Class Booking in Calendars: A Comprehensive Guide

Class Booking in Calendars: A Comprehensive Guide

A class booking is a one-to-many calendar setup that allows multiple attendees to join a single event. This setup is ideal for hosting events like:

• Webinars and workshops

• Training sessions

• Sports events

In this guide, you’ll learn about the benefits of using a Class Booking Calendar and how to set one up.

Why Use Class Booking Calendars?

Class Booking Calendars provide several advantages when managing events with multiple participants:

1. Efficient Organization:
Class Calendars streamline event management by enabling you to create one booking that accommodates multiple invitees, simplifying the scheduling process.

2. Customizable Capacity:
You can set the number of available slots to control class size, ensuring an optimal environment for learning or participation.

3. Centralized Management:
Manage bookings, cancellations, and rescheduling in one place, making it easy for the appointment owner to oversee all aspects of the event.

4. Enhanced Communication:
Class Calendars provide clear event details like date, time, and location, reducing confusion and minimizing no-shows.

5. Time-Saving:
By automating the booking process and allowing attendees to cancel or reschedule their appointments, Class Calendars save time for both organizers and participants.

How to Set Up a Class Booking Calendar

Step 1: Add Your Calendar

1. Go to Settings > Calendars.

2. Click on "Create Calendar."

3. Select "Class Booking."

Step 2: Assign a Team Member
Select a team member as the appointment owner, typically the trainer or event host. Add the user by clicking "Add User" and choosing from the dropdown list.
Note: Only one appointment owner is allowed for a Class Booking Calendar.

Step 3: Configure Calendar Details

1. Enter a name for your calendar.

2. Set a unique URL slug for the calendar.

3. Choose your availability and confirm.

Tip: For more options, explore the advanced settings in the “Calendar Setup 101” article.

Managing Rescheduling and Cancellations

Rescheduling a Class:

1. Go to your calendar.

2. Select the meeting you want to reschedule.

3. Click "Reschedule All" to reschedule the appointment for all attendees.

Canceling a Class:

1. Open the appointment.

2. Click "Cancel All."

To cancel or reschedule for a specific attendee, click the options next to their name and choose "Cancel" or "Reschedule" accordingly.

Customizing Cancellation and Rescheduling Links:
Businesses can define when these options are available on the booking widget:

1. Go to the "Notifications and Additional Options" section.

2. Enable "Allow Cancellation" and "Allow Rescheduling."

3. Set a time range after which the links will be disabled.

Note: If you integrate third-party calendars like Google Calendar or Outlook, class bookings will appear as separate events for each attendee in those calendars.

Displaying Available Seats in Class Booking Calendars

To show available seats per slot in your booking widget:

1. Access the calendar's settings in the CRM.

2. Click "Edit" and go to advanced settings.

3. Under "Customizations," toggle the "Show seats per slot" option to ‘on.’

4. Save your changes.

Key Points:

1. The "Show seats per slot" feature is exclusive to Class Booking Calendars and Neo widgets in the CRM.

2. Seats per slot are displayed only when the "Seats per class" setting is more than one.

3. This setting is enabled by default for all new Class Booking Calendars.

Frequently Asked Questions (FAQs)

1. How can I cancel or reschedule a class appointment?
You can cancel or reschedule by going to the calendar, selecting the class booking, and using the available options to make changes.

2. Can I cancel or reschedule for a single attendee?
Yes, click the options menu next to the attendee’s name, where you’ll find the option to cancel or reschedule specifically for that contact.

3. Can I book a class appointment directly with contacts?
Yes, click on "Book Appointment," select the contact, choose the class booking calendar, pick a time slot, and confirm the appointment.

4. Can attendees cancel or reschedule a class booking?
Enable the "Allow Cancellation" and "Allow Reschedule" options in the Confirmation Tab within Calendar Settings to let attendees manage their appointments.

Class Booking Calendars offer a structured and flexible approach for managing events with multiple participants. Start leveraging these tools today for seamless event coordination and improved communication.