How to create a Class Bookings Schedule - ACV2

Summary

This guide explains how to create a class activity schedule for fitness or group exercise classes. We’ll use a 60-minute HIIT Class Booking schedule as an example.

Before You Start

1. Templates: Have you created a Class Bookings template for the activity schedule?
   • ❌ No: See our Guide to Creating a Class Bookings Template.
2. Facility Resources: Have you created a resource (e.g., Studio 1) for where the activity will take place?
   • ❌ No: See our Guide to Creating a Facility Resource.

Step-by-Step Guide

Step 1: Navigate to the Scheduling Module

1. From the home page, go to the Activities V2 module.
   
   
    
2. Under Scheduling, select Schedules.
   
   
    
3. Click Create a New Schedule.
   
   

Step 2: Enter Schedule Details

1. Select the Facility.
   Select a facility using the Facility Search bar.
   
    
2. Select Activity Template:
   • Use the Search Template bar to select a pre-existing template.
     
     
      
3. Schedule Reference (Optional):
   • Enter a reference for internal use if needed.
     
     
      
4. Set Date Range:
   • Start Date (Required).
     
     
      

   • End Date (Required).
     
     
      

      

5. Setup/Teardown Time (Optional):
   • Specify the time needed to prepare the space before and after the session.
     
     
     
      
6. Access Window:
   • Configure how long customers can access the facility. Defaults are inherited from the template but can be adjusted here: 
     • Before the Activity Starts.
       
       
        
     • After the Activity Ends.
       
       
7. Additional email text (optional). This field will inherit the template setting, but you can add additional booking information here, which will be sent as a PDF attachment along with the standard Booking Successful email.
   
   If you change your mind, you can restore the template version.
   
   
    

Click Save and Continue to proceed.

Step 3: Configure Recurrence

1. Click Create a New Recurrence.
   
   
   
    
2. Resource Selection:
   • Use the Resource Search bar to select the location.
     
     
      
3. Friendly Name (Optional):
   • Add a location name if needed.
     
     
      
4. Recurrence Pattern:
   • Choose Weekly or Every Other Week.
     
     
     
      
5. Schedule Specifics:
   • Select the day(s) of the week.
     
     
      
   • Specify the Start Time and Duration for each selected day.
     
     
     
     
      
6. Instructor(s) (Optional):
   • Assign an instructor to the schedule.
     
     
      
7. Maximum Capacity (Optional):
   • Adjust the maximum capacity if needed. By default, it uses the template settings.
     
     
      
8. Split Booking Availability (Optional):
   • Define spaces available for online bookings and front-of-house bookings.
     
     

Click Save Recurrence to save the setup.

 

• To add more recurrences, click Create New Recurrence and repeat these steps.
  
  
   

Step 4: Finalise and Publish

1. Click Continue.
   
   
   
    
2. Review Clashes:

   • If any scheduling conflicts appear, resolve them by canceling conflicting slots.
     
     No clash:
     
     
     
     Clash(es):
     

     Resolving a Clash

     To address a clash, click 'View Clash'. From this screen, you can take the following actions:

     • Delete the occurrence
       
       
       
        
     • Change the resource
       
       
       
        
     • Adjust the start time
       
       
       
        
     • Change the instructor
       
       
       
        

     After making the necessary updates, click 'Save Changes' to confirm. A confirmation pop-up will appear to verify that your changes have been successfully applied.
     
      

     

3. Save Draft:
   • Once satisfied, click Save Draft Schedule.
     
     
      
4. Publish Schedule:
   • Review the draft, and when ready, click Publish Now.