How to Add a Class on the Scheduler

Setting up Classes for a Program allows Students and Prospects to view and select which Class they’d like to attend. Landing Pages and the Member Portal use the Classes created in the Scheduler, so setting them up correctly is crucial.

Classes Overview

Each Program has its own set of Classes. Before you can set up Classes, make sure the Program is built out with Ranks.

There are two types of Classes: Recurring Classes and One-Time Classes.

Recurring Classes:

• Occur every week on a set schedule
• Can have multiple time slots
• Can have multiple instructors (one per time slot)
• Are created and edited on the Program Settings page
  • Individual instances can be edited or deleted from the Calendar

One-Time Classes:

• Occur on one date with one time slot
• Can have one instructor
• Are created and edited on the Calendar

All Classes can be put on Landing Pages or the Member Portal for people to view and sign up for.

How to Create a Recurring Class

1. Navigate to the Settings page for the Program you want by clicking on the Program’s name.
   • You can find Program & Rank Settings in Quick Links, or 
   • Click on the Programs tab in Settings, or 
   • Click on the Settings tab in Programs.
2. On the Program’s Settings page, click the Edit pencil next to the Regular Weekly Class Schedule module.
3. On the Regular Weekly Class Schedule page, click Add New Class in the upper right to make a new one.
   • You can also view and edit existing Classes on this page. 
4. Add a title for the Class. This will be visible on Landing Pages and the Member Portal if enabled, so make sure it’s easy to understand.
   • The Program name will also be displayed, so you don’t need to repeat that in the title.
5. (Optional) Add a description for the Class. This is also public facing.
6. Decide if you want to allow registration on the Member Portal. Then, select when online pre-registration will close.
   • If this is turned on, Students can sign up beforehand from their phones.
7. (Optional) In Advanced Settings, you can add a maximum capacity. This blocks check-ins and online registration if the capacity is already reached.
8. (Optional) In Advanced Settings, you can add a hyperlink for Zoom or another virtual meeting software.
9. Now, add each time slot. Select a day of the week, start time, and end time. Clicking AM will turn to PM, and vice versa.
   • When you click Add Time Slot, it will copy the previous occurrence for faster building of repetitive schedules.
   • Each slot can also have an Instructor selected. The instructor will receive an email informing them they were assigned this Class.
10. When all time slots are added, click Save. The Calendar, Recurring Class page, and Member Portal (if applicable) will now update.

How to Create a One-Time Class

If you need to add a single class, rather than a regular weekly class, add it on the Calendar. Some examples of single classes you might want to add on the Calendar are a special class for testing prep, a seminar for referees, a class run by a guest instructor, or a private lesson.

Note: If you have already entered Recurring Classes in Program Settings, you will see those classes on the Calendar.

1. Navigate to the Calendar.
2. Click the Add New button in the upper right.
3. Under the Choose Between header, select the Class button.
4. Select the Program this Class is a part of.
5. Select an existing name or enter a new one.
   • The Class’ name will be visible to your Students, so make sure it’s easy to understand.
   • If you select an existing Class name, this one-time Class will be listed alongside the rest of the occurrences to your Students.
6. Select a date, start time, and end time. Clicking AM will turn to PM, and vice versa.
7. (Optional) Set a staff member as the instructor.
   • The instructor will receive an email informing them they were assigned this Class.
8. (Optional) Add a description for the Class. This is also public facing.
9. (Optional) Decide if you want to allow registration on the Member Portal
10. (Optional) Add a maximum capacity. This blocks check-ins and online registration if the capacity is already reached.
11. (Optional) Add a cut off time. This determines when pre-registration closes.
12. (Optional) Add a hyperlink for Zoom or another virtual meeting.
13. Click Submit. 

Editing a Class

After a Class is created, you may need to make edits, such as changing the name, time, max attendance, etc. The best way to do this depends on if you’re editing an entire Recurring Class, or just one.

Editing Recurring Classes

If you’re editing a Recurring Class and want the changes to apply to all future occurrences, edit it from the Regular Weekly Class Schedule page as described above.

If you only want to change one instance, such as rescheduling one day or switching instructors, perform that action from the Calendar. Changes made here will not affect the rest of the Recurring Class.

Editing One-Time Classes

You can only edit one-Time Classes from the Calendar. Click on the schedule block representing the class, then the yellow arrow on the pop-up to open the Edit modal.

Notifications of Changes

Changing the name, time, instructor of a Recurring or One-Time Class will email everyone who has pre-registered, as well as the employee attached as the instructor.

Canceling a Class

You can cancel a single occurrence of a Recurring Class, or any One-Time Class, from the Calendar.

1. Navigate to the Calendar and find the Class you want to cancel.
2. Open the Edit Class modal by clicking on the schedule block representing the class, then the yellow arrow on the pop-up.
3. At the bottom of the modal, click the red Delete button.
4. After reading the confirmation modal, click Delete again.
5. An email saying the Class was canceled will be sent to anyone signed up for the Class, as well as the instructor.
   • It will also disappear from any Landing Pages and the Member Portal (if applicable)

To entirely remove a time slot from a Recurring Class, 

1. Go to the Program’s Settings page.
2. On the Program’s Settings page, click the Edit pencil next to the Regular Weekly Class Schedule module.
3. On the Regular Weekly Class Schedule page, click the Edit pencil next to the time slot you want to remove. This opens the Edit Recurring Class form.
4. Click the trash can next to that time slot.
5. Confirm by clicking the red Delete button.
   • This change immediately applies. You can close out of the form, or make and save other changes.