Class Schedule

You can set when a class is available for booking by scheduling sessions within the class profile. The Recurring Schedule and Schedule tabs of your Class Profile are where you can view and manage all of the existing schedules and session dates that are assigned to each of your staff.

On this documentation page we'll cover - 

Recurring Schedule vs Schedule

You can view a class's Recurring Schedule and Schedule pages from the class profile - 

They get described below - 

• Recurring Class Schedule - This page provides details about any schedule you've set up for the class that repeats. This could be a class that meets on the first Monday of every month or a class that meets every week on Wednesday and Saturday. The schedule set here will then populate individual class sessions on the Schedule tab.

• Schedule - This page displays the individual sessions that have been set for your class. This list will include both sessions that are generated from a Recurring Schedule as detailed above and the individual sessions that are added directly from this page or from the Client Scheduler.
   

This section of the documentation covers how to - 

• Add a new schedule for a class that repeats on a weekly basis (for example, with class sessions held every week on Monday & Wednesday at 2:00 PM).

• Add a new schedule for a class that repeats on a monthly basis (for example, with class sessions held every first Tuesday of the month at 12:00 PM).

To set up a new recurring schedule for a class that repeats on a weekly basis, go to the Recurring Schedule tab of the class profile and click on the green Add Repeating Schedule button -  

 

This will pull up the Add Repeating Schedule for Class window where you can first set the information in the Date & Time section. This section includes the start and end dates of the repeating series being added as well as the start and end times - 

 

Next, you will need to set the frequency details about how often the class should repeat in the Repeating Frequency section. In this example, the repeating frequency is set to weekly, every 1 week, and only on Mondays and Wednesdays - 

 

Finally, you'll need to set the location and location group where these class sessions will be held, the staff who will be leading them, how many clients can book each session, and the classroom number (if any) where the class will be held at the location in the Location, Staff, & Enrollment section. 

In the example provided above, the class will take place at the Atlanta, GA location, is assigned to Staff 1, the capacity is set to 10 (meaning that 10 clients can register for any given session in this repeating schedule) and no specific classroom number is provided.

Now that all the information for the weekly repeating schedule has been entered on the Add Repeating Schedule for Class window, you'll need to click on the green Save Class Schedule button at the bottom to confirm the repeating schedule. Once saved, you can see the new repeating schedule on the Recurring Schedule tab - 

 

The individual sessions that the repeating schedule created can then be viewed on the Schedule tab. The Individual Session Schedule section confirms that the class takes place only on Mondays and Wednesdays at 2 PM - 

 

You can also see all the scheduled class sessions on the Calendar tab of your Appointments page - 

To set up a new recurring schedule for a class that repeats on a monthly basis, go to the Recurring Schedule tab of the class profile and click on the green Add Repeating Schedule button - 

 

This will pull up the Add Repeating Schedule for Class window where you can start by setting the information in the Date & Time section. This section includes the start and end dates of the repeating series being added as well as the start and end times -

Next, you will need to set the frequency details about how often the class should repeat in the Repeating Frequency section. In this example, the repeating frequency is set to monthly and to repeat on Tuesdays - 

 

Since August 4 is set as the start date (which is the first Tuesday in August) and the repeating frequency is set as Monthly, TimeTap will automatically know that this schedule should repeat monthly on the first Tuesday of the month. If August 11 was selected instead as the start date (which is the second Tuesday in August), then the class schedule would repeat on the second Tuesday of the month.

Finally, you'll need to set the location and location group where these class sessions will be held, the staff who will be leading them, how many clients can book each session, and the classroom number (if any) where the class will be held at the location in the Location, Staff, & Enrollment section. 

In the example provided above, the class will take place at the Charlotte, NC location, is assigned to Staff 2, the capacity is set to 15 (meaning that 15 clients can register for any given session in this repeating schedule) and no specific classroom number is provided.

Now that all the information for the weekly repeating schedule has been entered on the Add Repeating Schedule for Class window, you'll need to click on the green Save Class Schedule button at the bottom to confirm the repeating schedule. Once saved, you can see the new repeating schedule on the Recurring Schedule tab - 

 

The individual sessions that the repeating schedule created can be viewed on the Schedule tab. The Individual Session Schedule confirms that the class takes place only on the first Tuesdays of the month at 12 PM -

You can also see all the scheduled class sessions on the Calendar tab of your Appointments page - 

 

You can click on the blue Preview Scheduler button at the top of the class profile to quickly check how the classes scheduling looks from the perspective of the client on your booking site.
 

After setting up a repeating schedule for a class, you may need to come back at a later date and make some changes to that schedule. For example, you may need to - 

• Increase or decrease the max capacity of clients that can register for any given session in the repeating schedule.

• Make it so the schedule repeats on more days of the week than originally selected.

• Extend the end time or end date of the repeating schedule.

• Switch the schedule from one staff member to another.

For example, imagine that you want to reduce the maximum number of attendees for your class that meets monthly from 15 to 10 due to space constraints. Additionally, you plan to add a Friday morning session in addition to the existing Tuesday one.

To make this change, select the Edit button to the right of my repeating class schedule listing in the Recurring Schedule tab - 

 

This will pull up the Edit Repeating Schedule for Class window, where you can make the modifications - 

 

Once you’re finished making the desired changes, you'll need to click on the green Save Class Schedule button to confirm those changes to the class schedule. You will then see the updated schedule on the Recurring Schedule page of the class profile - 

 

You can confirm the changes made to the recurring schedule by glancing at the class sessions listed on the Schedule tab - 

 

You can also see all the scheduled class sessions on the Calendar tab of your Appointments page - 

While some classes meet on a consistent, repeating basis, others may meet more irregularly. 

In order to add a one time class session, click on the green Add Individual Sessions button on the Schedule page of a class profile - 

 

This will pull up the Add Class Session window where you can enter the date, start & end times, location, staff, classroom number and capacity for the class session - 

There are a few other class session settings found towards the bottom of the Add Class Session window that I want to describe for you - 

• Hide Additional Guests Option - If you have the Additional Guests field set to a positive value (you can set this under Settings > Client Information), then checking this box gives you the option to hide the Additional Guests field for this class session on the Client Scheduler. If you want to show the Additional Guests option for this class session at a later time, you can always go back to that specific class session and uncheck the Hide Additional Guests Option box.

• Sync only class - By default, TimeTap will always sync an event to your external calendar that represents the overall class session. Checking this box makes it so that individual appointments get created for each attendee in that class session on your external calendar.

• Notify staff - Checking this box will send a New Class Session Scheduled email to the staff that hosts the class session being created.

• Add another - Checking this box will take you to a new Add Class Session window when you save the class session.

Once you’ve filled in the required fields, click on the green Save Individual Session button at the bottom of the window to add the one time instance of that class to the Schedule tab of the class - 

You can also see all the scheduled class sessions on the Calendar tab of your Appointments page - 

On the Add Class Session window, click on the Add more dates link just below the Date field - 

An additional Date field will appear that you can use to select another date - 

The "–" button to the right of the new date field can be used to remove the additional field.

Once you've completed the form, you'll want to click on the green Save Individual Session button to confirm those sessions.

 

To do this, you'll need to locate the specific class session on the Schedule page of the class profile and click on the blue Edit button beside that session.

In this example, let's say that you have a repeating class schedule that is set to occur every Tuesday at 12:00 PM, but there is one Tuesday session in August where you will have to have your class in a smaller space, so you want to reduce the capacity for that class down from 20 to just 10. 

To make this adjustment, go to the Schedule tab of the class profile and find that session among your Individual Session Schedule list:

Select the blue Edit button to the right of the session to bring up the Edit Class Session panel:

On the Edit Class Session panel, change the capacity from 20 to 10:

Changing the capacity in the screenshot above represents just the change needed for this example. If you instead needed to change the start time from 12:00 PM to 4:00 PM, you could do that with this process as well.

Select the Save Individual Session button and that session will be updated on the Individual Sessions Schedule:

By canceling an existing repeating schedule for a class or an existing class session, you remove it from being available for booking as well as cancel any appointments for clients that registered for the cancelled class sessions.

 

Cancelling a repeating schedule

You can cancel an entire repeating schedule (and all the individual sessions that are within that repeating schedule) by going to the Recurring Schedule tab of the class profile, selecting the checkbox next to the repeating schedule you wish to cancel, and selecting the red Cancel Schedules button at the top of the Recurring Schedule table:

This will bring up a panel where you can select whether or not you want to send out the Appointment Cancellation email to any clients that registered for any sessions that fell within the repeating schedule you're canceling: 

By selecting Confirm & Cancel, the repeating schedule will be removed, the cancellation emails will be sent out (if you selected to send them out), and the individual session dates for the repeating schedule will be cancelled as well:

Cancelling individual class sessions

You can also make cancellations on a session by session basis by following a similar flow on the Individual Sessions Schedule table of the Schedule tab within the class profile. To do this, select the checkbox beside each session you want to cancel and then select the Cancel Sessions button at the top:

When cancelling a session where there are already clients registered, you will be prompted whether or not to send out the Appointment Cancellation email to the clients who are on the attendees list. You can add in a cancellation note to be sent with that cancellation email:

After selecting Confirm & Cancel, the class session will no longer be available for anyone to book, the cancellation email will go out to any clients who were on the attendees list (should you have elected to send it), and the session will no longer be visible on the Individual Session Schedule.