Scheduling & Classes
Create and manage your class schedule, set recurring sessions, control student capacity, and take attendance with instant roster check-ins.
Overview
The Schedule page is your central command center for managing all class sessions, workshops, and multi-day courses. You can view upcoming classes, create new class instances, edit existing ones in a dedicated full-page editor, and manage student attendance in real time.
Dedicated Full-Page Class Editor
When you click the Pencil (Edit) icon or click + Create Class, the system opens a dedicated full-page editor (/dashboard/schedule/edit/[id]) designed for maximum productivity:
- Side Navigation Intact — On desktop displays, the dashboard sidebar menu remains visible on the left for seamless navigation.
- 12-Column Responsive Layout — Form controls occupy the main column while a real-time Live Student Schedule Preview stays pinned on the right.
- Mobile-Optimized Header — On mobile screens, top action buttons (Duplicate Class, Cancel, Save Changes) automatically stack vertically for effortless single-tap editing.
Creating or Editing a Class Instance
- Navigate to Schedule in the sidebar.
- Click + Create Class or click the Pencil icon on any existing session.
- Class Details: Enter Class Name, Instructor, optional Assistant, and Instructor Photo URL.
- Description & Media: Enter class notes and select a high-resolution flyer image from your Media Library.
- Schedule & Location: Set Date, Start Time, Duration (in minutes), Total Capacity (Spots), Studio Location, and Difficulty Level.
- Recurrence & Cancellation: Set recurrence patterns (Does Not Repeat, Weekly, Bi-weekly, Multi-day Workshop) or toggle class cancellation with a custom reason.
- Click Save Changes to publish updates live to the schedule.
Live Student Preview: As you type class details or pick a flyer, the Live Student Schedule Preview card updates instantly, letting you see exactly how students will view the class on the public portal.
Difficulty Levels & Custom Color Coding
Organize your schedule with custom difficulty level badges (e.g. Beginner, Intermediate, Advanced, All Levels). Click Manage Levels inside the class editor to add custom level names and assign distinct color badges that display across both teacher and student schedules.
Quick Actions & Public Sharing
From the class editor, administrators can access instant quick actions:
- Duplicate Class — Creates an exact copy of the class parameters for quick scheduling on another date.
- Copy Public Share Link — Copies a direct shareable URL (
/share/class/[id]) to post on social media or send directly to students for instant online booking. - Delete Class Instance — Safely removes the class instance with a safety confirmation prompt.
Managing Enrolments & Attendance
Click any class card on the Schedule list to open the Class Management Modal. From here, instructors and administrators can:
- View all enrolled students with their current payment status (e.g.
Active / Paid,Pending,Pass). - Perform manual enrolments using accepted payment policies (Memberships, Class Passes, Credit Card / WiPay, Bank Transfer, Studio Cash).
- Mark physical class attendance using 1-click roster controls.
- Access Syllabus & Video Recaps to attach lesson notes, homework, or recap videos for enrolled students.
In-Roster 1-Click Check-In & “Check In All”
Studio Management PRO allows instructors to record verified physical attendance directly on the class roster without switching screens or opening separate attendance ledgers.
Attend, No-Show & Scheduled: Definitions, Mechanics & Use Cases
Every student booking in Studio Management PRO transitions through three distinct operational states. Understanding how each status behaves ensures accurate payroll, attendance ratios, and curriculum tracking:
What It Means
Confirms the student was physically present in class and actively completed the instructional session.
How It Works (System Logic)
- Roster attendee document (
classes/{id}/attendees) is stamped withcheckedIn: true,status: 'attended', and a live server timestamp. - Global booking record (
bookings) is synced toattendanceStatus: 'attended'. - 1 class pass or drop-in credit is permanently settled and consumed.
- Syllabus & Belt Eligibility: Tracks hours required for martial arts belt exams or recital participation.
- Instructor Payroll: Provides verified counts for studios compensating teachers per attendee.
- Legal Premises Log: Real-time safety roster for facility capacity and emergency evacuation.
What It Means
The student reserved a spot but failed to attend and did not cancel within the studio's cancellation window.
How It Works (System Logic)
- Roster document is stamped with
checkedIn: falseandstatus: 'no_show'. - Global booking record is updated to
attendanceStatus: 'no_show'. - The reserved spot remains forfeited—no pass credit is refunded to safeguard studio capacity against ghost bookings.
- Policy Enforcement: Prevents revenue loss from students who lock spots from waitlisted peers.
- Retention & Churn Telemetry: Flags chronic absences so staff can initiate automated re-engagement outreach.
- Attendance KPI Denominator: Populates the business analytics formula:
Attended / (Attended + No-Shows).
What It Means
The baseline status for all advance bookings. The student holds a confirmed spot, but attendance has not yet been taken.
How It Works (System Logic)
- Roster document holds
checkedIn: falseandstatus: 'enrolled'. - Global booking record remains
attendanceStatus: 'enrolled'with statusconfirmed. - Class pass credits are held in pending reservation escrow without final settlement.
- Advance Class Roster Planning: Informs teachers before class begins of expected headcounts.
- Instant Mistake Reversal (Undo): If an instructor accidentally clicks “Check In” on the wrong student, switching to “Scheduled” restores unverified state without modifying credit ledgers.
- Anti-Distortion Safeguard: Prevents future prepaid sessions from prematurely skewing completed attendance analytics.
Attendance Status Comparison Matrix
| Status | UI Indicator | Database Fields | Credit Impact | Analytics Ratio | Operational Objective |
|---|---|---|---|---|---|
| ✓ Attended | ✓ Attended | checkedIn: true status: 'attended' | Permanently consumed | + Increases % | Belt exams, syllabus progress & teacher payroll |
| × No-Show | × No-Show | checkedIn: false status: 'no_show' | Forfeited (No refund) | - Decreases % | Enforcing late cancellation policy & churn alerts |
| ⏱ Scheduled | ⏱ Scheduled | checkedIn: false status: 'enrolled' | Held in escrow | Neutral (Pending) | Advance reservations & undoing accidental check-ins |
How to Mark and Update Class Attendance
1-Click Individual Student Check-In
When students arrive at the studio, tap [+ Check In] next to their name. The system instantly marks them as Attended with a live timestamp, consuming their pass credit and updating the row with a solid green [✓ Attended ▼] badge.
Bulk “Check In All” for Full Classes
For busy group fitness or martial arts classes where the entire roster attends together, instructors can tap [✓ Check In All] at the top of the modal. The system marks every enrolled attendee as attended simultaneously.
Switching Statuses via the Portaled Dropdown
Clicking on any active status button (e.g. [✓ Attended ▼] or [× No-Show ▼]) triggers the portaled status dropdown menu. From here, you can switch an attendee to × No-Show (if absent) or revert back to ⏱ Scheduled (if you accidentally checked in the wrong student).
Why Prepaid Classes Require Check-In
Read our dedicated training case study explaining why prepaid registrations are counted as “Scheduled” until physically checked in, and how the attendance mathematical formula works.
Kiosk Check-In Alternative: If you have a reception iPad or tablet, you can also launch Kiosk Mode to allow students to check themselves in via barcode, PIN, or photo, automatically updating the roster in real time.