The Class & Events Options Screen enables you to set options for classes and workshops within your MINDBODY System. Just a reminder: we use the word reservation when talking about classes. But the word events refers to workshops. For example, your clients would schedule a reservation for your Bikram yoga class; but they would schedule an event for your onetime, 5-hour Saturday workshop.
This page describes each option in the order that they appear on the Class & Event Options Screen.
*Options are not saved until you click on the Update Button at the bottom of the screen.
Client Unpaid Scheduling Restrictions
Clients are permitted to move from the waitlist into a class unpaid.
Schedule Windows
If a "0" is placed in all four fields, then no restrictions will be placed on how early a client can register for a class . However, if you want to keep clients from registering for classes or workshops too far in advance, you can set the following time restrictions.
Cancellation Windows
If a "0" is placed in all four fields, then no restrictions will be placed on how late a client can cancel for a class or workshop. They could even cancel just a few seconds before it starts. However, if you want to keep clients from canceling to close to the start time, change this option.
Enable Cancellations in Consumer Mode
If checked, clients have the ability to cancel services freely in Consumer Mode. If unchecked, clients will need to contact your staff in order to late or early cancel from a service. This feature can be enabled/disabled for appointment sessions as well (please reference Appointment Options).
Default Schedule Lengths
When you create a new class, our software uses a default date for the end date. For example, if you book a class for July 4th, 2010 by default the class will end a year later on July 4th, 2011. Why? Because if we didn't use an end date, your class would continue throughout eternity. In the "Add New Class/Event Schedule" screen, this default date is easy to change. However, if you want to change the default length of classes or events (workshops), you can do so here. For clarification, this does not determine how long all of your classes will be. This feature only changes the default date that is used on the "Add New Class/Event Schedule" screen and can be changed there as well. If you left this feature as is, you still get a second chance to change the class end date.
Enable Waitlists
Keep those classes as full as possible! If this feature is enabled, the option to setup a waitlist appears when creating a class. Once a class fills up, customers are then allowed to place their names on the waitlist (yeah, just like a restaurant.) If someone pre-registered should cancel, the first person to sign up on the waitlist will be eligible for enrollment. However, unlike a restaurant, for someone to join a waitlist they must agree to pay first.
Side note: merely enabling this option does not create a wait list. You must also add a wait list maximum to the class description.
Second side note: waitlists are disabled once within the cancellation window.
Waitlist Lock Window
Define, in minutes, the length of time prior to class that clients are no longer added to the waitlist and instead added directly to the class list.
Number of Overlapping Waitlists Allowed
Don't want clients to spread themselves thin by joining too many waitlists? This feature modifies the number of waitlists each client is allowed to join. When this feature is set to unlimited, a client can go to all of your booked classes and join as many wait lists as they please. As long as clients aren't allowed to overlap waitlists (explained below), we recommend that you leave this setting at unlimited.
Allow Clients to Waitlilst Classes/Events that overlap existing reservations:
Much like allowing customers to book classes that overlap, this feature allows clients to overlap or double-book their waitlists. This is an important feature to consider. Oftentimes, when a client feels that he or she can't enroll in any classes, they will join every waitlist possible. If you enable this feature and allow clients to join multiple waitlists, then you might charge for more classes than the client can use should multiple vacancies suddenly become available.
Count all Pre-registrations as web sign-ups
Curious about who registers on your beautiful website? If enabled, this feature marks the people that signed up online for a class. This doesn't apply to clients who signed up less than two hours before the class starts. To determine if a client signed up online, click on the Classes tab and then click on the Sign In link next to the class. The boxes titled "web" beside each client's name signifies if they signed up online (at least two hours before the class starts.) This feature doesn't apply to workshops, only classes.
Duplicate/Overlapping Client Reservations/Sign-Ins
Use Class Levels
Want to give your classes even more detail? This is a feature only used by and visible to the site owner. If enabled, it allows you to setup a level description for classes such as "level 1," "level 2," "beginner,"apprentice," "master," etc.... It's basically a way to add a third-level of description to a service. For instance, "Yoga" may be your department (first-level) name, "Power" may be the class type (second-level) name, and "beginner" may be the class level (third-level) name. Class levels are used mostly for searching through a wide pool of classes. They are also useful for running detailed reports.
Use Class Testing
Use Leaders/Followers
Shall we dance? This feature was created specifically for our ballroom dancing customers. If enabled, when a client signs up for a class, they are given the option to be a dance leader or follower. There aren't limits to how many leaders or followers that can join a class. It's up to the teacher to make sure that the class is balanced.
Automatically Sign In Future Reservations
Not worried about attendance? If this feature is enabled, clients who register for classes will not need to sign-in once they show up. When this feature is disabled, a client must do two things to take a class. First, they sign-up for the class. Second, they sign-in right before class starts. This features affects only signing in, not signing-up. If you track attendance, keep this feature disabled (or unchecked.) If you pay teachers per head, keep this feature disabled. The only reason to enable this feature is if keeping attendance doesn't affect your business model.
Sign In Window
Clients can sign up for classes, meaning they make a reservation. When they physically show up for the class, they sign in to the class. By default, when a client signs in for a class less than two hours before the class starts, the system automatically considers the client signed in, i.e., physically present for the class. But what if a signed up client doesn't show up? With this feature, we allow you to adjust this two-hour-window to whatever works best for your business. Meaning, if you wanted to make every client sign up and sign in, even if they sign up one minute before the class starts, you can.
Pay Teachers for No Shows
How do you pay your teachers? If they are paid for every warm body that attends their class then keep this feature disabled (unchecked.) Even if you pay teachers a set rate in addition to class attendance keep this feature disabled. Disabling this features makes sure that teachers are not paid for signups who never actually show up. However, if you pay teachers only on an hourly basis; or, if you pay them for people who only sign-up (even if sign-ups don't show); then enable this feature. Literally, if enabled this feature will have you pay teachers per head even if that head doesn't show.
Deduct No Shows from Client Series & Packages
Tired of clients who sign-up but never show up? By checking this box, your clients will be charged for taking a class if they sign-up and never cancel. It's a good feature to use if your classes fill up and you lose money on the fickle folks who never show.
Require All Prerequisite Client Types
When enabled, the system will require that each client has all class prerequisite client types assigned to their profile. If disabled, the system will only require that each client meet at least one of the required client types.
Class Sign In Sort Order
Tick the radio button for 'Sign In Time' or 'Last Name' to specify the order in which the class sign in sheet will be sorted.
Class Sign In - Show Client Phone Numbers
Want your teachers to see phone numbers for their class sign-ups? Why not?Calling people in advance is a good way to remind sign-ups about class. If this feature is enabled, when an teacher logs-in the phone number for each sign-up will appear next to the client name. Of course, if you sign in as the account administrator, you can view the phone numbers for all sign-ups. Also, an teacher can only view phone numbers for their class sign-ups, no one else's. And since we're discussing who can and who can't view phone numbers, clients can never view other clients' phone numbers when they are signed into your website.
Class Sign In - Show Client IDs
Want your teachers to see client IDs for each of their class sign ups? If this feature is enabled, when an teacher logs in the client ID for each sign-up appears beside the client names. Of course, if you sign in as the account administrator, you can always view client IDs . Also, an teacher can only view client IDs for their class sign-ups, no one else's.
Class Sign In - Show Account Balances
Trust your staff? Want teachers to see the account balance for everyone enrolled in their classes? If this feature is enabled, when an teacher logs in they can see the account balance for each of their class sign-ups.The balances appear beside the client names. Enabling this feature is a good way for teachers to keep tabs on who owes money and who has been a good boy or girl. Of course, if you sign in as the account administrator, you can view the account balance for all sign-ups. Also, an teacher can only view account balances for their class sign-ups, no one else's.
Class Sign In - Alert Clients w/Negative Account Balances
If enabled, everyone who owes your business money will be reminded of their negative balance when they try signing into a new class. This feature doesn't stop debtors from signing up for more classes, it only reminds them that their account balance is still in the red.
Class Sign In - Client Alerts Time Window
This feature will only show client alerts within a window of time. The window's start time being now, the end time being the next thing that the client is registered for. Meaning, if you set this dropdown box's value to 8 hours, and then you lookup a client that has preregistered for tomorrow's class (more than 8 hours away), any client alert related to the client won't pop up. It will only pop up if you look up the client within eight hours of the event he or she is registered for.
Class Sign In - Enable Registering Tagged Clients
Think you're a tagging whiz? Need to sign-up a large group of people at once? Then why not use this feature to sign-up an entire group of tagged clients for one class. If enabled, a button titled "Register Tagged Clients" will appear on the sign-in screen for a class. Once you click that button, all of the tagged clients will be automatically signed up for a class.
Class Sign In Sheet - Show Series Details
Did you know that you can print a sign-in sheet for your classes? Well, you can. If this feature is enabled, the series information for each sign-up will be printed on the sheet. For instance, if Jane Smith has a 10-class yoga package and has already used 5 of them, her package information will be printed on the sign-in sheet if this feature is enabled.
Class Sign In Receipt - Show Account Balance
Class Sign In Sheet (Print) - Show Medic Alert
Sign In / Self-Sign In - Look Ahead Window
This nifty feature affects the Sign In and Self Sign-In Screens. If a client is pre-registered for a class, and that client uses your Self Sign-In Screen to scan himself or herself in, the system will look ahead a few hours (determined by this feature) to automatically sign in the client. For example, if Jane Doe signed up for an aerobics class online and she then comes into your studio one hour before the class starts, when she signs in using the Self Sign-In Screen, the system registers her into the aerobics class she signed up for earlier. If this feature is set to "None", the system doesn't automatically "look ahead" and sign people into their class. Why would anyone set this feature to "None"? Because some businesses, such as a gym that doesn't offer classes, may just want to monitor the traffic volume of their clients. When set to "None" the Self Sign-In Screen behaves somewhat like a time clock. It merely records when people come into the business. It doesn't sign them into anything.
Self-Sign In - Allow Signing in without Pre-Registration
You know how most restaurants will seat you, even if you didn't make a reservation? When enabled, this feature makes your business behave the same way. If your clients sign themselves into a class using the Self Sign-In Screen, they can attend a class even though they didn't sign-up for it in advance. If you're not a stickler about attendees signing-up before they sign-in, we recommend that you enable this feature.
Self-Sign In - Allow Signing in Unpaid
Do you let clients run up a tab? If enabled, this feature allows clients to use the Self Sign-In Screen and take classes without pre-paying. For example, Jane Doe wants to take a yoga class offered at your studio. She hasn't paid for any packages and your studio uses the Self-Sign In Screen. If this feature is enabled, Jane Doe could sign in to the yoga class even though she hasn't paid. However, her account balance will go into the negative and she will be expected to pay in the future.
Self-Sign In - Automatically Sign Clients In
When this option is enabled, if only 1 class is available in the Self Sign In look ahead window, a client is signed into that class if they have no other reservations for that day.
Sign In - Allow Signing in Unpaid
This works much like the feature above (Self-Sign In-Allow Signing in Unpaid), but refers to the Sign-In tab, not the Self Sign-In screen. So this is a feature that only affects the system in business mode, not consumer mode. If enabled, this feature allows clients to take classes without pre-paying. For example, Jane Doe wants to take a yoga class offered at your studio. She hasn't paid for any packages. If this feature is enabled, Jane Doe could sign in to the yoga class even though she hasn't paid. However, her account balance will go into the negative and she will be expected to pay in the future.
Sign In - Change background color by status
We borrowed the look of this feature from a traffic light. If enabled, the Self Sign-In screen will display either a red, green, or yellow background. Once your client tries to sign himself or herself in, the screen will turn green if they are signed up for a class and have pre-paid. The background turns yellow if the client is not signed up for a class, but doesn't have any outstanding amount owed. However, if the client signing in has an outstanding balance due, the screen will turn bright red. This feature only affects the background color. It doesn't prevent anyone from actually signing in to the system.
Sign In - Flag/Prompt Non Members
Trying to wrangle in more members? If enabled, this feature notifies you or staff when the client your signing in doesn't have a membership. If this feature is enabled, a pop-up window will say: "This client does not have a current membership! How would you like to proceed?" This is important if you're trying to convert everyone who walks into your business into a member. If membership is just one way that people can pay for your services, and you aren't concerned with up-selling all of your clients to a membership status, leave this feature disabled.
Sign In - Flag/Prompt Suspended Members
Sign In - Late Check-In Window
In this field, specify the number of minutes past the start time of the session in which clients are still permitted to sign in. After this period of time, the client will be marked as a No Show.
Assistant 1
When you attempt to schedule a class or event, you will be given the option to schedule a second individual, other than the teacher, to teach the class. The assistant receives his or her default payrate. This is ideal for classes or events with more than one instructor.
Assistant 2
Add an option to schedule a third staff member to a scheduled class or event. The assistant receives his or her default payrate.
Class Schedule Appearance & Options
Consumer Mode - Show Assistant 1
Shows the assistant's name on the class schedule in Consumer Mode. Your clients will be able to see what staff are assisting with the class.
Consumer Mode - Show Assistant 2
Shows the names of assistants on the class schedule in Consumer Mode. Your clients will be able to see what staff members are assisting with the class.
Start Schedule on Monday or Sunday
Sure, most software starts the calendar week on a Monday. But why not Sunday? Sunday is the official start of the week. This feature sets what day your Classes scheduled uses to start. By default, it's set to Monday.
Open Weekly Classes Schedule to Current Day
If enabled, this feature causes the screen to automatically scroll down to the current day under the Classes tab. Sure, it's not the world's most crucial feature, but think of all the milliseconds you'll save from not scrolling your mouse down.
Group Classes By Visit Type
Some people call them yams. Some people call them sweet potatoes. We do the same thing here at MINDBODY with the terms: visit type and class type. Both can be used interchangeably. On the Classes screen, if you want to organize classes according to their class type (a.k.a. visit type), enable this option. For example, let's say that you organize yoga into 3 class types: Bikram yoga (1st class type), power yoga (2nd class type), and pre-natal yoga (3rd class type). Then this feature will group all of the Bikram yoga classes together on the Classes screen. It's a nifty feature if you offer a lot of classes. Clients will find it easier to find the type of class they are looking for.
Business Mode Show Class Statistics
Curious about how your classes are filling up? Enable this feature and you can see how many people have pre-registered for classes. Simply click on the Classes tab and the number of signups will appear to the left of the class limit. This feature only makes the numbers visible to the owner and staff. Customers cannot see the signup numbers.
Consumer Mode Show # Open Class Spaces
Want your clients to see how fast classes fill? Enable this feature and they can see how many people have pre-registered for classes. When they go to the Classes tab, the number of signups will appear to the left of the class maximum capacity. Use this feature if your classes fill up fast. Clients can then see how much space is left in a class before registering.
Client Recurring Reservations
By default, clients are allowed to register for many of the same classes at once. If this option is disabled, your client will only be able to register for one class at a time. For example, if you offer a ballroom dance class every Tuesday night at 7:00 PM, from now until Christmas, a client could register for every single one of those classes at once. If this feature is disabled, then your client could only register for one class at a time.
Show Program Menu in Class Schedule
If enabled, a small, drop-down box titled Program will appear on the Classes screen. This drop-down box allows clients to quickly filter the classes listed so that only the ones they are interested in appear. It's a great feature if the amount of classes on your schedule is overwhelming to a first time visitor.
Show Class Type Menu in Class Schedule
Do you offer a zillion different varieties of yoga classes? If so, this might be the feature for you. When enabled, a small drop-down box appears on the Classes screen. Thus drop-down box allows you and your clients to filter down to just the types (or class types) of classes they are interested in.
Large/Multi-Loc Schedule use Daily List View
Such a complex title for such a simple feature. If enabled, each day on your Classes schedule will get their own page. By default, every day of the week appears on one page under the Classes tab. But if you have a lot of classes or if you govern a lot of locations, enable this lovely feature to make finding the right class easier. Tuesday, Wednesday, Thursday, etc... will all get their own page.
Show Rooms in Consumer Mode
Tired of clients asking what room their class is in? If this feature is enabled, your clients will be able to see what rooms the classes are in. For this feature to work, you must assign a room to each newly created class.
Show Substitute Teachers in Red
Do clients complain when they show up to a class and didn't know that there was a substitute? Enable this feature and the substitute teachers' names will appear in red text.
Consumer Mode - Show Substitute Footnotes
Are your clients sometimes confused when their class is taught by a substitute? When a substitute is needed, this feature adds a footnote to your Classes Screen to explain who the teacher for the class usually is. For this feature to activate, a substitute teacher must be scheduled. Because this feature only affects Consumer Mode, the footnote won't be visible to the owner or teachers.
Business Mode - Show Substitute Footnotes
Want MindBody Online to remind you of who is being replaced by your substitute teacher? This feature explains who the teacher for the class usually is. For this feature to activate, a substitute teacher must be scheduled. Then this feature will place a red footnote at the bottom of the Classes Screen that explains what teacher regularly teaches the class. Because this feature only affects Business Mode, the footnote won't be visible to your clients.
Enable Quick Teacher Substitution
Like to be speedy? This is the fastest way to schedule a substitute teacher. If this feature is enabled, and if you are logged in as the owner, then each teacher's name will display inside a dropdown box on the Classes Screen, the Class Sign-In Screen, and the weekly schedule view for workshops. No longer is adding a substitute a logistical nightmare. Logged in as owner, you can go to the Classes Screen, the Class Sign-In Screen, or the weekly schedule view for workshops and select the teacher you want to substitute from the dropdown box. The system automatically calculates that substitute's pay rate.
Enable Class Notes
Enrollment Schedule Appearance & Options
Consumer Mode - Show Assistant 1
Shows the assistant's name on the event schedule in Consumer Mode. Your clients will be able to see what staff are assisting with the workshop or event.
Consumer Mode - Show Assistant 2
Shows the names of assistants on the event schedule in Consumer Mode. Your clients will be able to see what staff members are assisting with the workshop or event.
Auto Load Selected Client
Enable Courses - Read more about Courses by clicking here. It's a huge feature.
Business Mode - Default Schedule View
If you have so many workshops that they fill up the entire Workshops screen, you might want to set this option to Current Week. This will reduce the displayed workshops to only the current week's workshops. Or, if you don't mind looking at all of your workshops on one page, set this to View All. Just a note: you will only see the workshops displayed for the Current Week when logged in as an owner or teacher. Clients always see the Workshops screen in View All mode.
Default Sort Option for Current Week View
This little feature changes the way workshops are displayed on the Workshops screen. If you set this feature to Event Name, then the workshops will be organized alphabetically by name. If you set this feature to Event/Day Time, workshops will be organized by when they occur.
Business Mode - Show Event Descriptions
Want to reduce the clutter on your Workshops screen? If you don't need to see workshop descriptions, leave this feature disabled. If you enable this feature, all of the workshop descriptions you entered for each workshop will appear. This feature only affects the owner and teachers who are logged in. When clients view the Workshops screen, class descriptions always appear.
Consumer Mode - List Events with Future End Dates
Under the Workshops tab, you will find your list of scheduled workshops. This feature controls whether the workshop's start and end dates are displayed (enabled), or just the workshop's end date (disabled). Why not display a workshop's start time? Because clients cannot enroll themselves into a workshop that has already started. Only you can enroll them! So if a client can't enroll themselves into a workshop that's already started, why tease them with the start date? At least that's what some of our customer told us.
Allow Open Enrollment
Note: Even if this feature is enabled in Class & Event Options, allowing open enrollment must be individually enabled for each class/event.
Show Program Menu in Enrollment Schedule
On the Workshops screen, see those little drop-down boxes at the top? Those are filters. If you want the option of filtering what workshops appear by a particular program (a.k.a. departments or type groups), then enable this nifty little feature. If you have a lot of workshops scheduled (i.e. 10 per day), we recommend using this feature. It just makes finding the right workshops easier for your clients.
Show Class Type Menu in Enrollment Schedule
On the Workshops screen, see those little drop-down boxes at the top? Those are filters. If you want the option of filtering what workshops appear by a particular class type (a.k.a. visit type), then enable this nifty little feature. If you have a lot of workshops scheduled (i.e. 15 per day), we recommend using this feature. It just makes finding the right workshops easier for your clients.
Enable Reservation Notes
Do your clients want to leave you a message when they log into a workshop? Enable this feature and clients have the option to leave a note when they sign into a workshop. Don't worry, the note isn't visible to just anyone - only if you're logged in as the owner or teacher. The note will then appear on the following three screens.
Hide Event Times in Schedule
Yes, this feature behaves exactly the way it sounds. If enabled, clients will not be able to see what time workshops start or stop on the Workshops screen. Why hide start or stop times? Well, if your workshops are all booked, it will keep people from trying to sign-up, but still let them know you're busy.
Track Client Travel Arrangements
You've just stumbled upon one of our most powerful and complex features. It won't even activate unless you call us and request our development team to turn it on. In a nutshell, this feature is for clients who schedule large retreats. When turned on, this feature allows clients to "build" their retreat using your website. They can chose their accommodations, pay for the retreat, and make note of what travel arrangements are being made. Merely enabling this feature doesn't make it work. And after we enable it, you must setup different room prices and retreat prices. You can also run reports based on travel arrangements and room assignments.
Track Make-Ups
Ever have a client sign up for a workshop and then cancel before it starts? You're not the only one. When enabled, this feature allows clients to make-up a workshop that they canceled for ahead of time. This feature allows them to "make-up" the class at a later date. It reduces your hassle of refunds and keeping track of workshop cancellations. When it's enabled, you will see a Make-Up box on the Workshop Roster screen. Click here to learn more about event make-ups.
Max Number of Make-ups Per Events
When is enough, enough? How many times can your client cancel the same workshop registration before you charge them? This feature allows you to set the maximum times any client can make-up one workshop. Click here to learn more about event make-ups.
Show Registrations in Client Info Screen
This is a great feature. If enabled, when you look up a client's information underneath the Client Info tab, a new section titled Registration Information appears. This section lists all of the workshops that your client is registered for.