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In a nutshell, the class management system lets you create, schedule, and manage fitness classes, group activities, and training sessions with instructor assignments, capacity limits, and booking tracking.

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Overview

The class management system provides comprehensive tools for organizing and managing all types of group activities at your club. You can create one-time or recurring classes, assign instructors, set capacity limits, track bookings, and manage waitlists. Key capabilities:
  • Class Creation: Set up one-time or recurring classes with full details
  • Instructor Assignment: Assign instructors to classes and track their schedules
  • Capacity Management: Set maximum capacity and track current bookings
  • Recurring Classes: Create repeating classes with flexible scheduling
  • Booking Integration: Seamless integration with the booking system
  • Waitlist Management: Handle overflow when classes reach capacity
  • Status Tracking: Monitor class status (upcoming, past, cancelled)

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Managing Classes

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Viewing All Classes

  1. Navigate to Operations → Classes in the admin panel
  2. Use the tabs to filter classes:
    • All: All classes in your system
    • Upcoming: Future classes only
    • Past: Completed classes only
  3. Click on any class to view detailed information

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Understanding the Classes Grid

The classes grid shows:
  • Class Name: Title of the class
  • Date & Time: When the class occurs
  • Instructor: Assigned instructor name
  • Capacity: Current bookings vs maximum capacity
  • Price: Class cost (or “Free”)
  • Status: Current class status
  • Actions: View details, edit, or delete options

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Creating New Classes

  1. Click “Add Class” in the top right
  2. Fill in the class details:
    • Class Name: Descriptive title
    • Description: Detailed class information
    • Sport: Type of activity
    • Instructor: Select from available instructors
    • Club: Choose the location
    • Date & Time: Start and end times
    • Duration: Class length (auto-calculated)
    • Max Capacity: Maximum number of participants
    • Price: Cost per person (or set as free)
    • Recurrence: Set up repeating classes if needed
  3. Click “Save” to create the class

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Class Types

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One-Time Classes

  • Single occurrence classes
  • Perfect for special events or workshops
  • Easy to create and manage

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Recurring Classes

  • Repeat on a schedule (daily, weekly, monthly)
  • Set start and end dates
  • Automatically creates multiple class instances
  • Great for regular fitness classes

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Class Details

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Viewing Class Information

  1. Click on any class in the grid
  2. View comprehensive class details:
    • Class Information: Name, description, sport, instructor
    • Schedule: Date, time, duration, recurrence
    • Capacity: Current bookings vs maximum capacity
    • Statistics: Total bookings, confirmed, pending counts

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Class Statistics

The class details page shows:
  • Total Bookings: All bookings for this class
  • Confirmed: Bookings that are confirmed
  • Pending: Bookings awaiting confirmation
  • Current Bookings: Real-time booking count
  • Remaining Seats: Available capacity

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Managing Class Bookings

  1. In the class details page, scroll to “Class Bookings”
  2. View all bookings for this class
  3. Add new bookings by clicking “Add Booking”
  4. See member details, booking status, and payment information

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Waitlist Management

  1. When a class reaches capacity, members can join the waitlist
  2. View waitlist entries in the “Waitlist” section
  3. Add members to waitlist manually if needed
  4. Move waitlist members to bookings when spots open

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Recurring Classes

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Setting Up Recurring Classes

  1. When creating a class, enable “Recurring”
  2. Choose recurrence pattern:
    • Daily: Every day
    • Weekly: Specific days of the week
    • Monthly: Same date each month
  3. Set start and end dates for the series
  4. The system creates individual class instances

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Managing Recurring Series

  • Edit the parent class to update all instances
  • Individual instances can be modified separately
  • Cancel specific instances without affecting the series
  • View all instances in the classes list

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Common Tasks

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Setting Up Weekly Fitness Classes

  1. Create a new class with your preferred name
  2. Set the first occurrence date and time
  3. Enable weekly recurrence
  4. Choose the days of the week
  5. Set an end date for the series
  6. Assign an instructor and set capacity

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Managing Class Capacity

  1. Set appropriate maximum capacity for each class
  2. Monitor current bookings in real-time
  3. Use waitlist when classes are full
  4. Adjust capacity if needed for popular classes

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Instructor Scheduling

  1. Assign instructors when creating classes
  2. View instructor availability and conflicts
  3. Track instructor workload across multiple classes
  4. Ensure proper coverage for all classes

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Handling Cancellations

  1. Cancel individual class instances
  2. Cancel entire recurring series
  3. Notify booked members automatically
  4. Move waitlist members to available spots

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Tips & Best Practices

  • Consistent Naming: Use clear, descriptive class names
  • Capacity Planning: Set realistic capacity limits based on space and instructor ability
  • Recurring Setup: Use recurring classes for regular activities to save time
  • Instructor Assignment: Always assign instructors to classes
  • Price Setting: Consider different pricing for different class types
  • Waitlist Management: Monitor waitlists and move members when spots open

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Troubleshooting

Issue: Cannot create recurring class Solution: Ensure you have set both start and end dates for the recurrence Issue: Class not showing in upcoming tab Solution: Check the class date and time - past classes appear in the “Past” tab Issue: Cannot assign instructor Solution: Verify the instructor exists and is active in your system Issue: Capacity not updating Solution: Refresh the page - capacity updates in real-time but may need a refresh Issue: Recurring class instances not created Solution: Check the recurrence settings and ensure dates are valid Issue: Cannot delete class with bookings Solution: Cancel or move all bookings before deleting the class