Your class schedule
Recurring weekly classes, how real sessions are generated from them, and what an edit does to the weeks ahead.
Your schedule is a set of recurring weekly rules — "Kids Karate, Tuesdays, 5:00 to 5:45, with Sam". Everything you actually interact with day to day — attendance sheets, the kiosk's class list, the family schedule, the instructor view — is generated from those rules.
Classes then Schedule is the screen, and it has two tabs.
| Tab | What it is |
|---|---|
| Calendar | The generated classes, laid out by month or week. This is what everyone else sees. |
| Schedule Template | The recurring rules themselves. This is what you edit. |
Adding a class to the template
Open the template
Classes then Schedule → Schedule Template → Add Class.
Fill in the six fields
Field Notes Day of Week One day. A class that runs Tuesdays and Thursdays is two entries, not one. Program Required. Only active programs are offered. The program decides who is on the roster. Start Time / End Time End must be after start. The end time also closes kiosk check-in — see below. Max Capacity Optional. Recorded on every generated class, but nothing is currently blocked when it is exceeded. Instructor Optional. Anyone with an owner, admin or instructor role at your studio can be picked. Create
The class appears in the weekly grid under its day, showing the program name, the time, the instructor's name and photo, and the capacity if you set one.
The grid is seven columns, Monday to Sunday. Click any card to edit it; the Remove button on the card takes it off the schedule after a confirmation prompt.
Remove is not a delete
Removing a class takes the rule off the schedule so no further classes are generated from it. Classes that have already been generated from that rule — including any attendance already recorded against them — stay exactly where they are.
Where the actual classes come from
You never create a class instance by hand. The app generates them from the template the first time somebody looks at a date range that needs them — opening a month on the Calendar tab, or opening Classes then Attendance for a week — creates every class in that range that does not already exist.
Two consequences worth knowing:
- A brand-new schedule entry shows up straight away for the weeks you are currently looking at. You do not have to wait for anything.
- Generating the same range twice never duplicates a class. Each rule produces at most one class per date.
Editing a class that already has generated dates
Editing a template entry updates the rule and pushes the change down onto every class already generated from it that is:
- dated today or later, and
- not cancelled.
So reassigning the instructor on a Tuesday class immediately puts the new instructor's name on every upcoming Tuesday — and, importantly, on their own Classes then Attendance list, so they can take the register for a class they have just been given.
Classes in the past are never rewritten. Who taught last Tuesday's class is a historical fact, and a template edit today must not change it.
Moving a class to a different day is the exception
Day of Week is deliberately not pushed down. Change a class from Tuesday to Wednesday and the app starts generating Wednesday classes — but the Tuesday classes that were already generated stay on the calendar.
After moving a class to a different day, look at the next few weeks on the Calendar tab and check for leftovers on the old day. The cleanest approach when a class genuinely moves is to remove the old entry and add a new one.
If a save only partly succeeds you get an explicit message — "The class was updated, but some upcoming sessions may not have picked up the change" — which means the rule is correct but you should look over the coming weeks.
The Calendar tab
Month and week views, with Today and arrow buttons to move around, and an agenda list on a phone. Each class is coloured by program.
Trial activity is flagged here so you are never surprised by a stranger on the mat: a one-to-one intro session is badged Trial with the prospect's name underneath, and an ordinary class that has trial students booked in shows "2 trial students". See Trials.
Clicking a class on the calendar takes you straight to its attendance sheet.
What the schedule feeds
| Where | What it uses |
|---|---|
| Classes then Attendance | One day at a time, with a Take Attendance button per class. |
| The kiosk | Only today's classes, and only within the check-in window — from one hour before the start time until the end time. |
| The family and instructor schedules | The same generated classes, filtered to their own students or their own classes. |
| Trials | A prospect can be booked into any real upcoming class. |
Because the kiosk closes check-in at a class's End Time, a rounded-up end time is not harmless: set it to when the class actually finishes.
An empty schedule means an empty attendance calendar
If Classes then Attendance says "No sessions scheduled for this date", the usual cause is that no template entry covers that weekday — not that something failed. Check the Schedule Template tab first.
What you cannot do yet
- There is no way to cancel a single class from the app. Snow day, public holiday, instructor off sick — the class stays on the calendar and on the kiosk. Tell families directly, and simply don't take attendance for it. (The one exception is a trial's one-to-one intro session, which is cancelled by cancelling the booking that created it.)
- There are no exceptions or one-off classes on the recurring schedule. The only way to create a one-off class is the Schedule 1:1 intro session action on a trial, which is designed for a single prospect.
- Max Capacity is recorded but not enforced. Nothing stops a class filling past it.
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