Creating a new class

On the Class Management → Classes screen, open the blue Action menu at the top right and choose Create Class (the Create Class button on the Overview opens the same wizard); a seven-step wizard opens. You move on with Continue and back with Back; Continue stays disabled while a required field on the step is missing.

A class has a single lesson time: it always runs at the same time on the days you choose. To run the same lesson at another time too, duplicate the class with Copy (below), or use Plan Sessions to set up several days and times in one go (see the Session planning article).

1. 1

   Basic Information

   The Class Name is required. Category (free text, e.g. Pilates), Level (beginner / intermediate / advanced), Description and the calendar colour are optional.

2. 2

   Instructor and Resource

   The Default Instructor is required; it can be changed on individual sessions. Room / Resource is optional.

3. 3

   Capacity

   Maximum Participants is required (10 by default): the most people who can attend a session. Classes have no minimum-participants field.

4. 4

   Schedule and Timing

   Select at least one of the Class Days (all seven days means "Every day"). The Start Date is required and cannot be before today. The End Date is optional; if you leave it empty the class continues indefinitely. The Session Time and Duration (minutes) are required.

5. 5

   Allowed Services

   Choose which services' packages can be used to enrol in this class. If you leave it empty, packages of any service are accepted. In every case enrolment needs a compatible package with credits left or an active subscription; although the note under the field mentions enrolling with no package, enrolling without a package or subscription is not possible.

6. 6

   Class Policies

   Enrollment Methods: Enroll with a package (on by default) and Enroll with a subscription (off by default); at least one must be on. With a subscription, lessons after the subscription's end date cannot be booked.

   Auto-complete (off by default): when on, the session is marked Completed when the lesson ends, and everyone whose attendance was not entered (Pending) counts as Attended and their credit is deducted. Turn it on if you don't take attendance regularly; while it is on, mark people who did not come as No-show before the lesson ends. If you turn it on later for an existing class, sessions whose end time has passed but that were never completed are completed too, and the credit of those still pending in them is deducted; when you turn it on from the class list or the Edit window, the numbers affected are shown and you cannot save until they have loaded.

   Online enrollment open (off by default): customers can enrol themselves in this class's lessons from your online booking page. When you turn it on, the Online Enrollment Cut-off (hours) field appears: how many hours before the lesson online enrolment closes; if you leave it empty, it stays open until the lesson starts. Staff can still enrol people after that.

   Credit Deduction Timing (default When the session ends) is explained below. The Cancellation Window (hours) is 24 by default: a cancellation made at least this many hours before the lesson counts as timely. The number of cancellation rights, and which cancellations use them, is not defined here — it lives on the package. A cancellation window of 0: under the package rule On late cancellations every cancellation is free until the class starts (the opposite of 0 in the appointment Cancellation Window, where no customer cancellation is free); under On timely cancellations there is no time limit and every cancellation before the class starts uses a right.

7. 7

   Overview

   Check every choice one last time and press Create. The message "Class created successfully. N sessions were generated." appears: the sessions for the first 8 weeks from the start date open straight away, and later weeks are added automatically every night (you always have at least 6 weeks of lessons ahead; up to the end date if there is one).

Credit deduction timing

This decides when the session credit is taken from the student's package; at enrolment the credit is reserved first and the actual deduction happens at the moment you choose:

• When the session starts: when the lesson time arrives, the credit of everyone who is Pending or Attended is deducted. If you later mark someone as No-show, you are asked whether to refund or use up the credit.

• When the session ends (default): when the lesson ends, the credit of those marked Attended is deducted. The credit of someone whose attendance was not entered stays reserved; if Auto-complete is on, pending people count as Attended when the lesson ends and their credit is deducted.

• When attendance is confirmed: it is deducted the moment you mark the person as Attended.

Editing a class

• Use Edit in the row's ⋮ menu on the Classes list or the Edit button on the class detail. The Edit Class window is not a wizard: every field you filled in when creating (Basic Information, Instructor and Resource, Capacity, Schedule and Timing, Allowed Services, Class Policies) sits on a single page, one section below the other; press Update at the bottom. If nothing changed, you see "No changes were made." A cancelled class cannot be edited.

• Changes to the instructor, room and capacity apply to future sessions; the capacity is not changed on sessions that already have more people enrolled than the new capacity.

• When you change anything in the schedule section (days, dates, time or duration), pressing Update opens the Schedule Change window, which asks you to confirm (Yes, Update).

• If you only changed the lesson time or duration, then although the window says sessions will be deleted and regenerated, future sessions are not deleted: they move to the new time on the same day and enrolments are kept; a session whose new time would already be in the past (a later lesson today) is not moved. If you tick "Notify enrolled participants of the time change" in the window, your When a Class Session Time Changes automation reaches each participant once, with their earliest shifted lesson; the box is unticked by default.

• Changing the class days, the start date or the end date deletes and regenerates the future scheduled sessions. If the class has actively enrolled students, this change is not allowed and a message tells you to cancel the enrolments first; open a separate class for the new days, or change it after cancelling the enrolments.

Copying a class (running the same lesson at another time)

1. 1

   Open Copy

   On the Classes list, choose Copy from the ⋮ menu on the class's row; the Duplicate Class window shows the source class's instructor, days, time, duration and capacity.

2. 2

   Choose the start date

   In Start Date, pick the day the new classes start.

3. 3

   Enter the times

   Type the lesson time (HH:MM) of the new class under Session Times. For more times press Add Time — each row becomes a separate class. If the Class Name is left empty it becomes "source class name + time" (e.g. Morning Pilates 18:00); you can change the colour per row too.

4. 4

   Create

   Press Create ("Create N Classes" with several rows). Use Details in the result table to open the new classes.

Copied properties: capacity, instructor, room, services, schedule rule (days), duration, policies, description, category and level; the source class's end date and enrollment methods carry over to the copy too. Enrolments are not copied; the new class starts empty and Active.

Permissions

Create Class and Copy need the permission to create classes, Edit needs the permission to edit classes and Cancel needs the permission to delete classes; the business owner can do all of them.