Services and Classes are conveyed to the clients booking with you as the reasons for their appointment. While both services and classes can be found, added, and edited under your Settings → Services & Classes page, they function quite differently.
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Classes are group based appointments with one staff person assigned as the "leader". Classes are offered on a set schedule that the staff person defines ahead of time and the clients can choose from among. Each scheduled session of the class has a max capacity which determines how many clients can book into the class.
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The Main Services & Classes Display
Underneath Settings → Services & Classes, you'll see the main Services & Classes screen where you can click into and manage all of your existing services and classes or add a new service/class for clients to book with you:
On this screen you'll find several features including:
- Add New Service: this will take you through the steps of adding a new service to your account that you can offer to clients who are scheduling with you. Learn more
- Add New Class: this will let you create a new class offering and define the first schedule that you'll be offering it on. Learn more
- Active Services and Class List: this displays all of your existing services & classes and will tell you the price and duration you have listed for it. You can use the buttons and links on this table to:
- Preview Scheduler button: this is a quick access link that you can use to open up a new tab on your browser to view your scheduler and make sure it all looks alright. Learn more
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Navigating to your Class Profile Screen
To get to the profile view for your Class, you'll want to first navigate to your Settings → Services & Classes screen:
Find the class that you wish to view the profile for in your "Active Services and Classes List" and click the "View" button in the "Actions" column to the right of its name:
This will take you to the Class Profile screen for that class. From here you will see the details about the class:
Selecting the Time tab will allow you to see the duration of the class (1) as well as how close to class session's start time a client can book (2). You will also see how far in advance your clients can click to see your availability for a session (3) you can modify this settings by clicking the Edit button:
To see individual session dates when when class will meet on click Schedule. It's within the class schedule tab that you'll see all the upcoming scheduled dates and times for the class sessions that are on any of your staff members' schedules.
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Viewing & Editing your Class Details
Now that you have gotten an overview of the different tabs with your class profile, we can focus on how to make modifications.
First we will take a look at the Overview Tab, these are the option you can modify:
- Class Name: This is what will be displayed to clients as the reason for why they are booking an appointment. It is also what any staff member will select as the reason for the appointment when they are booking from TimeTap's Back Office.
- Class Description: This displays underneath the name of the class when a client is booking an appointment with you. This is generally used to either describe what will happen during the class or any prerequisites for booking.
- Allow Waitlist:The waitlist feature allows clients sign up for the waitlist for a class session or services once all seats in the class session are taken or your availability for the service is completely filled.
- Screening Questions: 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.
- Set Quota: Puts a cap on the number of appointments that can be booked for the class in a given time frame. The time frame options are: in a lifetime, per year, per month, per week, and per day.
- Private Class: Checking this box, this service will only be shown at the service private URL and in the back office when staff are setting up appointments for clients.
- Custom Booking Site: If
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- you only want to show clients options to book for this class, send them to this URL. This URL can also be embedded in your website by clicking the button Embed Code.
In order to make modifications to these settings you must click Edit first and remember to click Save once you're done making the necessary adjustments:
The Time Tab allows you to modify the following:
- Class Duration: This is the default duration that is applied for every instance that the class meets. We refer to each meeting date and time of a class as a class "session". You can override this when adding an individual session to make the individual session last for a longer or shorter period of time than the default session duration.
- Latest Appointment: This is how close to the session's start time a client can book.
- Advanced Appointments: This is how far out in the calendar a client can click to see your availability for a session.
In order to make modification to these settings you must click Edit first and remember to click Save once you're done making the necessary adjustments.
Please note: if you changed the Session Duration, this will not automatically update any of your existing class schedules. You will need to go in and re-save your class schedules with the updated session duration.
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Add in individual dates for sessions when the class will meet
While some classes meet on a consistent, repeating basis, others may meet on a more ad-hoc or one-off basis.
This is true for us at TimeTap. Every once in a while we will host webinars for a new feature we release or just a general explanation of how to use the application. This isn't something we do every week but on a more sporadic basis.
Let's say that we plan to host a webinar on June 12th at 3:30pm Eastern. In order to add this one time class session for the webinar to our account, I'll want to press the "Add Individual Sessions" inside the Schedule Tab all while in the Webinar's Class Profile:
This will bring up the Add Class Session screen where I can put in the date, time, staff lead, & max capacity for the class session. When adding an individual session you are given the added option to hide the Additional Guests Option on the scheduler. Once I've filled in on the required fields, I can press the button to "Save Individual Session" at the bottom of the window:
This will add the one time instance of the class to my scheduled Individual Class Sessions list:
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Edit individual class sessions
You can make edits to either one-off individual class sessions or to individual class sessions that are part of a repeating class schedule. To do this, simply find the individual class session that you want to make an adjustment to.
To do this, navigate to the Schedule tab of the Class Profile for the class that has the session you need to make the adjustment to, and find the class session among your individual class sessions list:
Click the blue "Edit" button to the right of the session to bring up the "Edit Class Session" window:
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Cancel existing schedules or individual sessions
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.
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 clicking the red "Cancel Schedules" button at the top of the Repeating Class Schedule table:
This will bring up a window 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 pressing "Confirm & Cancel" the session will be removed and the cancellation emails will be sent out (if you selected to send them out):
I can also make cancellations on a session by session basis by following a similar flow in the "Individual Sessions Schedule" table of the "Schedule" tab within the Class Profile. To do this, I would just check off which session I want to cancel and click the "Cancel Sessions" button at the top:
