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Using group classes in Scheduling

Use group classes to book multiple clients into one appointment.

While clients can book other appointment types for any time that you’re available, group classes happen at specific times. If you have automated notifications set up for yourself and clients, you’ll all receive reminder messages as you would for any other appointment.

Create a group class type

A group class type contains all the details of the group class you want to offer.

To create a new group class type:

  1. In Scheduling, click Appointment types.
  2. Click New type of group class.
  3. Fill out the group class settings.
  4. Click Create appointment type.
  5. Offer the class on your calendar so clients can book.
Tip: When there are no upcoming offerings of a group class type, Scheduling moves the type to a Classes not offered category at the bottom of the appointment type list.

Offer a group class

After you create a group class type, offer the group class to put it on your calendar and open it to clients.

To offer a class:

  1. In Scheduling, click Appointment types.
  2. Click the group class you want to offer.
  3. Click Offer Class.
  4. Choose the date and time of the group class. If you have more than one calendar, also choose which calendar should offer the group class.
  5. If you want the class to recur, click Recurring… and choose how often and how many times the class should repeat.
  6. Click Save class.
  7. Repeat these steps for any other dates and times that you want to offer the class.

Keep in mind:

Class settings

Setting

Required?

Notes

Name

Yes

None

Duration

Yes

None

Price

No

If you leave the price blank or set it to zero, Scheduling will make the class free to clients.

Category

No

None

Color

No

This controls how scheduled group classes appear on the Scheduling panel’s appointment calendar. If you’ve created categories, you’ll be able to edit this setting as you create a new group class. If you don’t have any categories, Scheduling assigns a color at random. To manually choose a color, edit the group class type.

Picture

No

This displays on your scheduler.

Access

Yes

Choose if the class is public or private. Set to public by default.

Group Class

Yes

This box is checked by default. Unchecking it converts the group class to a non-class appointment type.

Max number of people

Yes

Set to eight by default. If left at zero or blank, Scheduling converts the group class into a non-class appointment type.

Clients must sign up for all the times this is offered

No

Checking this box makes the class a series.

Forms

No

Choose which of your forms clients fill out when booking this group class.

Edit a group class

Edit a group class the same way you would any other appointment type. To edit a class:

  1. In Scheduling, click Appointment types.
  2. Click Edit for the appointment type you want to update.
  3. Make your changes.
  4. Click Update appointment type.

Make an existing appointment type a group class

You can convert a regular appointment type to a group class, or a group class to a regular appointment type, using the Group class setting. To access the Group class setting, click Edit next to the appointment type you want to convert. Check the This is a class or group event box to make the appointment type a group class. Uncheck it to make the appointment type a regular appointment type. Click Update appointment type when you’re done.

Class series

If you check Clients must sign up for all the times this is offered when creating or editing a group class type, it becomes a series. When clients start booking this type of class, Scheduling automatically loads all the class dates for them, rather than having them pick from the dates and times the group class is offered. When they complete booking, they’re signed up for all of the group classes in the series.

The price set for a group class series is the total cost for all sessions in the series, not the cost for each session.

Once the date and time of the first group class in a series passes, Scheduling stops allowing clients to sign up for the series and removes it from your scheduler.

How clients see classes

Scheduling shows your classes and all other active appointment types on your scheduler. You can also send clients a direct link to a list of all the classes you currently offer.

If a client tries to book a class they’ve already signed up for, Scheduling shows them a warning, but lets them keep going if they wish.

How classes appear in your appointment calendar

Scheduling shows group classes if you look at the appointment calendar in daily or weekly view. If you open the appointment calendar in monthly view, Scheduling includes a note on each day that has a group class. Selecting the day brings up the group class details.

Tip: If you sync to a third-party calendar, every person who signs up to attend a group class shows up in the third-party calendar as an individual appointment.

Have clients book multiple spots in a class

If you want clients to bring their friends to your class, give them the option of booking more than one spot when signing up. When clients click the group class name, a Quantity field appears so they can book multiple spots. When Scheduling shows clients times the class is available, it includes the number of open spots.

Note:Clients won’t be able to book multiple spots if the group class they’re booking is part of a series.

To enable this feature:

  1. In Scheduling, click Customize appearance.
  2. Click Scheduling page options.
  3. Check the box for Classes: Allow clients to book multiple spots, then click Save changes.

Email all group class attendees

To update everyone who's signed up for a group class, you can email all the attendees. From the group class details, click Email attendees. Scheduling prompts your email program to open a new message. The subject and message body is blank, and the email addresses of all group class attendees are entered in the To: field.

Note: If the class has more than 100 people booked, the Email attendees function won’t work. Instead, use the Export panel to export a list of all appointments on that day, then copy the email addresses from the spreadsheet that Scheduling creates.

Delete and cancel group classes

Deleting a group class cancels the appointments of all clients signed up for that class. You can delete a single session, or delete many group classes of the same group class type at once.

If you delete a group class that’s upcoming or less than 24 hours in the past, Scheduling notifies the affected clients. If the class is more than 24 hours in the past, Scheduling doesn’t notify the clients.

Note: Once you delete a group class, it can’t be restored. If you accidentally delete a group class, you’ll need to offer a group class at that time again, then manually rebook your clients. After you offer the new class, you can do this by following the steps to book an appointment for a client, or by clicking the new class, then clicking +Attendee.

To delete one group class:

  1. In Scheduling, go to your appointment calendar, navigate to the date of the class and click on the class.
  2. Click Delete class.
  3. Type DELETE, then click OK.

To delete multiple group classes at once:

  1. In Scheduling, click Appointment types.
  2. Click the name of a group class type.
  3. Check the boxes for the group class sessions you’d like to delete, then click Delete selected classes.
  4. Type Delete, then click OK.
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Using group classes in Scheduling