Calendar, rosters, and waitlists

Calendar, conflicts, and rosters

• The events list. It opens on Upcoming, soonest first. Sorted by date, it reads like a diary, with a section for each month. Each event shows its date and how full it is ("14 of 24 spots"). It only gets a badge when it is sold out, filling slowly or paused. Past lists events that have ended, the most recent first, and only the canceled ones get a badge. If your role includes Reports, a Collected column shows what each event's bookings brought in. It follows the same rules as the bookings list, and shows what gift cards paid underneath. For a private event, it shows what was collected for it, less refunds, the same as its private event page. If you open an event and press Back, you return to the same tab, sort and page.
• Canceled events stay hidden at first. The events list leaves canceled events out, so your schedule shows only what is still running. To see or restore them, open the filter panel and set Status to Canceled.
• Use the calendar to see how busy your schedule is, where the gaps are and how much is coming up.
• Add from the calendar. The top of the calendar has Add public event. When private events are turned on, it also has Add private event, so you can book a buyout straight onto a free date you just found.
• Pause from the events list. Each event's row menu (the … button, or the buttons under the event on a phone) has Pause bookings and Resume bookings. It is the same switch as on the event page, and it brings you back to the list.
• Create classes before events. If you have no classes yet, the page points you to classes first.
• Before you schedule sessions that overlap, check that the instructor and the location are free.
• Use the roster (the list of everyone booked on an event) for names, emails, notes and getting ready on the day.
• View and print the roster. Choose View roster from the Manage menu at the top of any event. It is also in the Bookings card further down the page. The roster opens on screen as a clean sheet. It shows the class, time, location and instructor, the spot and capacity counts, and any add-ons to prepare. Every person has a tick box beside their name. Use Print there when you want it on paper. This works whether or not you use attendance check-in.
• Download the participant list. Tap Download CSV at the top of the roster to save a spreadsheet with one row for each person coming. It lists their name, a child's age and parent or guardian, their waiver status, who booked them, and whether they were checked in. A spot that was paid for but never named still gets a row, with the booker's name beside it. That way the count matches the class. Only users who can see customer contact details get the email and phone columns. To match the form you send, such as a governing body's, an owner can rename, reorder and leave out columns, and add blank ones to fill in by hand, in Settings → Participant CSV. The course download uses the same columns.
• Mark attendance. Tap Mark attendance on the event's Bookings card. It opens the roster, where you tap the Present box beside each person to check them in. Each tap saves straight away, and the Spots checked in count updates as you go. A group that booked several spots counts as that many. Checking someone in changes their booking to Attended. You can see this on the booking, and filter by it in the bookings list. Unchecking them changes the booking back to Confirmed. You can also change one booking from its own page. A confirmed booking shows a Mark attended button, and an attended one shows Mark not attended. That is the same check-in the roster records, so the count and the attendance report always agree. The event's Bookings list has the same Mark attended and Mark not attended action in each row's menu. Tapping a booking's Confirmed or Attended status does the same. So you can check one person in without opening the roster. From half an hour before the class, the card also shows how many spots are checked in. Tap it to open the roster. Instructors can mark attendance for the events they teach.
• QR check-in. When booking QR codes are turned on (Settings → Email), each confirmation has a QR code for that booking. On the roster, tap Scan QR codes at the top of the page. The scanner opens and the camera starts with the same tap. Point it at a person's code to check them in. Each scan shows a confirmation with the person's name. Devices that support it also beep and vibrate. Then the camera starts again on its own for the next person. Tap Stop camera in the scanner when you are done. Scanning needs a camera, so it works best on a phone or tablet. If you tap Scan QR codes on a computer with no camera, a message asks you to use your phone or tablet. Either way, you can check people in by tapping their Present boxes.
• Turn attendance off. If you do not track who shows up, switch Attendance off under Settings → Features. The Bookings card's Mark attendance button then becomes View roster. The buttons on each booking go away, and you can no longer tick the roster's Present boxes. The attendance report goes away too. Check-in QR codes stop being sent, so the QR option on the Email settings page is grayed out while attendance is off. Turn it back on at any time to bring all of it back. This switch does not affect View roster. The roster and its printable sheet are there either way, with an empty tick box beside each name.

Waitlists for sold-out events and courses

When waitlists are on, a sold-out event shows a Join Waitlist button on your booking page. The customer leaves their name and email and sees their place in line. A spot can free up when someone cancels, an unpaid booking runs out or you add spots. Then the first person in line gets an email with a link to book, on its own. They have 24 hours (or the time you choose) before the spot is offered to the next person. Once a class has started, the button goes away, because there is no longer a spot worth waiting for. The class stays on the schedule marked In Progress until it ends.

• Turn it on. Waitlists start off. Switch Waitlists on under Settings → Features to show the join button on your booking page.
• Choose how long an offer lasts. Go to Settings → Waitlists, which shows once waitlists are on. Time to claim a freed spot sets how long the person offered a spot has to book it. You can pick 1, 2, 4, 8, 12, 24 or 48 hours, and it is 24 until you change it. A shorter time suits classes that fill close to the date. Then a spot freed that morning can still reach several people before the class. The time never runs past the start of the class. A change applies to offers made after it. An offer already sent keeps the deadline its email gave.
• They get a confirmation straight away. Joining the waitlist sends the customer an email with their place in line and the class details. So they have something in writing while they wait. Each person gets it only once. Someone who sends the form twice sees their place and is not emailed again.
• First come, first served. An offer email does not hold the spot, so whoever books first gets it. If the person offered misses their time, the next person in line gets an email on its own. There is nothing else to manage.
• See who is waiting. The event's page gets a Waitlist card. It shows everyone in line, their status (Waiting, Offered, Booked or Expired) and when they joined. You can remove someone from their row menu, and their place passes to the next person. If they are still waiting, FullClass offers to email them, so they stop waiting for an offer that is not coming. The box is ticked to start with, and you can untick it if they already know. This is not offered for someone who has already booked or whose time ran out.
• Booking from an offer. The offer email links straight to the event on your booking page. The customer books and pays as normal. Their waitlist entry is marked Booked soon after.
• Courses work the same way. A full course stays on your booking page marked Sold Out, whether or not waitlists are on. When waitlists are on, it gets the same Join Waitlist button. A course counts as full when it has no spots left. It also counts as full when one of its sessions still to come is full, because a customer could not buy it either way. The offer email opens the course's checkout directly. The time to claim never runs past the moment the course stops selling. That is when its first session starts, or its last if you allow late sign-up. The course's page has the same Waitlist card, and someone who buys the course is marked Booked.