Class/Appointment Calendar
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      3. Class/Appointment Calendar

      Class / Appointment Registrations

      Learn how different settings can affect registrations and how to manage your class rosters.

       

       

       

      Overview

      Depending on parameters set during class setup, members can register for classes in different ways. You can also easily manage and communicate with class registrants.

      Permissions and Accessibility

      Staff Access:

      • Admin
        • Full Access
      • Manager
        • Full Access
      • Staff
        • Access to the public POS for class registration

      MyStudio Plan Restrictions:

      • None

      Specifications

       

      Registering

      Settings

      There are many settings during class/appointment creation that will affect how a class is seen or accessed during registration.


      Enable member registration functionality: If this is turned off, customers will see the class in the public point of sale and member app, but will not be able to register for them.

       

       

      Drop-in Pricing: If this is turned on, classes cannot be scheduled as ongoing. You will also have to set the following additional settings:
        • Waive drop-in fees for specific programs/trials: If this is turned on, members will be required to sign into the member app to connect the class registration to the program or trial that waives the cost. If cost is waived, the class can be scheduled as ongoing.
        • Drop in price: enter the amount customers will pay for the class during registration.
        • Show drop-in price in calendar: if this is set to yes, customers can see the price of the class before attempting registration.

       

       

      Would you like to set registration access? : if this is set to yes, members will be required to sign into the member app to connect the class registration to the program or trial that is allowed to register. In the SPOS, members have to be searched for. You will also have to set the following additional settings if it is set to yes:
        • Hide this section from those who do not have access: if this is set to yes, class will not be visible in the public point of sale or in member accounts that are not registered for a selected membership or trial.
        • Use program attendance requirements: if this is set to yes, attendance limits follow those set in services and products > programs. Class/appt weight determines how many classes equate to 1 attendance. For example: a weight of 1 is equal to 1 class per attendance and a weight of .5 is equal to 2 classes per attendance. Members will be prevented from registering for more than the attendance requirement, but the staff POS can override this.

       

      Allow ongoing registrations: if this is set to yes, customers can register for an ongoing schedule of classes. Customers will be required to login to the member app in order to register for ongoing. The staff POS will have a check-box to select during registration. If there is a future date in the ongoing schedule that is unavailable, the system will show these.
        • Allow customers to schedule ongoing registrations: if this is set to yes, customers will be able to register for ongoing registrations themselves. If this is set to no, ongoing registration will only be available in the staff POS.

       

       

      Capacity and waitlist: 
        • Set Capacity: if this is set to yes, then members can only register up to the capacity limit. The staff POS can override this.
        • Show spaces remaining: if this is set to yes, then customers can see how many spots are remaining for the class before attempting registration.
        • Enable Waitlist: if this is set to yes, then when a class is full, customers can register for the waitlist instead and wait for a spot to open up.

       

       

      Other Factors

      Other factors that may prevent registration include:

       

      Blockout Dates: These are set in services and products > class schedule > blockout dates, indicating the class is unavailable for a certain date or date range.

      Unpaid payment: If a member is delinquent on a membership payment, the system will block registration. The staff POS can override this, but it will only override for the initial date selected. The member will not be able to register for ongoing.

      Already registered: The system will not allow duplicate registrations of classes.

       

      Management

      Class Schedule

      Customers who have registered for classes and appointments will appear in the rosters listed in operations > class/appointment Calendar. This list is ordered by date and you can click on a drop down for a class to see the rosters for different class times.

       

       

      In the roster page, you can do the following:

      • Mobile Message
      • Email
      • Export Selection
      • Update Attendance: clicking this will bring you to a new page where you can check that the class is connected to the correct program you want to add attendance to. Once verified, you can click log attendance.

       

       

      In the attendees table, some important columns to note are:

      • Buyer: clicking on the buyer name will prompt you to be redirected to the participant profile, cancel (delete) the registration, or reschedule the registration.
        • Delete: if this is a recurring registration option, clicking this will ask you whether you want to delete just the one class time registration or this and all future registrations for the member for this class schedule.
        • Reschedule: if this is a recurring registration option, clicking this will ask you whether you want to reschedule only this selected class time and date or this and all future registrations for the member for this class schedule. So if a member wants to change an ongoing registration from Tuesdays to Wednesdays, they can reschedule the whole list.
      • Email: clicking this will pull up the email creation sidebar.
      • Registration date: this date will say “(Recurring)” next to it if the schedule was ongoing





      You can also switch to the Waitlist section to view all members who are on the waitlist for the full class. On this page you can do the following:

      • Mobile Message
      • Email
      • Export Selection

       

      In the waitlist table, some important columns to note are:

      • Buyer: clicking on the buyer name will prompt you to be redirected to the participant profile, register the participant to the class, remove the customer from the waitlist.
        • Register participant: this will redirect you to the POS to proceed with the registration whether the class is still full or not.
        • Remove from waitlist: this will remove the participant from the waitlist.
      • Email: clicking this will pull up the email creation sidebar.

       

       

      You can also search for a particular member by clicking “search participants” in order to see all of that particular student’s future classes.

       

       

      Primary and Participant Profiles

       

      Class registrations can also be seen in the primary and participant profiles in All Customers > Primary Customers or All Participants > Click on the buyer or participant name > Summary.

       

      In the primary customer profile, you can see all class/appointments associated with the buyer or participant. Classes that are an ongoing schedule will say “(Recurring)” next to the registration date. This class/appointment list can also be filtered by:

      • Status:
      • Upcoming: you can choose to cancel or reschedule any of the listed classes
          • Completed: lists classes that have attendance and the date has passed. You can delete any of these listed.
      • Canceled
        • Waitlisted: lists the classes that the student is waiting for an open spot for. You can remove the participant from any of the listed classes’ waitlist
      • From: select the date you want to begin the list from
      • Going forward/back:
        • 30 days
        • 60 days
        • 90 days

       

      Member App

      Members can see a full list of each participant’s class registration list in the member app in the three lines > my account > purchase summary > class schedule.

       

       

      They can also view these organized by participant in the participants section. If you have allowed members to register for classes themselves, they will also be able to cancel or reschedule the class time themselves. This can be for either only this class or this and all ongoing future classes.