How do I create a schedule?
This article will explain how to create schedules for your classes and events
Depending on how your classes and events are managed, schedules can be set up to recur indefinitely, or for a fixed amount of time.
If you are running a one-off event, or sessions that will not reoccur, such as a three-day long activity camp, you can choose to set it up as a 'custom schedule'.
Schedule properties (all schedules)
- 'Schedule name' - Enter an internal name for the schedule, such as 'Wednesday 5-6 years’ (this name will not be visible in your shop)
- 'Product' - a schedule can only be linked to one product, this will be set automatically if creating from the ‘Schedules’ tab of your Products page
- 'Schedule status' – whether the schedule is visible in the shop or not
- 'Location' – which of your addresses the sessions are held at
- 'Room or area' – if you wish to provide further details of the location
Overrides and options
- 'Disable trial bookings' – prevents any trial options being available for this schedule
- 'Maximum capacity' – overrides the capacity set against the product
- 'Let customers choose when they start' – as opposed to forcing the purchase of the next available date onwards
- 'Days before sessions appear in the shop' – how far in advance sessions appear in your shop
- If the schedule hasn’t started yet, this will be how many days in advance of the start date the schedule appears in the shop
How to set up a schedule:
- Navigate to Product management > Schedules
- Click ‘Add schedule’ in the top-right corner
- Choose ‘Recurring schedule or ‘Custom schedule’
- Select your settings, then your dates and times as below, depending on your schedule type
Recurring schedule
- 'Session duration' - how long, in minutes, that the session occurs for
- Sessions can also be ‘All day’
- 'Day and time' - define the day(s) of the week and times your class/event will be running
- This can override the Session duration
Tip: If the sessions occur on different days of the week, it is recommended to create separate schedules for each day. This makes it easier to adjust specific days when necessary, and you can use the 'Save copy as' function to quickly get these set up.
- 'Repeat every' – how often do the sessions repeat
- 'Starts on' – select the starting date
- 'Ends on' – select an end date (for termly/block schedules)
- Or end after a set number of occurrences
- 'Schedule runs continuously' – for rolling schedules which continue to repeat until you choose to end it
Custom schedule
- Session duration - how long, in minutes, that the session occurs for
- Sessions can also be ‘All day’
- Select the date(s) and times your class/event will be running
- This can override the Session duration
Excluded dates
Excluded dates and exclusion calendars allow you to define closed periods in your schedules. Excluded dates will not generate sessions. For more information on setting these up, click here.
Editing schedules
To edit a schedule simply click its name and make the necessary edits before clicking ‘Save’.
Important: In most cases, if a schedule already has registered attendees, you will not be able to modify the date and time of the existing schedule. We'd recommended creating a copy of the current schedule, making the necessary adjustments to the date and time on the copied version, and then moving the attendees to this new schedule.