Introduction:
This guide will walk you through creating, managing, and customizing your session schedule. You’ll learn how to view your weekly schedule, create new sessions, manage recurring sessions, and use features like duplication and filtering to streamline your process.
Process description:
The purpose of this process is to efficiently manage your gym or studio schedule, ensuring sessions are properly set up, visible to members, and easy to adjust. By following these steps, you can maintain an organized and accurate schedule that supports both staff and member needs.
Gathering materials/resources:
- List of session names and descriptions.
Session times, durations, and recurrence details. - Assigned coaches and access groups (if applicable).
- Rooms where sessions will take place.
Step-by-step instructions:
Viewing your schedule:
- Open the schedule view to see a week’s worth of sessions.
- Adjust the week date range using the top-left selector.
- Click Today to quickly return to the current week.
- Use filters to view sessions by coach, room, or program.
- Click a session to view details, including program type, day, time, location, registrations, waitlist, and check-ins.
Managing sessions:
- Click on a session to open up the session view. From the session view, you can:
- Manage members for check-ins.
- Edit session details.
- When editing a session, you can change the name, duration, attendance cap, or other details. Choose whether edits apply to just this session or this and all future sessions.
- Copy or duplicate sessions.
- Delete sessions: Choose to delete only this session or this and all following sessions in a recurring series.
Creating a new Group Session:
-
Select Session Type
At the top of the form, choose: Group Session.
-
Enter Session Name
In the field labeled Group session name, type a descriptive name for the session (visible to members in app).
Optionally, add a Group session description (also visible on the member app).
-
Set Date and Time
Click the calendar icon under Start date & duration to choose the session date.
Select the start time and end time using the time fields.
-
Enable Recurring (Optional)
If this session repeats on a regular schedule (e.g., weekly), toggle the Recurring switch on.
Select the days of the week for the recurrence.
If the session has a limited recurrence, set an end date.
-
Assign a Coach (Optional)
Click the Coach dropdown and select the trainer leading the session.
-
Assign Access Groups
Click the Session access groups dropdown to control which members can join the session.
-
Set Class Type and Attendance Cap
Select the Class Type and set the attendance cap for the session.
Toggle the Waitlist Available? option on or off if desired.
-
Verify Location Information
Location Type will display as Physical by default.
Location should automatically show your gym’s name.
If there are multiple Rooms, choose the appropriate one from the Room dropdown.
-
Save the Session
Review all details to ensure accuracy.
Click Add Session to save.
To exit without saving, click Cancel.
Creating a Private Training session:
-
Select Session Type
At the top of the form, choose “1:1 private training.”
-
Enter Session Name
In the field labeled “1:1 private training name here,” type a descriptive name for the session.
-
Set Date and Time
Click the calendar icon under Date time to choose the session date.
Select the start time and end time using the time fields.
-
Enable Recurring (Optional)
If this session repeats on a regular schedule (e.g., weekly), toggle the Recurring switch on.
Additional fields will appear to set the recurrence pattern.
-
Assign a Coach
Click the Coach dropdown and select the trainer leading the session.
-
Select a Member
Click the Member dropdown (person icon) and choose the member who will attend this private session.
-
Confirm Member’s Plan
Once a member is selected, their plan will automatically appear in the Member’s plan field.
Verify that it’s the correct plan for the session type.
-
Verify Location Information
Location Type will display as Physical by default.
Location should automatically show your gym’s name.
If there are multiple Rooms, choose the appropriate one from the Room dropdown.
-
Save the Session
Review all details to ensure accuracy.
Click Add session to save.
To exit without saving, click Cancel.
Using duplication to save time:
- Duplicate an existing session to quickly create multiple sessions with similar settings.
- Adjust only the details that differ, such as time or coach.
Tips and best practices:
- Use the Today button to always return to the current week.
- Apply filters to easily navigate a busy schedule.
- When editing or deleting recurring sessions, carefully choose whether changes apply to a single session or the entire series.
- Utilize the duplicate function to streamline onboarding and session setup.
- Always check the session details (coach, room, attendance cap) before saving.
Next steps:
- After creating sessions, monitor registrations and waitlists.
- Make adjustments as needed to accommodate member demand or schedule changes.
- Use reports or session data to optimize future scheduling.
Additional information:
- Recurrent sessions share descriptions across all instances unless individually edited.
- Deleted sessions can impact attendance tracking, so verify before removal.
- See: How do I control which membership plans can access specific classes?