class enrolments.