Skip to main content

Class Calendar

The Class Calendar report allows owners and administrators to see upcoming classes on a visual calendar, filter by specific classes, and view who is registered for each event. You can quickly check rosters and open the Class Registrations report for more details or to manually add attendees.

Viewing the Class Calendar​

  1. Open the Report

    • Go to Reports → Bookings → Class Calendar in the main menu.

  2. Select a Class

    • Use the "Select Class" dropdown above the calendar to filter the view to a single class.
    • Leaving this filter blank will display all classes scheduled under your business domain.

  3. Navigate the Calendar

    • Use the arrow buttons to move between months or weeks (depending on your view setting).
    • You can switch between Month, Week, Day, and List views using the calendar toolbar.

  4. View Events

    • Each class session appears as an event on the calendar, showing the class name and the number of bookings, e.g. "BJJ (5)".
    • If anyone checked in for the class without booking in advance (at the kiosk or via Bulk Check-In), the event also shows a walk-in count, e.g. "BJJ (5) +2 walk-in".
    • Event colors: blue = upcoming/active bookings, green = everyone attended (including sessions attended only by walk-ins), purple = partially attended, gray = no activity.

Resources View​

If your business has bookable resources (lanes, rooms, courts, equipment, etc.), you can switch the calendar to show those instead of classes.

  1. Switch to Resources

    • Use the "Resources (Day)" or "Resources (Week)" buttons in the calendar toolbar, next to Month/Week/Day/List.
    • Each resource appears as its own row, with bookings and blocked-off periods shown along that row — so you can see what's booked or unavailable at a glance.

  2. Mark a Resource Unavailable

    • Click and drag across an empty time slot on a resource's row to block it off.
    • A confirmation box shows the resource and the time range you selected, with an optional Reason field (e.g., "Maintenance", "Private event").
    • Click Mark Unavailable to confirm. The blocked-off period then appears on the calendar in red.
    • Overlap warning: if the time you selected overlaps an existing booking on that resource, the confirmation box warns you before you continue — it does not stop you, so you can still mark it unavailable if you mean to.

  3. Remove an Unavailable Block

    • Click an existing blocked-off (red) period, then confirm to remove it. The slot becomes bookable again immediately.

  4. View a Booking (Read-Only)

    • Clicking an existing booking (not a blocked-off period) shows who booked it: Name, Phone, and Membership Level. This is a quick look-up only — it doesn't let you edit or cancel the booking from here.
Resources view vs. the Resources page

This calendar view is for seeing and blocking off time at a glance. To add a new resource, or change its hours, pricing, or membership rules, use the Resources page instead — marking a slot unavailable here has the same effect as adding an entry under that page's Unavailable Dates field.

Permission required

Creating or removing a blocked-off period requires the Manage Resources permission. Staff with only View Class Reports can still see the Resources view and any existing blocked-off periods, but selecting a slot or clicking a block to change it shows a permission message instead. See Staff to manage permissions.

Viewing a Class Roster​

  1. Click on an Event

    • Selecting any class event on the calendar will open a roster view for that timeslot.

  2. Roster Information

    • The window title shows the class name and date, for example Introduction to Handguns - 10/23/2026. The date follows your browser's format.
    • Summary tiles at the top show Total Bookings, Total Tickets, Total Revenue, and Walk-Ins.
    • The booking table has these columns:
      • Member: the member's name, with View Member and Check In buttons. A yellow ⚠ next to the name is the waiver warning. Hover over it to see Waiver(s) pending.
      • Time
      • Tickets
      • Amount Paid: with an UNPAID, CASH or COMPED tag where it applies
      • Status: see step 4
      • Actions: Collect Payment (unpaid bookings only, see step 3) and Remove
    • What the buttons do:
      • View Member opens the Members list in a new tab, searched for that member's email.
      • Check In asks you to confirm, then checks the member in for this class.
      • Remove asks Are you sure you want to remove (the member's name) from this class? This action cannot be undone. Click Yes, remove to remove the booking.
    • Under the table, three more tiles track the class survey: Remaining to Send, Sent and Completed. A Total participants line shows how many people are booked.
    • This window does not show the Citizenship or Briefing labels. Click View Full Report to see them on Class Registrations.

  3. Unpaid Bookings and Collecting Cash

    • A booking that hasn't been paid shows a red UNPAID tag and a Collect Payment button. This is how bookings made with Pay cash at the session (a per-class setting, see Classes) and bookings you add as unpaid show up.
    • Click Collect Payment, then choose Document Cash Collected (or Charge Card on File). A cash booking is marked CASH and counted as revenue for the amount owed.

  4. Check-In Status

    • Booked members show one of: Booked (signed up, hasn't arrived), Attended / Checked In (green — they arrived, whether marked manually or via a kiosk check-in), or Cancelled.
    • Below the bookings table, a Walk-In Check-Ins section lists everyone who checked in for the class without a prior signup — the same people the Daily Roster shows with an amber "Walk-in" badge — with their check-in time and a link to their member profile.

  5. Waitlist

    • When people are waiting for the class, a Waitlist (N) section appears below the bookings, with N the number of people in line. Each person has a Promote button.
    • Click Promote, then Yes, promote to book that person into the class. They receive an email, and a Promoted! message confirms it.
    • If the member is at their Advance Booking Limit and the class is more than 7 days away, an Error pop-up shows This member has reached their advance registration limit (N per month). A manager or owner can book it. They stay on the waitlist. Staff and accountants see this message. Owners and managers can promote them.

  6. Buttons at the Bottom of the Window

    • Close closes the window.
    • Email Survey queues the class survey email for everyone booked on that date, then shows Surveys queued. There is no confirmation box. Each click queues the email again for everyone booked on that date, including people who were already sent it or already answered.
    • Email Class Participants opens an email campaign with the booked members already selected. See Emailing a Class's Participants.
    • Text Class Participants does the same for a text campaign.
    • View Full Report opens the detailed Class Registrations page for that session in a new tab. From there you can see payment details, print the roster and manually add attendees.
    • View Feedback appears only once someone has completed the survey.

Adding Attendees via the Calendar​

While the Class Calendar itself is for viewing and navigation, you can add attendees by:

  1. Clicking an Event

    • Opens the roster popup.

  2. Clicking "View Full Report"

    • This takes you to the Class Registrations page for that event.

  3. Using Manual Registration

    • On the Class Registrations page, follow the steps to manually add members.

Common Notes​

  • Filtering

    • The Select Class dropdown only affects which events are shown on the calendar. All other business classes remain hidden unless selected.

  • Event Times

    • Times are displayed according to your business’s time zone settings.

  • Roster Accuracy

    • Rosters update automatically based on online registrations and manual entries.

  • Navigation Shortcuts

    • Click today’s date in the calendar toolbar to return to the current day.

Summary​

The Class Calendar makes it easy to:

  • See your entire class schedule in a calendar view.
  • Quickly check who is registered for each session.
  • Jump directly into the Class Registrations page to view payments and add attendees.

This tool ensures you can manage classes visually and access details in just a few clicks.