Class & Event Management
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Can I skip this step?
You can skip this step if you don't offer any classes or workshops.
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Where am I in the setup process?
Click here
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Now that you have set up the foundational stuff for your classes and events (workshops), you can now create your schedule. First, we will describe your classes or events. Then, on the next page, we'll schedule them.
Basically, for this step, you'll describe your classes so that your staff and customers understand them more. You can also set up prerequisites that clients will need to meet in order to sign up for a class or event (workshop) online.
You'll notice that as soon as you save a description, the Class or Event description appears on the list. Above the list, on the top right, you'll also notice the Manage Schedules link. You can click on this link to complete the last step of scheduling a Class or Event. Or you can click here to learn another way of scheduling the class that you just described.
A description containing basic HTML may also be provided for courses through the Description box; this is a great way to add images and a description for the overall course.
To access the course Description box:
- Click on the Workshops Tab
- Click on the name of the course
- Observe the Description Box
To add a class or event (workshop) description:
- Follow this menu path: Toolbox => Services => Class & Event Management
- Click the Add New Class/Event link in the upper right corner.
- Enter the class or event (workshop) name (for example, "Beginner Hatha Yoga," "Algebra III," "Interpretive Dance".)
- Even if you enabled Class Levels and created levels like "Beginner," "Intermediate," "Advanced," you should still title the class or event the way you want it to appear on the schedule. For example, if you have a class called "Beginner Yoga Class." And you created a Class level called "Beginner," you still need to title it "Beginner Yoga Class" if that's the title you want on the Class or Workshop schedule.
- Select a Program.
Understanding the Add New Class/Event Screen
- *Class Name: This is the name of your class or event. It will appear on the calendar. Examples are "French II," "Pre-Natal Yoga," "Weekend Meditation Retreat."
- *Program: Choose the Program that this class or workshops falls under. Programs are the highest level of organization for your site. By choosing the right Program, the system will know what your customers need to buy to take this class or event. It also helps the system know if the Class or Event should appear on the Classes or Workshop tab.
- *Class Type: You set these up earlier. It's the second level of organization for your classes and workshops. For example, you may have a Program called Yoga, but a Class Type called Power Yoga.
- Class Level (optional): If you have Class Levels enabled, you can tell the system what level this class is. Then, when people search for Workshops or Classes on the calendar, they can use drop-down boxes to see only the classes/events in one level (e.g. Beginner or Advanced.)
- *Description: If you allow your clients to see your Classes/Events online, when they click on the class name, this will be the description that they see. It's a good way for clients to understand what an unfamiliar class is all about.
- Prerequisite Notes: Here you can type out the Prerequisite Notes for a Class, such as "Pre-natal classes are only for women in their 2nd and 3rd trimesters of pregnancy." Or "French III is only for students that have completed French II with a 2.5 or higher." It doesn't affect the functionality of your site. The text is just displayed if a client clicks on the Class/Event name on your calendars.
- Prerequisite Client Type(s): We don't recommend that you use this unless you have already assigned Client Types to your clients. You'll learn more about them in Session 2. Basically, you can use this feature to pick who is allowed to sign up for classes or workshops online. With this feature, you can require that all or at least one client type prerequisite be met to qualify for sign up.
- You and your employees can sign clients into a class even if they don't meet the Client Type prerequisite. The prerequisite Client Type only applies to clients signing up for services online.
- Auto-Assigned Client Type(s): When a staff member signs a client into this Class or Workshop, the system will automatically assign the highlighted Client Type to the client signing up for the class. For example, if you highlight Female, then every time a staff member signs a client into this class, the client will be assigned a "Female" Client Type. This is a quick way to assign the right Client Types to your clients. You'll learn more about the Client Types feature in Session 2.
- Notes: Here you can type a small note that will be displayed after your clients click on the Class or Workshop name. Notes can be things like, "Bring comfortable clothes" or "$55 deposit is due before the Workshop starts."
- Registration Notes: This feature will make more sense after you learn about AutoEmails. We provide a few confirmation AutoEmails, which once you have enabled, will notify clients after they sign up for classes or events. If you wish to customize an AutoEmail for just one class or workshop, you can add a very specific confirmation message here. If you want the email to have content that is specific to this class or workshop, like "Transportation will be provided from JFK Airport to the Yogi Labor Day Weekend Retreat." Or "Thank you for signing up for the Geometry course. Make sure to arrive 10 minutes before class starts. Bring a compass and protractor." You can add that text here.
*Required fields
Understanding links and drop-down boxes on the Class/Event Description page:
- Search Filter -- the search filter is helpful when you are scheduling or searching for a specific class or event. Instead of viewing all departments (programs) in one list, you can choose a specific department and look only at those descriptions.
- Edit -- The edit link is used to change previously created class descriptions. Changes can be made to any field. Just make sure that your change won't negatively affect your clients. (For instance, changing an old class's Program could stop old series from paying for it in the future. You'll learn more about Series in Session 2.)
- Delete -- You can delete any Classes or Workshops that aren't scheduled in the future or past.
Next step: Click here to learn how to schedule classes or workshops.
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