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In a nutshell, the schedule system provides a visual calendar interface where you can view all classes and bookings, create new ones by clicking on time slots, and manage your club’s daily operations.

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Overview

The schedule management system is your central hub for viewing and managing all club activities. It combines classes, bookings, instructors, and areas into a unified calendar view that makes it easy to see what’s happening when and where. Key capabilities:
  • Visual Calendar: Day and week views of all activities
  • Resource Management: View classes, instructors, and areas as separate resources
  • Quick Creation: Click on time slots to create new bookings or classes
  • Real-time Updates: See changes immediately across all views
  • Filtering: Show or hide specific resources to focus on what matters
  • URL Sharing: Share specific dates and views via URL parameters

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Viewing the Schedule

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Accessing the Schedule

  1. Navigate to Operations → Schedule in the admin panel
  2. The schedule opens to today’s date in day view
  3. Use the mini calendar on the left to navigate dates
  4. Switch between day and week views using the view buttons

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Understanding the Calendar Layout

The schedule displays:
  • Time Slots: 30-minute intervals from 6 AM to 10 PM
  • Resource Columns: Classes, instructors, and areas as separate columns
  • Events: Bookings and classes shown as colored blocks
  • Navigation: Previous/next day or week buttons

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Calendar Views

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Day View

  • Shows a single day with all resources
  • Perfect for detailed daily planning
  • Click on time slots to create new activities
  • See all bookings and classes for one day

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Week View

  • Shows Monday through Sunday
  • Great for weekly planning overview
  • See patterns and conflicts across the week
  • Click on any day’s time slot to create activities

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Creating Activities

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Adding New Bookings

  1. Click “Add Booking” in the top right
  2. Or click on a time slot in an area or instructor column
  3. Fill in the booking details:
    • Member: Select from your contacts
    • Area/Instructor: Choose the resource
    • Date & Time: Confirm the selected time
    • Duration: Set how long the booking lasts
  4. Click “Save” to create the booking

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Adding New Classes

  1. Click “Add Class” in the top right
  2. Or click on a time slot in the Classes column
  3. Fill in the class details:
    • Class Name: Descriptive title
    • Instructor: Assign an instructor
    • Date & Time: Confirm the selected time
    • Duration: Set class length
    • Capacity: Maximum participants
  4. Click “Save” to create the class

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Quick Slot Creation

  1. Click on any empty time slot
  2. The system automatically:
    • Sets the start time to the slot time
    • Sets the end time to 30 minutes later
    • Pre-selects the appropriate resource
  3. Fill in the remaining details and save

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Managing Resources

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Resource Types

The schedule shows three types of resources:
  • Classes: Group activities and fitness classes
  • Instructors: Individual staff members and coaches
  • Areas: Physical spaces like courts, rooms, and fields

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Filtering Resources

  1. Use the Resource Filter Panel on the left
  2. Toggle resources on/off to focus on specific types
  3. Show only instructors, only areas, or any combination
  4. Changes apply immediately to the calendar view

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Resource Colors

  • Each resource gets a unique color for easy identification
  • Colors are automatically generated based on resource names
  • Classes, instructors, and areas have different color schemes
  • Colors help distinguish between different types of activities

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Date Navigation

  1. Mini Calendar: Click any date to jump to that day
  2. Navigation Buttons: Use previous/next arrows
  3. Week Selection: Click and drag on mini calendar for week view
  4. Today Button: Quickly return to current date

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View Switching

  1. Day View: Click the day button for single-day view
  2. Week View: Click the week button for weekly overview
  3. URL Parameters: Views are saved in the URL for sharing

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Event Interaction

  1. Click Events: Click any booking or class to edit it
  2. Hover Details: Hover over events to see basic information
  3. Drag Selection: Click and drag to select multiple time slots
  4. Clear Selection: Click elsewhere to clear selections

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Common Tasks

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Daily Planning

  1. Open the schedule in day view
  2. Review all activities for the day
  3. Check for conflicts or gaps
  4. Add new bookings or classes as needed
  5. Verify instructor assignments

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Weekly Overview

  1. Switch to week view
  2. See the full week’s schedule at a glance
  3. Identify busy and quiet periods
  4. Plan for upcoming activities
  5. Check instructor availability

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Resource Management

  1. Use filters to focus on specific resources
  2. Check instructor schedules for conflicts
  3. Monitor area usage and availability
  4. Plan maintenance or cleaning times

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Quick Booking

  1. Click on an empty time slot
  2. Select the member from the dropdown
  3. Confirm the time and duration
  4. Save the booking instantly

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Tips & Best Practices

  • Regular Updates: Check the schedule frequently for changes
  • Resource Filtering: Use filters to focus on what you need to see
  • Color Coding: Learn the color patterns to quickly identify resource types
  • URL Sharing: Share specific dates with staff using the URL
  • Quick Creation: Use time slot clicking for faster booking creation
  • Conflict Checking: Always check for scheduling conflicts before confirming

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Troubleshooting

Issue: Schedule not loading Solution: Refresh the page and check your internet connection Issue: Cannot create booking in time slot Solution: Ensure the resource (area/instructor) is available and active Issue: Events not showing up Solution: Check the date range and resource filters Issue: Wrong time zone displayed Solution: Check your organization’s time zone settings Issue: Cannot switch between day/week view Solution: Clear your browser cache or try a different browser Issue: Resource colors not showing Solution: Refresh the page - colors are generated dynamically