Class Profiles

Every class on your account has its own profile page that displays specific details about that class as well as shows the schedule for that class. In this documentation, we will walk through how to - 

• Navigate to the Class Profile
• Edit the Class Profile
• Clone a Class
• View the Class schedule

You'll then get taken to the profile of that specific class. On the profile you will see the details for the class that you have the option to edit -  

Your class profile consists of 8 tabs, and you can click on any one of them to make any changes -  

• Overview - On this tab you can edit the class name and description, an internal display name that will only be seen by staff if you choose to add one, a list of any staff members who offer this class, if the class allows a waitlist (Business Plan feature), if the class requires staff confirmation to book, if the class allows multiple appointment booking, any Screening Questions that you want to display on the scheduler (Business Plan feature), if you want to set a quota on how many appointments of this class can be booked in a certain timeframe, if you want to make this class private, if you want to create a Custom Booking Site that’s specific to this class, if you want to upload a logo for the class and any client tags you want to add that will limit which clients can book an appointment of this class.  
• Time - This tab allows you to edit the Class Duration, how near to the beginning of the class session your clients can book an appointment (Latest Appointment) and how far out on the calendar a client can see your availability for an appointment (Advanced Appointments).
• Payments – This tab allows you to set the class price per session, any deposit that you require when a client books a session of this class, if you want to allow clients to choose to pay the deposit or if they must pay the full price for the class, whether or not you want to make this class taxable, whether or not you want to require payment for the class, whether or not you want to require card pre-authorization for the class and whether or not you want to show the Pay Now button for this class on your booking sites.
• Recurring Schedule - Shows all of the recurring schedules that have been set for this class.
• Schedule - Shows all of the sessions that have been set for this class, whether they are part of a recurring series or a one-off.
• Open Appointments – Shows all of the upcoming appointments of this class that are in an Open status.  
• Other Appointments – Shows any appointments of this class that are in a Closed, Cancelled, or No Show status.
• Audit Trail – Any changes that have been made to this class will get logged here. 

This will allow you to change the following - 

• Class Name - This is the class name that displays to clients when they are booking an appointment. You can send it out in emails to clients using the %REASON% email tag and it will display on the appointment blocks under Appointments > Calendar View.
• Internal Display Name - This is the class name that your staff will see from the Backoffice. Having a different name for the class saved here allows you to add a little more description that you can use to differentiate between 2 classes that have the same Class Name saved. If this field is left blank, staff will just see the Class Name.
• Class Description - This is the text that displays below the class name in the booking flow on the Client Scheduler. Generally, businesses use this area to provide a brief description of what the class is. This value can be populated using the %REASON_DESCRIPTION% email tag.  
• Staff Offering This Class - This is a list of which staff members offer this class. If a staff is selected here but you don't see them in the scheduling flow, you’ll want to make sure that they are set as the staff of an upcoming class session.
• Allow Wait List - If turned on, this feature will make it so that if a client is trying to book a class session that doesn't have any open seats, it will prompt them to join a waitlist in case any seats become available.
• Appointments Require Staff Confirmation - If turned on, this will make it so that when a client books a class session, a request will first get sent to the staff for approval. Once the staff approves the class session, it will get added to their calendar.
• Allow Multiple Appointment Booking - If turned on, this will make it so that when a client goes to book a class session, they will be able to select multiple times/dates. This is not applicable if the class is set to require staff confirmation.
• Screening Question - Screening Questions will allow you to make sure that clients meet certain criteria before they are allowed to see the times that you are available for appointments. Only one screening question can be applied per class.  
• Set Quota - Puts a cap on the number of appointments that can be booked for the class in a given time frame. The time frames you can choose from are - in a lifetime, per year, per month, per week, and per day.
• Private Class - If turned on, this class will only be bookable through the TimeTap Backoffice or from a Custom Booking Site that is set to show private reasons. This will make it so that your clients will not see this class on your main Client Scheduler. 
• Custom Booking Site – Use this If you want to create a Client Scheduler where clients will only be able to book appointments of this class.
• Class Logo – Any image that gets included here will appear next to the class on the Client Scheduler.
• Client Tags for Class – If a class has any client tags set, it will only show as available for booking by logged-in clients that have the tag saved on their client profile. 

While on the Overview page, you can scroll down to the Email Merge Fields section and click on the blue Edit button to make any changes - 

This will allow you to make changes to the following - 

• Class Instructions – This is an optional merge field that can be used to populate special instructions about this class. To populate the value of this field, use the %REASON_INSTRUCTIONS% email tag.
• Class Additional Instructions – This is an additional optional merge field that can be used to populate any additional instructions about this class. To populate the value of this field, use the tag %REASON_INSTRUCTIONS2% email tag.

To make any changes to the Time page of a class, you'll need to make sure you're on the Time tab and click on the blue Edit button - 

Once here you make changes to the following - 

• Class Duration – This is where you define how long a class session will last.
  
• Latest Appointment – This defines how close to the class session's start time a client can book an appointment. 
  
• Advanced Appointments – This defines how far ahead in the calendar a client can see your availability to book an appointment. 
  

To make any changes to the Payments page of a class, you'll need to make sure you're on the Payments tab and click on the blue Edit button - 

Once here you can make changes to the following - 

• Class Price per Session– This defines how much a session for this class will cost to book. If you have a payment portal set up and require payment, then your client will be asked to submit this amount before they can book a class session (unless you have a Deposit amount defined). You can also adjust the currency on your account so the price displays in a different currency than U.S. Dollars (which is the default).  
• Deposit – If you don't require the full price of the class session upon booking, but only want to collect a smaller amount, enter it in this area. You must have a price defined to have a deposit.
• Allow Client to Choose to Pay Deposit or Full Amount – If turned on, will allow clients to choose whether to only pay the deposit or to pay the full price when booking a class session.
• Taxable – If you collect taxes when someone books a class session, you need to check this box. You can define your business's tax rate on the Payments > Payment Settings page.
• Require Payment for Class – This defines if you require payment on your booking site.
• Require Card Pre-Authorization for Class – If you don’t want to charge a fee for class sessions but do want to take a credit card to have on file, turn this on. This is perfect if you want to charge a no-show fee.
• Show Pay Now Button for Class – This defines whether or not the Pay Now button shows on the Client Scheduler for the class.  

Once you have finished making whatever changes you want to make, click on the green Save button on the upper right of the page. You can then test to see how the changes will look to your clients by clicking on the blue Preview Scheduler button on the upper right of the class profile.

The Recurring Schedule page will show existing repeating schedules. From this page you can edit, add or delete a recurring schedule - 

The Schedule page shows all individual schedules for the class. Here you can view each individual session of this class and can edit, add, close enrollment of or cancel the individual sessions -  

While on the Schedule page, you can modify individual sessions by clicking on the blue Edit button next to the session you would like to modify. You are able to change the Date, Session Start and End Times, Location, Staff, Classroom Number and the sessions' Capacity. Make sure to click on the green Save Individual Session button once you're satisfied with the changes - 

If you would like to see a list of all Open appointments for a class, you'll want to go to the Open Appointments page. From here you can click on the black View button next to the appointment to view the class session details - 

While on the Open Appointments page you'll have the option to send emails to your clients by checking the box next to their names and clicking on Send Email button - 

A new window will pop up that prompts you to select the email template you’d like to use, which can be edited before sending. Once you've made all the changes you'd like to make, click on the green Send Email button -

You can also export a list of all Open appointments for this class by checking the boxes next to them and clicking on the Export List button -  

A new window will pop up prompting you to select which appointment fields you would like to export. Once you've made your selections and clicked on the green Export List button, an .xlsx document containing the selected values will begin downloading to your device - 

If you would like to see a list of all Closed, Cancelled or No Show appointments for a class, you'll want to go to the Other Appointments page. From here you can make the same modifications as on the Open Appointments tab.