Schedule

What this page is for

• Staff Availability: when trainers can be booked for one-to-one sessions.
• Class Schedule: when group classes and workshops run. This builds the class timetable.
• Facility Rental: when rooms can be hired.

What you see

• Export: download the list as Excel, CSV or PDF, or print it.
• Add Block: make a new block. You only see it if your role may add schedule blocks.
• Tabs: All, Staff Member, Class and Facility, each with how many blocks it holds.
• One card per block. It shows the kind, who or what it covers, the days, the start and end time, the slot length, the gap, the room and instructors of a class block, and the note. A switched-off block shows Inactive.
• On each card: the on/off switch, the pencil (edit) and the bin (delete). You only see the buttons your role allows.

A trainer who may only see their own bookings sees only their own blocks.

How to add a block

1. Click Add Block.
2. Under Schedule Type, pick Staff Availability, Class Schedule or Facility Rental.
3. Pick who or what it covers. Leave the box empty to cover all staff, all classes or all facilities.
4. For a class block you can also set:
   • Facility / Room: where the class runs. Empty means the class's own room.
   • Instructors for this block: who teaches. Empty means the class's own instructors.
5. Click the days under Days of Week.
6. Set Start Time and End Time.
7. For staff and rooms, choose the Appointment Slot Duration (the length of one booking).
8. For staff and classes, choose the Gap Between Sessions if you want a break after each session.
9. Add a note if you like, and leave Active on.
10. Read the Schedule Preview sentence to check it, then click Create Block.

How to change, pause or delete a block

• Change: click the pencil, change what you need, then click Update Block.
• Pause: click the on/off switch on the card. A paused block offers no new times until you switch it on again.
• Delete: click the bin, then Delete block. This can't be undone.

Good to know

• How a class block fills the day: the class repeats back to back inside the window, using the class's length from Classes & Services, plus the gap. To run a class once, make the window as long as the class.
• Only active group classes and workshops can be picked for a class block. Only active staff who take bookings, and active rooms, are offered.
• No double booking: two active class blocks can't use the same room, or the same instructor, on the same day and time. A trainer can't have two staff blocks that overlap. A block for "all staff" overlaps every trainer. The save is refused with the reason.
• The end time must be after the start time, and at least one day must be picked.
• Room hire also follows the room's own opening hours on Facilities.
• Blackout Dates close days or hours on top of this schedule.
• Deleting or pausing a block does not cancel bookings already made. They stay booked.
• Some cards show Valid dates. These dates can't be changed on this page.
• Who can do it: you need permission to view scheduling to see this page. Adding, changing and deleting each need their own permission. The owner can do everything.

Common questions

Why was my block refused?
The message says why. Usually the room or the instructor already has a class block at that time, or the trainer already has a staff block then.

What happens to bookings when I delete a block?
Nothing. They stay booked. Contact the clients if the session won't happen.