Manage Schedules

After you log in as the owner, you can do it by following this menu path:

• Toolbox => Services => Class & Event Management, click on Manage Schedules 

Classes and Events are scheduled in scheduling blocks. If a Class meets at the same time every day (for example, every Monday at 9:30am) or at the same time for several days of the week (for example, 10am on Tuesday, Thursday, and Saturday), then you can just create one schedule block for the Class or Event and it will appear until the end date. This type of scheduling block is common for most online calendars.

 

After you choose the Class or Event that you want to schedule, you'll have the following options:

 

• Locations: If you have more than one location, you can click on the location that this schedule block is for.
• Teacher: Choose the main person that teaches this workshop or class.
• Pay Rate: Earlier you set up each teacher's pay rate on the "Class / Hourly / Commission Pay Rates" screen. Here you tell the system which one of these pay rates you want to use for this class.
• Assistant: (Only appears if enabled on the Class & Event Options screen.) If this Class or Event features assistants, that is, someone other than the teacher needs to be tracked for payroll, then you can assign assistants here. The system allows up to two assistants. Each will be paid his or her Rate 1 pay rate as listed on each employee's "Class / Hourly / Commission Pay Rates" screen.
  • *Assistants can be enabled on the Class & Event Options screen. Follow this menu path: Toolbox => Setup => Class & Event Options
• Assistant 2: (Won't appear if not enabled) If there are two assistants this is where the second one could be entered.
• Capacity: This is the total amount of people that can take this Class or Workshop.
• Max.Web Signups: This sets the maximum amount of people that can sign up for this Class or Workshop online. If you don't care if this class sells out online, then make the "Max.Web Signups" number the same as the "Capacity" number. If you don't want this class or workshop to sell out online, then make the "Max.Web Signups" less than the "Capacity." Some businesses that have longstanding clients that don't use the Internet will usually make the "Max.Web Signups" less than the "Capacity" amount. New businesses trying to sell as much as possible usually make the "Capacity" equal the "Max.Web Signups." This second arrangement guarantees the most possible sales.
• Wait List Size: This is the total number of people who may wait listed for this Class or Event.
• Start time: Time of the day that this Class or Event starts. If you don't see the times you're looking for, follow this menu path: Toolbox => Services => Active Session Times. Click here to learn more. If you know the day that your class or workshop will start but you're not sure of its start or end time, then you can choose TBD (to be determined) from the Start Time and End Time dropdown boxes. The class or event will then appear at the top of the schedule for that day.
• End time: Time of the day that this Class or Event ends. If you don't see the time you're looking for, follow this menu path: Toolbox => Services => Active Session Times. Click here to learn more.
• Start Date: This is the date that the Class or Event starts.
• End Date: This is the date that the Class or Event will end.
  • When scheduling classes, it's best to pick a common end for all classes such as the end of the year. This way, when the schedule ends you can choose to block copy (if the majority of scheduled classes will not change). This makes modifications easier. Instead of rescheduling everything over again or block copying and ending up with duplicated classes, you can block copy all reoccurring classes and then make changes to the classes that need adjusting.
• Days of the week. Click on the letter for the days of the week that this Class or Event meet. (S=Sunday, M=Monday, T=Tuesday, W=Wednesday, T=Thursday, F=Friday, S=Saturday)

Optional Features

• Unpaid Online Signups? If you check this, your clients can sign up online for Classes or Events without having to pay. They still need to pay once they arrive at the Class or Event.
• Free Class - If you check this, the system will not try to collect payment for the Class or Event and assumed that you're offering it pro bono. The change does not apply to clients who have already registered for the class. You will need to remove those clients from the class, and re-register them.
• Show to Public - Check this option to hide the class from the schedule viewed by the public (Consumer Mode).
• Mask Teacher - Check this option to hide the teacher's name from the public.
• Waitlists -- If you enabled Waitlists on the Class and Event Options screen, then you can allow for this Class or Event to have a Waitlist. This means that if the Class fills up online, people can join the Waitlist hoping that someone will drop out. If someone cancels from the Class or Workshop, then the first person on the Waitlist is notified via AutoEmail that they can join. You can control Waitlist settings on the Class and Event Options screen. 

 

After you have filled out the options above, you should see the Schedule It! button at the bottom center of the screen. Click this button to put the class or event on your schedule.

 

Don't see the Schedule It! button?

Then you probably have Resource Management enabled. The reason you don't see the Create button is because the system is giving you a chance to book this Class or Event with a resource (for example, "Room A," "Pilates Reformer Machine," or "Massage Room 2.") If you don't want to schedule this Class or Event with a resource, then simply click on the "Check Resources" button once and then click "Create Class/Event Schedule."

 

For a workshop, you need to assign a series to the Event (Workshop.) For example, if you create a "Valentines Relationship Workshop" that lasts for 3 days, you need to:

1. Describe the Workshop (which you did on the last step)
2. Schedule the Workshop (which you did on this step)
3. Create a series, which could be called "Valentine's Workshop Pass" to pay for it. (You'll do this in Session 2.)
4. Assign the Series to the Workshop, which you can do by:
   1. Clicking on the Workshop tab
   2. Clicking on the Workshop titled "Valentine's Relationship Workshop"
   3. Use the drop-down box next to the "Assign Series" button to assign the "Valentines Workshop Pass" to the Workshop.

 

This is a requirement only for Workshops because most services that end up on the Workshop screen are one-off events, i.e., they only occur once. This differs from Classes, which tend to repeat regularly. Many businesses will allow for clients to buy a "10 pass card" series for all of their yoga classes or educational classes or dancing classes. But with Workshops, the price rarely repeats itself. So we have you assign a specific series to each specific Workshop. The system won't allow for a random Workshop series to pay for a random Workshop unless it is assigned to it. This prevents things like a "Football Camp" series being able to pay for a "Staff Retreat" workshop.

So you scheduled it. But when you click on the Classes or Workshop tab, you still can't see it?

• Make sure that the dates on the calendar fall within the dates you scheduled your services.
• Make sure that you're logged in as owner. If you're logged out and you checked the box that hides Classes or Events from the public, then you won't be able to see the service.
• Make sure that the days of the week (S, M, T, W, T, F, S) work with the Start and End dates. For example, if you schedule a class for every Monday at 3pm. And the class starts on 9/13/07. Then the class won't actually start on the schedule until 9/17/07, which is the first Monday after 9/13/07, which is actually a Thursday.)

If you regularly schedule classes or workshops using the Manage Schedules Screen, you can get there quickly by creating a link to it inside your dashboard.

 

Here's how:

1. Follow this menu path: Toolbox => Services => Class & Event Management
2. Click the Manage Schedules Link in the upper right
3. Generate the schedules screen the way that you prefer
4. Click the Save Report Button
5. Name the link (when prompted) the way you would like it displayed inside your dashboard
6. Click on the Dashboard Tab and observe your new saved report link in the My Reports Section.