Multi-session courses

Courses (multi-session)

A course is a set of linked sessions sold as one thing, for example a 9-week beginners series. The customer pays once and is booked into every session. Find courses under Courses in the admin menu.

• The courses list. Each course is a card. It shows the sessions and the price for the whole course, then where the course is up to. That is when it starts, which session it is on and when the next one is, or when it finished. Under that is a row of squares, one per session. They show sessions held, the next one, ones to come, and amber for a canceled one. Below that you see how many spots are taken out of the course's capacity, over a bar. The bar turns amber when few people have signed up and green when it is sold out. Current lists courses that are not over yet, with the soonest next session first. Past lists finished ones, and Archived lists the ones you archived. Low fill, beside them, counts courses that start within three days with fewer than half their spots taken. That is the same rule as on the events list. Click it to list only those. Use Sort to order the list by name instead. Purchases on a card takes you to the course's purchases. Archiving, restoring or deleting from a card's menu keeps you on the list.
• Price protection. A course has one fixed price for the whole set. The customer pays it once and keeps all their spots, whatever the classes inside it cost later. Use it for class packages and loyalty series where you want to lock in the price.
• Create a course. Open New course. Set the name, description, total price, capacity, location, instructor, color and any waivers people must sign. Choose whether the course is tax exempt. You can also set the most spots one booking can take, and a question for the customer to answer at checkout. You need at least one location and one active class first. Until you have both, New course shows what is missing, with a link to add it, in place of the form.
• Build the schedule. Pick the days of the week, the start and end times and a date range. FullClass makes one session for each date that matches, in the location's time zone. You then check the sessions before anything is saved.
• Pick a class for each session. On the review step, every session has its own class list. So one course can mix different classes across its sessions. Each session is priced at its class's usual price, but the customer still pays the one course price.
• Course sessions. The events a course makes can only be booked as part of the course. Nobody can book one on its own from your public calendar. Booking the course takes one spot in every session at once.
• Capacity. Capacity is how many people can take the whole course. Spots remaining shows how many course places are still open.
• Edit a course. You can change the name, description, price, capacity, instructor, location, color, most spots per booking, tax setting, terms, checkout question and waivers at any time. Capacity cannot go below the spots already booked, and the form tells you that number. The most spots per booking must be a whole number no bigger than the capacity. Enter 0 or leave it blank for no limit. To change the class for one session, change it on the course page. That session then takes the new class's usual price. To move one session to another date or time, edit that event as usual. A session always gets its capacity from its course. So change capacity on the course, which updates every session at once. The event form will not change it.
• Change a course's schedule. Until anyone books a course, you can give it new days, times or dates all at once. Open the course, choose Change schedule, and preview the result before you save. Each session keeps its place in the course. So session 1 moves to the new first date, session 2 to the second, and so on. A longer schedule adds sessions that copy the class and price of the last one. A shorter one removes sessions from the end. Once a course has a booking, move its sessions one at a time. Use Edit beside each session on the course's edit page, so the people booked can be told.
• Course purchases. The course page lists every purchase. Open one to see the customer, all their sessions, the one payment and the status in one place. The booking number on both pages is the one the customer got in their confirmation. When a customer opens their booking from the confirmation or a calendar invite, the page names the course and shows the price of the whole course.
• Download the participant list. Once a course has purchases, choose Download CSV in the course page's Manage menu. It saves a spreadsheet of everyone enrolled, with one row for each person. Each person is listed once, however many sessions the course has. This is the list to send a governing body or insurer after a course. It has names, a child's age and parent or guardian, waiver status, and who booked each person.
• Receipt. Once a course is paid for, its confirmation email includes a receipt PDF for the whole course, next to the calendar invites. It shows your legal business name and your sales tax registration number, if you entered one. It also shows each tax and what was paid. Resending the confirmation sends the receipt again. A free or complimentary course gets no receipt. If the customer pays at your studio, the receipt comes with the “Payment received” email when you record the payment.
• Record a payment. When someone books a course with Pay on site, open the purchase and choose Record on-site payment from its Manage menu. The payment covers the whole course. Leave the amount blank to pay off every session at once.
• Cancel a purchase. Canceling a purchase cancels all of its sessions that are still confirmed, and frees those spots. Refunds follow your cancellation policy. To refund just one session, cancel that one booking from the bookings list instead.
• Waivers. If the course needs a waiver, the customer must accept it before the booking goes through.
• Archive, restore, and delete. Archive a course to stop new sales. Bookings already made stay as they are. Restore it to sell it again. When you remove a course, FullClass picks the safe option for you. A course with no bookings is deleted for good, along with its sessions. A course with any bookings is archived instead, so its purchase and payment history is kept.
• When sales close. To start with, a course is on sale on your booking page until its first session starts. From then on it no longer shows on the booking page or in the API. A customer still at checkout is told it is no longer available. Canceled sessions do not count, so the course closes when its first session that still runs begins. You can still add a latecomer yourself with Book. The price does not go down on its own for the sessions they missed.
• Keep selling after it starts. You can let people sign up late online. Open Public sales close on the course's edit page and pick When the last session starts. The course then stays on your booking page until its last session begins. The booking page grays out sessions that are over and tells the customer which session they join from. It also asks a child's age for that session's date. They pay the full course price. If you want to charge latecomers less, lower the price yourself. Their confirmation email lists only the sessions still to come. Its link opens their next session, not one that is already over.