Admin Guide: Managing Classes & Events

This comprehensive guide covers everything club administrators need to know about creating, managing, and tracking classes and events.

Setting Up Class Types

Before creating classes, set up your class types (categories):

  1. Go to Settings → Class Types
  2. Click “Create New Class Type”
  3. Enter:
    • Name: e.g., “Tennis Lessons”, “Yoga”, “Swimming”
    • Description: Optional details about this type of class
  4. Click “Create Class Type”

Managing Class Types

  • Edit or delete class types from the Class Types list
  • If a type is in use, you’ll be prompted to reassign those classes to another type before deleting

Creating a Single Class

For one-off classes or events:

  1. Go to “Manage Classes”
  2. Click “Create New Class”
  3. Select “Single Class” option
  4. Fill in the class details:
    • Name: e.g., “Beginner Tennis - Monday Session”
    • Description: What members can expect from the class
    • Date and Time: When the class takes place
    • Duration: How long the class lasts (in minutes)
    • Class Type: Select from your configured types
    • Capacity:
      • Enter a number for limited spots (e.g., 20)
      • Or check “Unlimited Capacity” for no booking limit
  5. Click “Create Class”

The class will immediately appear in the upcoming classes list and members can start booking.

Creating a Recurring Series

For classes that repeat weekly:

  1. Go to “Manage Classes”
  2. Click “Create New Class”
  3. Select “Recurring Series” option
  4. Fill in the series details:
    • Series Name: e.g., “Monday Tennis Lessons”
    • Description: Details about the series
    • Day of Week: Select which day the class repeats (e.g., Monday)
    • Time: What time the class starts
    • Duration: How long each class lasts (in minutes)
    • Class Type: Select from your configured types
    • Capacity: Limited or unlimited
  5. Click “Create Series”

How Recurring Series Work

  • The first class is created immediately
  • Additional classes are automatically created in the background
  • New classes appear up to 1 week in advance
  • You don’t need to manually create each class

Example: If you create a “Monday Tennis Lessons” series on Wednesday, the first Monday class is created immediately, and the system will automatically create subsequent Monday classes as they come within a week.

Managing Recurring Series

View and manage all your recurring series:

  1. Go to “Manage Series”
  2. Click on a series to view details
  3. You’ll see:
    • Series information
    • All upcoming class instances
    • Finished classes
    • Cancelled classes
    • When the next class will be automatically created

Series Actions

  • Edit Series: Changes apply to future classes (not already created ones)
  • Pause Series: Stops automatic creation of new classes
  • Resume Series: Restarts automatic creation
  • Delete Series: Removes the series and all its class instances

When to Pause: Use pause if you’re taking a break (e.g., holiday period) but want to resume later. The series stays in your system, but no new classes are generated.

Editing a Class

You can edit upcoming classes:

  1. Go to “Manage Classes”
  2. Find the class and click on it
  3. Click “Edit Class”
  4. Make your changes
  5. Click “Update Class”

Note: You can only edit classes that haven’t started yet.

Cancelling a Class

If you need to cancel a class:

  1. Go to “Manage Classes”
  2. Find the class and click on it
  3. Click “Cancel Class”
  4. Confirm the cancellation
  5. The system will:
    • Mark the class as cancelled
    • Cancel all member bookings
    • Send email notifications to all booked members
    • Show you how many members were notified

Important: Cancellation cannot be undone. Members will be automatically notified.

Deleting a Class

You can only delete classes that have no bookings:

  1. Go to “Manage Classes”
  2. Find the class and click on it
  3. Click “Delete Class”

If the class has bookings: You must cancel the class instead, which will notify all booked members.

Viewing Class Bookings

To see who’s booked into a class:

  1. Go to “Manage Classes”
  2. Click on a class
  3. The class details page shows:
    • Total bookings
    • List of all booked members
    • Spots remaining (if capacity is limited)

Marking Attendance

After a class has started or finished:

  1. Go to the class details page
  2. Click “Mark Attendance”
  3. You’ll see a list of all bookings
  4. For each member, you can:
    • Mark as “Attended” (member showed up)
    • Mark as “Not Attended” (member was a no-show)
    • Leave unmarked if you’re not sure
  5. Changes are saved automatically
  6. You can change attendance marks at any time

Why Track Attendance?

  • Monitor class participation
  • Identify frequent no-shows
  • Generate attendance reports
  • Keep accurate records

Generating Attendance Lists

For in-person attendance tracking:

  1. Go to the class details page
  2. Click “Download Attendance List”
  3. A PDF will download with:
    • Class details
    • Full list of booked members
    • Spaces for manual signatures
  4. Print the PDF and bring it to the class
  5. Mark attendance later using the “Mark Attendance” feature

Filtering and Searching Classes

The “Manage Classes” page has powerful filtering options:

Type in the search box to find classes by name

Filter by Type

Select one or more class types to show only those classes

Show Past Classes

Toggle to include or exclude finished classes

Show Cancelled Classes

Toggle to include or exclude cancelled classes

Date Filtering

Use the date filters to show classes within a specific date range

Daily Class Summary Email

Administrators automatically receive a daily email summary containing:

  • New bookings made today (grouped by class)
  • Cancellations made today (grouped by class)
  • Tomorrow’s class schedule
  • Capacity status for tomorrow’s classes

This helps you stay informed about booking activity and prepare for upcoming classes.

Note: This email is sent to all administrators in your club.

Understanding Capacity

Limited Capacity

  • Set a specific number (e.g., 20 spots)
  • When full, members cannot book
  • Shows “spots remaining” to members
  • Use for classes with physical space limitations

Unlimited Capacity

  • No booking limit
  • Members can always book
  • Use for online classes, large events, or open sessions

Best Practices

For Regular Weekly Classes

  • Use recurring series instead of creating individual classes
  • Set a realistic capacity based on your facilities
  • Pause series during holidays or closures

For Special Events

  • Create single classes
  • Add detailed descriptions
  • Set capacity if space is limited

Communication

  • Keep class descriptions clear and informative
  • Cancel classes with as much notice as possible
  • Check the daily summary email to stay informed

Capacity Management

  • Monitor popular classes that consistently fill up
  • Consider increasing capacity or adding more sessions
  • Use attendance data to right-size capacity

Common Scenarios

Scenario: Regular Weekly Class

Solution: Create a recurring series

  1. Set up the series with day, time, and capacity
  2. System automatically creates classes weekly
  3. Members can book as new classes appear
  4. Edit the series if you need to change time/capacity for future classes

Scenario: One-Time Workshop

Solution: Create a single class

  1. Fill in all event details
  2. Set specific capacity
  3. Members book their spots
  4. Track attendance on the day

Scenario: Holiday Break

Solution: Pause your recurring series

  1. Go to “Manage Series”
  2. Click on the series
  3. Click “Pause”
  4. No new classes are created during the break
  5. Resume when ready to restart

Scenario: Instructor Sick

Solution: Cancel the specific class

  1. Find the class in “Manage Classes”
  2. Cancel it
  3. All booked members are automatically notified
  4. The recurring series continues for future weeks

Scenario: Moving to Larger Space

Solution: Edit the series

  1. Go to “Manage Series”
  2. Edit the series capacity
  3. Future classes will have the new capacity
  4. Already-created classes keep their original capacity (edit individually if needed)

Troubleshooting

Members Can’t Book

  • Check if the class is full
  • Verify the class status is “Available”
  • Ensure members have phone numbers in their profiles
  • Check if the class has already started

Series Not Creating Classes

  • Verify the series status is “Active” (not paused)
  • Check that the background job is running
  • Classes are only created up to 1 week in advance

Email Notifications Not Sending

  • Verify your email settings in the admin panel
  • Check spam folders
  • Ensure member email addresses are correct

Can’t Edit a Class

  • Classes can only be edited if they’re upcoming
  • You cannot edit classes that have started or finished
  • For finished classes, you can only view and mark attendance

Quick Reference

Admin Actions

  • Create Single Class: Manage Classes → Create New Class → Single Class
  • Create Series: Manage Classes → Create New Class → Recurring Series
  • Manage Series: Manage Series
  • Edit Class: Manage Classes → Click class → Edit
  • Cancel Class: Manage Classes → Click class → Cancel
  • Mark Attendance: Class details → Mark Attendance
  • Download Attendance List: Class details → Download Attendance List
  • Set Up Types: Settings → Class Types

Key Terms

  • Class: A single session or event
  • Series: A recurring weekly template
  • Class Type: Category (e.g., Tennis, Yoga)
  • Booking: A member’s reservation
  • Capacity: Maximum spots available
  • Attendance: Whether members showed up

Need Help?

If you have questions or need assistance:

  1. Check this user guide
  2. Reach out to ClubPilot support at [email protected]

For technical issues or feature requests, contact ClubPilot support directly.