Class Schedule

You tell TimeTap when a class is available for booking by scheduling sessions within that class profile. The Recurring Schedule and Schedule tabs of your Class Profile is where you can view and manage all of the existing schedules and session dates that are assigned to each of your staff.

Recurring Schedule vs Schedule

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• Recurring Class Schedule: this section details any schedule you've set up for the class that repeats 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). The schedule set here will then populate the individual sessions found under the Schedule tab.

• Schedule: these are the specific individual meeting dates and times for your classes. This list will include both sessions that are generated from a Recurring Schedule above and individual sessions that are added directly from this page.
  
  

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Add a new repeating schedule

This section covers how to:

• Add a new schedule for a class that repeats on a weekly basis (e.g. class sessions held every week on Monday & Wednesday at 2:00pm)

• Add a new schedule for a class that repeats on a monthly basis (e.g. class sessions held every first Tuesday of the month at 12:00pm)
  
  

To setup a new recurring schedule for a class that repeats on a weekly basis, go to the Recurring Schedule tab of the class profile and select the Add Repeating Schedule:

This will bring up the Add Repeating Schedule for Class panel 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 (2:00 PM - 3:00 PM):

Next, you will fill in the details around how frequently the class should repeat. In this example, the repeating frequency is set to weekly, every 1 week, and only on Mondays and Wednesdays:

Finally, 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 you 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, the class is assigned on staff member Jessica Thomas' schedule, the capacity is set to 15 (which means 15 clients can register for any given session that the class meets), and the class will happen in Room A at the East Blvd. Studio location:

Now that all the information for the weekly repeating schedule is entered on the Add Repeating Schedule for Class form, select the Save Class Schedule button at the bottom of the panel to confirm that schedule. Once saved, you can see that new repeating schedule in the Recurring Schedule tab:

The individual sessions that the repeating schedule created can be viewed in the Schedule tab. The Individual Session Schedule confirms that the class takes place only Mondays and Wednesdays at 2 PM:

You can also see all the scheduled class sessions on the Calendar page of your Appointments tab.

To setup a new recurring schedule for a class that repeats on a monthly basis, go to the Recurring Schedule tab of the class profile and select the Add Repeating Schedule:

This will bring up the Add Repeating Schedule for Class panel 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 8/2/2016 through Forever) and the time of day that the sessions will take place (12:00 PM - 1:00 PM):

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

Finally, 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 you 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, the class is assigned on staff member Elvis Merino’s schedule, the capacity is set to 20 (which means 20 clients can register for any given session that the class meets), and the class will happen in Studio A at the Downtown Office location:

Now that all the information for the monthly repeating schedule is entered on the Add Repeating Schedule for Class form, select the Save Class Schedule button at the bottom of the panel to confirm that schedule. Once saved, you can see that new repeating schedule in the Recurring Schedule tab:

The individual sessions that the repeating schedule has created can be viewed in the Schedule tab. The Individual Session Schedule page confirms that the class take place on first Tuesday in August at 12:00 PM:

You can also see all the scheduled class sessions on the Calendar page of your Appointments tab.

Reviewing the schedule for your class from both the client's perspective on your booking site as well as from the Calendar in the Backoffice can help to confirm that 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.

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, you may 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 selecting the Edit button to the right of your existing class schedule on the Recurring Schedule tab. 

For example, imagine that you want to reduce the maximum number of attendees for your class from 15 to 10 due to space constraints. Additionally, you plan to add a Friday morning session in addition to the existing Monday one.

To make this change, select the Edit button to the right of my repeating class schedule listing in the Recurring Schedule tab:

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

In this window, you can select an additional day of the week under the Repeating Frequency section to indicate that the class schedule should repeat on both Mondays & Fridays. Then you can update the capacity from 15 to 10 under the Location, Staff, & Enrollment section:

Once you’re finished making those changes, select the Save Class Schedule button at the bottom of the panel to confirm those changes to the class schedule. You will then see the updated schedule on the Recurring Schedule tab of the class profile:

You can confirm the changes made to the recurring schedule by reviewing the Individual Session Schedule. Notice that the class now takes place on Monday and Fridays at 10:00 AM:

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

Add an individual session

While some classes meet on a consistent, repeating basis, others may meet on a more irregular basis. 

In order to add a one time class session, select the Add Individual Sessions button in the Schedule tab:

This will bring up the Add Class Session panel where you can put in the date, time, staff lead, & max capacity for the class session:

Individual Session Specific Settings

• Hide Additional Guests Option: If you have the Additional Guests setting enabled for your account (Settings > Client Information), then you are given the added option to hide the Additional Guests option for this session on the scheduler by enabling the Hide Additional Guests Option checkbox. If you want to show the Additional Guests option for this class session again on the scheduler at a later time, you can go back through the class profile, go to that specific class session and edit that session by unselecting the Hide Additional Guests Option checkbox.

• Sync only class: By default, TimeTap will always sync an event to your external calendar that represents the overall class session, which displays the name of that class, the currently scheduled capacity count, and the max capacity for that session. You have the option to also have individual appointments sync for each attendee in that class session.

  • Sync only class → selected: Only the default overall class session event is synced to your external calendar. No individual attendee’s appointments are synced to the external calendar when this setting is selected. 

  • Sync only class → unselected: Each individual attendee’s appointments is synced to your external calendar, along with the default overall class session event.

Once you’ve filled in the required fields, select the Save Individual Session button at the bottom of the panel to add the one time instance of that class to the Individual Session Schedule:

You can also select Appointments from the top menu in the Backoffice to see the scheduled class session in the Calendar view:

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 9 AM on different days of the week, or month. 

On the Add Class Session panel, select Add more dates just below the Date field:

An additional Date field will appear that you can use to select another date: 

The [–] button to the right of the new date field can be used to remove that additional field.

Once you've completed the form, select Save Individual Session to confirm those sessions.

You can make edits to both one-off individual class sessions and 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 the Schedule tab of that class profile and use the Edit button beside that session.

In this example, let's say that you have a repeating class schedule that is set to occur every Tuesday at 12:00 PM, but there is one Tuesday session 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 make this adjustment, go to the Schedule tab of the class profile and find that session among your Individual Session Schedule list:

Select the blue Edit button to the right of the session to bring up the Edit Class Session panel:

On the Edit Class Session panel, change the capacity from 20 to 10:

Changing the capacity in the screenshot above represents just the change needed for this example. If you instead needed to change the start time from 12:00 PM to 4:00 PM, you could do that with this process as well.

Select the Save Individual Session button and that session will be updated on the Individual Sessions Schedule:

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.

Cancelling a repeating schedule

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 selecting the red Cancel Schedules button at the top of the Recurring Schedule table:

This will bring up a panel 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 selecting 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 cancelled as well:

Cancelling individual class sessions

You can also make cancellations on a session by session basis by following a similar flow on the Individual Sessions Schedule table of the Schedule tab within the class profile. To do this, select the checkbox beside each session you want to cancel and then select the Cancel Sessions button at the top:

When cancelling a session where there are already clients registered, you will be prompted whether or not to send out the Appointment Cancellation email to the clients who are on the attendees list. You can add in a cancellation note to be sent with that cancellation email:

After selecting 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 the Individual Session Schedule.