Run classes and a timetable

Group classes such as spin, yoga or strength run from a weekly timetable. Every date is its own class with its own places, roster and waitlist. Open Services → Classes.

#Before you start

• Add the class under Services with the type Group class. Its length, price and places are the defaults for every date. See Services.
• Instructors are staff resources and studios are room resources. See Resources and hours.
• The timetable and the settings need settings access (owners and managers). Staff who can manage bookings run rosters and change or cancel single classes.

#Build the timetable

1. Open Services → Classes and the Timetable tab.
2. Click Add class time.
3. Pick the Class, the Day and the time it Starts.
4. If this time differs from the service, change Length (minutes) or Places. Pick an Instructor and a Room, and add a Location label if you run more than one site.
5. Click Save.

Nola adds the class to the calendar for the number of weeks set in the Settings tab (four by default), in your business time zone, so clock changes don't move it. A daily job keeps adding new weeks. Nola skips a date when you're closed (a closure or holiday block) or the room or instructor is already busy, and tells you how many dates it skipped.

When you edit a time, the change applies to dates nobody has booked yet. Dates with bookings or a waitlist, and dates you changed by hand, keep their old details, and Nola tells you how many it kept. When you remove a time, dates people already booked stay on the calendar.

#Classes on the calendar

Each class reserves its room and its instructor. On the calendar it shows as one block in their columns, with the class name, the places taken and the instructor. Click it to open the class. Lessons and other bookings can't use that room or instructor at the same time, and coach lessons don't offer those times. People booked into the class don't take a resource of their own.

#See who's coming

The Upcoming tab lists the classes of the next two weeks with places taken and the waitlist size. Click a class to open Who's coming. Each person shows their plan, First visit if they're new, and Check health when their health form needs a look.

• Click Mark here when someone arrives. A door or desk check-in marks people automatically when their class starts within 15 minutes or is under way.
• Click No-show for someone who didn't come. This works once the class has started, and the no-show fees and strikes from your booking rules apply. To mark no-shows automatically, set Mark no-shows this long after the end (minutes) in the settings.
• To add a walk-in or a phone booking, type in Add someone, then click Add next to the client. This works until the class ends, so late arrivals can be added too. Their membership or pack is used when it covers the class. Otherwise they pay at the desk.

Instructors who only see their own calendar can add people only to the classes they teach.

#Change or cancel one class

• Change: move the time, set a Substitute, change the room or the places, or add a Note. Tick Tell the people booked to send them the change. That date then stops following the timetable.
• Cancel class: everyone booked is told, with your Reason if you give one. Plan visits come back, payments are refunded and the waitlist closes. Card payments go back to the card when When you cancel a class, refund is set to the original payment. Cash, terminal and invoice payments go to the client's wallet.
• Add a one-off class on the Upcoming tab: a workshop or extra class on a single date.

#Waitlist for a class

When a class is full, members can join its waitlist from the class timetable. Each date has its own waitlist. When someone cancels, Nola fills the place following When a place frees up:

• Book the next person whose plan covers it: the first person in line whose membership or pack covers the class is booked straight in and told. Anyone who would have to pay gets the place held instead.
• Hold the place and ask the next person: the place is held for Hold a place for (minutes). The member accepts it under Account → Classes. If they don't, it goes to the next person.

Nobody else can book a held place. Nola stops filling places Close the waitlist this long before the start (minutes). On the Waitlist page, Offer this slot on a class entry holds a place for that person, but only when one is free.

#Booked every week

Members who are already your clients can click Book every week on a class in the timetable. Nola books them into every new date of that class as it's added, as long as their plan covers it and there is room. If a date is full or not covered, they get a message saying why. They pause or stop it under Account → Classes.

#Settings

#Training groups

Sessions of your training groups also appear on the calendar as classes and keep their coach and court busy. People join them through the group, not through the class timetable.

#Related

• Book a class (what your members see)
• Plans
• Waitlist
• Calendar