Schedule & Classes

FineGym's scheduling system lets you create class types, schedule recurring or one-time classes, manage reservations, and view everything on a unified calendar.

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Overview

The scheduling system has three main components:

1. Class Types - Templates that define class properties (duration, capacity, booking rules)
2. Classes - Individual class instances scheduled on specific dates/times
3. Calendar - Visual view of all scheduled classes and events

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Class Types

Class types are templates that define the characteristics of your classes.

Creating a Class Type

Location: Schedule → Class Types → Add Class Type

Click Add Class Type and fill in the details:

Basic Information

Field	Description	Example
Name	Class type name (unique)	"HIIT Training"
Color	Calendar color (hex code)	#FF5733
Description	What the class involves	"High-intensity interval training..."
Duration	Length in minutes	45
Image	Cover photo for the class	Upload JPG/PNG

Free Session Option

Field	Description
Is Free Session	When enabled, classes don't count against limited memberships or punchcards

Use this for:

• Introductory/trial classes
• Special events
• Community classes

Reservation Settings

Control when members can book and cancel:

Reservation Open Time

When members can start booking:

Option	Description
Immediately	Bookable as soon as class is created
15 minutes - 4 weeks before	Opens at specified time before class

Example: Set to "1 week before" so members can only book classes within the next 7 days.

Reservation Close Time

When booking closes:

Option	Description
At start time	Book until class begins
15 minutes - 4 weeks before	Closes at specified time before class

Example: Set to "1 hour before" to give coaches final headcount.

Late Cancellation Cutoff

When cancellations become "late cancels":

Option	Description
At start time	No late cancel penalty
15 minutes - 4 weeks before	Cancellations after this are marked late

Late cancellations may count against usage depending on plan settings.

note

The reservation window must be at least 15 minutes long. For example, you can't have reservations open 30 minutes before and close 30 minutes before.

Attendance Limits

Control class capacity:

Setting	Description
Limit Attendance	Toggle to enable capacity limits
Attendance Limit	Maximum number of reservations

When the limit is reached:

• Class shows as "Full"
• No new reservations accepted
• Members can join waitlist (if enabled)

Managing Class Types

Editing Class Types

Changes to a class type affect:

• Future classes of this type
• How existing classes display

Changes do NOT affect:

• Past class records
• Existing reservations

Archiving Class Types

To stop using a class type:

1. Click the menu on the class type
2. Select Archive
3. Confirm

Archived class types:

• Cannot be used for new classes
• Existing classes remain scheduled
• Can be restored if needed

Deleting Class Types

Class types can only be deleted if:

• No classes have been created with this type

If classes exist, archive instead.

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Scheduling Classes

Creating a Single Class

Location: Schedule → Classes → Add Class

1. Click Add Class
2. Select the Class Type
3. Choose the Date
4. Set the Start Time (end time auto-calculates from duration)
5. Optionally assign a Coach
6. Click Save

Creating Recurring Classes

Schedule multiple classes at once:

1. Click Add Class
2. Select the Class Type
3. Set the Start Date and Start Time
4. Choose Repeats option:
   • Does not repeat (single class)
   • Daily
   • Weekly
5. If repeating, select which days:
   • Monday through Sunday checkboxes
6. Set the End Condition:
   • On a date: Specify end date
   • After occurrences: Number of classes to create

Example: Weekly yoga every Monday and Wednesday for 3 months

• Start Date: January 1
• Repeats: Weekly
• Days: Monday, Wednesday
• End Condition: On a date → March 31

Assigning Coaches

Assign a staff member as the class coach:

1. Select the coach from the dropdown
2. Only staff members appear in the list
3. Coach is optional

Coach assignment:

• Shows on calendar and class details
• Helps with staff scheduling
• Appears in member-facing views

Class List View

Location: Schedule → Classes

View all scheduled classes in a list:

Column	Description
Class Type	Name and color
Date	Scheduled date
Time	Start and end time
Coach	Assigned instructor
Spots	Taken/Available (if limited)
Actions	Edit, View, Delete

Filter by:

• Date range
• Class type
• Coach

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Calendar View

Accessing the Calendar

Location: Schedule → Calendar

The calendar provides a visual overview of all classes and events.

Calendar Views

View	Description
Month	Overview of the entire month
Week	Detailed weekly view
Day	Hour-by-hour view of a single day

Switch views using the buttons in the top right.

Calendar Navigation

• Today: Jump to current date
• Arrows: Navigate forward/backward
• Date picker: Jump to specific date

Calendar Events

Each class appears as a colored block showing:

• Class type name
• Time
• Coach (if assigned)
• Spots filled (if limited)

Calendar Colors

Classes display in the color assigned to their class type. This helps quickly identify different types at a glance.

Filtering the Calendar

Use the filter dropdown to show/hide:

• Specific class types
• Classes by coach
• Events

Clicking Calendar Events

Click any class on the calendar to:

• View details
• See reservations
• Edit the class
• Delete the class

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Managing Class Reservations

Viewing Reservations

Location: Click a class → View Reservations

See who's booked for a class:

Column	Description
Member	Name (links to profile)
Membership	Which plan they're using
Status	Booked, Checked In, Cancelled, No-show
Booked At	When they made the reservation

Adding Reservations (Staff)

Staff can book members into classes:

1. Click Add Reservation on the class
2. Search and select the member
3. Choose their membership (if multiple)
4. Confirm the booking

Useful for:

• Phone reservations
• Walk-in bookings
• VIP member service

Cancelling Reservations

To cancel a member's reservation:

1. Find the reservation in the list
2. Click Cancel
3. Confirm cancellation

The spot becomes available for other members.

Checking In Reservations

Process attendance for a class:

1. View the class reservations
2. Click Check In on each member as they arrive
3. Status changes to "Checked In"

For no-shows after class ends:

1. Click Mark No-Show
2. Reservation status updates
3. May affect member's usage (depending on plan settings)

Reservation Statuses

Status	Description	Usage Impact
Booked	Member has a reservation	No impact yet
Checked In	Member attended	Counts as usage
Cancelled	Member cancelled	Depends on timing
No-Show	Member didn't attend	Depends on plan settings

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Class Settings & Policies

How Membership Restrictions Work

Class access is controlled by membership plans:

Plan Setting	Behavior
All class types	Can book any class
Certain class types	Can only book selected types
No classes	Cannot book any classes

When a member tries to book:

1. System checks their active memberships
2. Verifies the class type is allowed
3. Checks available usage
4. Processes reservation

Overbooking Prevention

When attendance is limited:

• System enforces capacity
• "Full" status shown to members
• No new bookings accepted

Time-Based Access

If a membership has time window restrictions:

• Members can only book classes within their allowed hours
• System validates at booking time

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Editing & Deleting Classes

Editing a Single Class

Click on a class to modify:

• Date and time
• Coach assignment
• (Class type cannot be changed)

Existing reservations are preserved when editing.

Editing Recurring Classes

When editing a class that's part of a series:

• Choose to edit this class only or all future classes

Deleting Classes

To delete a class:

1. Click the class
2. Select Delete
3. Confirm

warning

Deleting a class:

• Removes all reservations
• Notifies booked members (if notifications enabled)
• Cannot be undone

Deleting Recurring Classes

When deleting from a series:

• This class only: Removes single instance
• All future classes: Removes remaining series

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Events

Events are non-class calendar entries for:

• Staff meetings
• Gym closures
• Special occasions
• Workshops

Creating Events

Location: Schedule → Events → Add Event

1. Enter event Name
2. Set Date and Time
3. Add optional Description
4. Choose a Color
5. Save

Events appear on the calendar but don't have reservations.

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Best Practices

Class Type Organization

• Use descriptive names ("Morning Yoga" vs just "Yoga")
• Choose distinct colors for easy identification
• Write helpful descriptions for members
• Upload attractive images

Scheduling Strategy

• Create recurring classes for your regular schedule
• Leave buffer time between classes
• Consider peak hours for popular classes
• Assign coaches for accountability

Capacity Management

• Set realistic attendance limits
• Monitor booking patterns
• Adjust capacity based on demand
• Consider no-show rates

Communication

• Keep class descriptions updated
• Notify members of schedule changes
• Post cancellations promptly

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Troubleshooting

"Cannot delete class type"

Classes exist using this type. Options:

• Archive the class type instead
• Delete all associated classes first

"Reservation window too short"

The time between reservation open and close must be at least 15 minutes.

Member Can't Book Class

Check:

• Membership allows this class type
• Has available usage
• Within booking window
• Class isn't full
• Membership isn't frozen

Class Not Showing on Calendar

Verify:

• Date is within calendar view range
• Class type isn't filtered out
• Class wasn't deleted

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Related Topics

• Membership Plans - Class type restrictions
• Check-Ins & Attendance - Processing class attendance
• Staff Management - Managing coaches
• Appointments - One-on-one bookings