Class Schedule

The Schedule and Appointment tabs in your Class Profile shows you all of the existing schedules and session dates for each of your staff. From this screens you can:

I'll go through each of these in detail on this page of our documentation site, but first, I want to touch on the difference between the Recurring Schedule and Schedule tabs: 


So, you see the two sections, but what's the difference between them? Glad you asked:

  • Recurring Class Schedule: this section details any schedule you've set up for the class that re-occurs over time. 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 (as seen in the first line item on the screenshot above). Whatever schedule is created will then create your...

  • Schedule: these are the specific meeting dates and times for your classes.

I wanted to clear that up from the get go on this documentation page so that there isn't any confusion with the terminology. If you do have any questions, please feel free to contact our support team and we'd be happy to answer them.

Okay, now onto adding, editing, and managing your class schedules (smile)!




Add a new recurring schedule for the class

In this section we'll go through how to:

If you still have questions about how to add repeating schedules for your class after reading through this guide, don't hesitate to reach out to our support team and we'd be happy to answer them for you.






Add a new repeating schedule that repeats on a weekly basis

Let's say that you have a class that you want to set up sessions for every Monday and Wednesday at 2:00pm starting July 23rd, 2018 and continuing indefinitely. This is easy to do by clicking the "Add Repeating Schedule" button from the Recurring Schedule tab of your Class Profile:


This will bring up the "Add Repeating Schedule for Class" window where you will first fill out the information in the "Date & Time" section. This includes the date range that the class schedule will repeat over (in this example 7/23/2018 through Forever) and the time of day that the sessions will take place (2:00pm - 3:00pm):


Next, you'll want to fill in the details around how frequently the class will repeat. In this example, I will set the repeating frequency to weekly and for it to repeat every 1 week on Mondays and Wednesdays:


Finally, I'll set the information for who will be leading the class, how many clients can book in per session, and a room number (if any) where the class will be held at the location. Whichever staff member I select to lead the class will determine whose schedule the class schedule gets placed on; this will block that staff person off from being able to accept service-based appointments at that time.

In this example, I'm going to be putting the class on staff member Jessica Thomas' schedule, set the capacity to 15 (which means 15 clients can register for any given session that the class meets), and say that the Yoga Basics class will happen in Room A:


Now that I've got all the information for the weekly repeating schedule entered on the Add Repeating Schedule form, can press the "Save Class Schedule" button at the bottom of the window and see the new repeating schedule in the "Recurring Schedule" tab:

In the "Schedule" tab I can see the sessions that that schedule created. You'll notice that the class take place only Mondays and Wednesdays at 2 p.m:

Make sure you click the blue "Preview Scheduler" button at the top of my class schedule, to see how the scheduling looks from the perspective of the client


I'll also see all the scheduled class sessions under the "Appointments" tab of my account. We've reached a good point where it would be a good idea to learn how to filter classes in your calendar view, read our documentation here. 


Hopefully that gives you a good idea of how to add a weekly repeating schedule for your class. If you have any questions, please reach out to our support team and we'll get you an answer as soon as possible.






Add a new schedule for a class that repeats on a monthly basis

Let's say you have a class that you want to schedule to repeat at 12:00pm on the first Tuesday of every month, starting August 2nd and continuing indefinitely. To get started adding this class schedule, click the "Recurring Schedule" tab then select Add Repeating Schedule:


This will bring up the "Add Repeating Schedule for Class" window where you will first fill out the information in the "Date & Time" section. This includes the date range that the class schedule will repeat over (in this example 8/4/2015 through Forever) and the time of day that the sessions will take place (12:00pm - 1:00pm):


Next, you'll want to fill in the details around how frequently the class will repeat. In this example, I will set the repeating frequency to monthly and for it to repeat on Tuesdays:

Please note: since I selected August 2nd (which is the first Tuesday in August) as my start date and set my repeating frequency to "Monthly", TimeTap will automatically know that I want this to repeat Monthly on the first Tuesday. If I selected August 9th (which is the second Tuesday in August) as my start date then it would repeat on the second Tuesday of the month.


Finally, I'll set the information for who will be leading the class each month, how many clients can book in per session, and a room number (if any) where the class will be held at the location. Whichever staff member I select to lead the class will determine whose schedule the class schedule gets placed on; this will block that staff person off from being able to accept service-based appointments at the time of the scheduled session.

In this example, I'm going to be putting the class on staff member Elvis Merino's schedule, set the capacity to 20 (which means 20 clients can register for any given session that the class meets), and say that the Balance class will happen in Studio A:


Now that I've got all the information for the monthly repeating schedule entered on the Add Repeating Schedule form, I can press the "Save Class Schedule" button at the bottom of the window and see the new repeating schedule int the "Recurring Schedule" tab: of my Schedule tab and the sessions that that schedule created under my "Individual Class Sessions" section.

In the "Schedule" tab I can see the sessions that that recurring schedule created. You'll notice that the class take place on first Tuesday in August at 12 p.m:

If I click the blue "Preview Scheduler" button at the top of my class schedule, I'll be able to see how the scheduling looks from the perspective of the client:


And if I go to the Appointments menu on my TimeTap Back Office login, I'll see the same thing in my monthly calendar view:


Looking at your schedule for your class from both the client's perspective on your mini website as well as in your Appointments Calendar from your Back Office view can help to assuage concerns of whether or not your schedule was added properly.






At this point, you can only create class schedule to repeat on a weekly or monthly basis in the manners described in the sections above. If you have any questions about using the add repeating schedule option to do either of these types of schedules, please send those questions to our support team and we'll respond as soon as possible.




Edit existing repeating schedules for the class

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 instance, maybe you need to:

  • Increase or decrease the max capacity of clients that can register for any given session within the repeating schedule
  • Make it so the schedule repeats on more days of the week than originally selected
  • Extend the end time for the repeating schedule
  • Switch the schedule from one staff member's schedule to another

All of these actions can be performed by clicking on the "Edit" button to the right of your existing class schedule. 

For example, let's say I have a schedule for a "Introduction to Pilates" class that is set to repeat every week on Mondays at 10:00am to 11:00am for a maximum number of 15 clients. I've found, however, that 15 clients is a bit too much for the space where I'm hosting the class sessions and I'd really prefer to cap each session at around 10. I also have been getting really great reception for this class, so instead of just having it on Mondays, I will also add in a time on Friday mornings.

To make this change, I'll just click the "Edit" button to the right of my repeating class schedule listing in the "Repeating Schedule" tab of my Class Profile:

This will bring up the Edit Repeating Schedule for Class window with the current configuration settings on it (notice that it is only set to repeat on Mondays and the capacity is listed as 15):


In this window, I'll change under the "Repeating Frequency" section to indicate that the class schedule should repeat on both Mondays & Fridays. Then, under the "Location, Staff, & Enrollment" section, I'll update the capacity from 15 to 10:


Once I've finished making those changes, I'll just press the "Save Class Schedule" button at the bottom of the window to commit the changes to my class schedule. I'll then see the updated schedule on my Recurring Schedule tab for the class profile:


If I go to the Schedule tab I will be able to see the individual sessions created by updating the recurring schedule. Notice that the class now takes place on Monday and Fridays at 10:00 a.m:



From here, if you want to check that your schedule was properly edited, I recommend clicking the blue "Preview Scheduler" link in the top right of the Class Profile which will direct you to your mini website. From there, you can click through your scheduler to make sure that your class updates are appearing properly.

You can also see the new sessions that were scheduled under your Appointments menu on your main account Calendar:


If you have any questions about making edits to your existing class schedule, please contact our support team and we'll be happy to answer them for you.

As I mentioned before I recommend that you read our documentation on how to use the calendar filters to better display your class sessions. 




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 August 5th 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:

Please note that at anytime if you want to show the Additional Guests Option on the scheduler you can go back through the class profile, go to that specific class and edit that class by unchecking the box labeled "Hide Additional Guests Option." 


This will add the one time instance of the class to my scheduled Individual Class Sessions list:


I can click the blue "Preview Scheduler" button in the top right of the Class Profile screen to quickly look at the booking flow from my clients' perspective to make sure it looks alright. I can also click on the "Appointments" menu from TimeTap's back office view to see the class session on my calendar for August 5th:


Have questions about adding individual class sessions to your account? Send them over to our support team and we'd be happy to get you an answer.




Add multiple, non-recurring dates to a class schedule

When creating a new session for your class, you have the option to add more than one day at the same time block. A common use for this feature would be if you have a class that meets at 9am on different days of the week, or month. 

On the Add Class Session screen, click the "Add more dates" link just below the Date box:


Doing so will reveal an additional Date picker that you can use to select another date: 

 

  **Also note the "–" sign to the right of the additional date. Click it to remove an additional date.

Once you've completed the form, click Save Individual Session.




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. In this example, let's say that you have a repeating class schedule that's set to re-occur every Tuesday at 12:00 pm. There is one Tuesday 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 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:


On the Edit Class Session window, I will take the capacity down from 20 to 10:

Please note: My changing the capacity in the screenshot above represents just the change needed for this example. If I instead needed to change the start time from 12:00pm to 4:00pm, I could do that as well. If any attendees were registered in the class, I could elect to send out an update about the change to my attendees list.


Once I press save, the Session will be updated on my Individual Class Sessions table:


Again, if I had had any clients registered for this class, I could have also sent out an Appointment Changed/Rescheduled email to all the registered clients in the session.




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 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 cleared away as well:


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:


If I've selected to cancel a session where there are already clients registered, I will be prompted about whether or not I'd like to send out the Appointment Cancellation email to the clients who are on the attendees list. I can add in a cancellation note and send it out:


Once I click "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 your Individual Class Sessions table.

If you have any questions on canceling either your repeating class schedules or individual class sessions, please contact our support team and we'd be happy to answer them.