How to Set Up a Class Calendar

How to Set Up a Class Calendar

A class booking is a one-to-many type calendar designed to host multiple participants within a single event. These are ideal for scenarios where you need several invitees to attend a single session simultaneously, such as:

• Webinars and Workshops

• Training Programs

• Sports Events

This guide outlines the benefits of using a Class Booking Calendar and the steps to set it up.

Benefits of Using Class Booking Calendars

1. Efficient Event Management: Class Calendars streamline the process of organizing events with multiple attendees by allowing you to manage all participants within a single booking, simplifying scheduling

2. Customizable Capacity: You can set a limit on the number of participants per time slot, ensuring that your class size is optimal for effective learning or participation.

3. Centralized Control: Manage bookings, cancellations, and rescheduling from one central location, making it easier for the event organizer to oversee all details.

4. Improved Communication: Class Calendars offer a clear overview of event details—such as date, time, and venue—helping to reduce confusion and minimize no-shows.

5. Time-Saving Automation: The automated booking system lets participants reschedule or cancel appointments easily, saving time for both you and your attendees.

Steps to Set Up a Class Booking Calendar

Step 1: Create Your Calendar

1. Go to Settings and navigate to Calendars.

2. Click on Create Calendar.

3. Under the booking types, select Class Booking.

Step 2: Assign a Team Member

To save the calendar, at least one team member must be assigned. For a class or training session, this typically means adding the trainer as the appointment owner.

• Click Add User and select a team member from the dropdown list.

Note: You can only have one Appointment Owner per Class Booking Calendar.

Step 3: Configure Calendar Details

1. Enter a Calendar Name.

2. Set a unique Calendar URL Slug (ensure the slug isn’t already in use by another calendar).

3. Define the Meeting Duration and Seats per Class.

For instance, if you set the maximum number of seats per time slot to 10, up to 10 invitees can book the same slot, such as for a class starting at 1:00 PM. The maximum number of participants can go up to 9,999, though be mindful that conferencing tools like Zoom may have their own attendee limits (e.g., 500 attendees for specific licenses).

4. Select your Availability.

5. Provide a Meeting Location.

6. Click Confirm.

Note: For more customization options, explore the Advanced Settings. You may also refer to our comprehensive "Calendar Setup 101" guide for more details.

Managing Rescheduling and Cancellations

Rescheduling an Entire Class:

1. Go to your calendar.

2. Select the class booking you wish to reschedule.

3. Click on Reschedule All to update the appointment for all attendees.

Canceling an Entire Class:

1. Open the appointment.

2. Click on Cancel All.

Rescheduling or Canceling for Individual Attendees:

For adjustments involving specific participants, locate their name in the attendee list, click the options menu, and choose either Cancel or Reschedule.

Additionally, businesses can specify a time frame within which participants can cancel or reschedule via the booking widget.

1. Navigate to the Notifications and Additional Options section.

2. Enable both the Allow Cancellation and Allow Rescheduling options.

3. Set a time limit for when these options are disabled.

Note: If you have integrated third-party calendars like Google Calendar or Outlook, each class booking will appear as individual appointments in those platforms. For example, if you’ve scheduled a class with 5 participants, Google or Outlook will display 5 separate events for the same time slot.

Seats in a Class Booking Calendar

To display available seats per time slot on your CRM’s booking widget:

1. Open your CRM platform and go to the calendar settings.

2. Click Edit to access advanced settings.

3. Under the Customizations section, find the "Show seats per slot" option.

4. Toggle the switch to ‘on’.

5. Save your changes.

This will make seat availability visible to those booking through your Class Booking calendar widget.

Key Points:

• The "Show seats per slot" feature is available exclusively for Class Booking Calendars and Neo widgets in the CRM.

• Seats per slot will only appear on the booking widget when the "Seats per class" setting is set to more than one.

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

FAQs

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

2. Can I cancel or reschedule a class appointment for a single attendee?
   Yes, select the attendee from the list and use the options menu to cancel or reschedule just for that person.

3. Can I book a class appointment directly with a contact?
   Yes, simply click the Book Appointment button, choose the contact, select the class booking calendar, pick the time slot, and finalize the booking.

4. Can attendees cancel or reschedule a Class Booking appointment?
   Yes, to enable this, go to the Confirmation Tab in Calendar Settings and turn on both the "Allow Cancellation" and "Allow Reschedule" options.