User manual · 5/12
Schedule and classes
The schedule brings together classes, appointments, events and reminders, plus subscription and certificate expiries. Courses define the classes that repeat every week; bookings are made directly on the class.
Rooms and instructors
- Menu Gym → Rooms and instructors.
- New room: name, capacity (empty = unlimited) and a colour.
- New instructor: name, phone and a colour.
An archived room or instructor stays on the classes that already use it, but cannot be picked for new classes. Deleting it removes it from every course and class.
Creating a course
- Menu Gym → Courses → New course.
- Enter Name, Places (12 by default), Duration in minutes (60), Room, Instructor, Color and a description.
- Press Save.
A course is a template: the actual classes appear once you give it a time.
Giving a course a weekly time
- In Courses, on the course, press Add a time slot. The class window opens already set to this course, repeating Every week.
- Choose the days of the week (for example Monday and Thursday) and the time.
- If needed, change room, instructor or places for this slot.
- Under Ends choose Never, a date (for example the end of the season) or a number of times.
- Press Save. The course list now shows the slot, for example "Mon, Thu 18:00 · Room 1".
Before saving, the program checks the next 90 days and warns if the room is already taken, the instructor is already busy or the places exceed the room's capacity. These are warnings: you can still save with Save anyway.
Using the schedule
- At the top: Today, arrows to move back and forward, the date (click it to pick another) and the Day, Week and Month views.
- In Day and Week view hours run from 6:00 to 23:00; a line marks the current time and overlapping events sit side by side. All-day events sit in the strip at the top.
- In Month view each day shows up to 3 entries plus "+N more": click the day to open Day view.
- The All rooms and All instructors filters hide classes that do not match.
| Clicking… | Does |
|---|---|
| an empty slot | creates an event at that time (in the top strip: an all-day one) |
| a class | opens the class panel with its bookings |
| an event | opens it for editing |
| an expiry | opens the member record |
| a reminder's checkbox | marks it done (struck through) or to do, for that day only |
The "Subscription expires" and "Certificate expires" entries are added by the program: you cannot edit them; they go away when you renew the subscription or record the certificate.
Events, appointments and reminders
With New event, or by clicking an empty slot, choose the Type:
| Type | For |
|---|---|
| Event | any commitment (a meeting, maintenance) |
| Class | a single or repeating class, usually tied to a course |
| Appointment | with a member: Personal trainer, Consultation or Free trial. You must pick the member. |
| Gym event | an open day, a competition, a closure |
| Reminder | something to do that day, ticked off when done |
- Set date, time and duration (5 minutes to 24 hours), or All day with the number of days.
- Under Repeat choose daily, weekly, monthly or yearly, how often, and when it ends.
- Monthly on the 31st: in months without a 31st that occurrence is skipped. Yearly on 29 February: leap years only.
When you edit or delete a repeating event, the program asks whether to apply it to Only this occurrence, This and following or All occurrences.
Booking a member into a class
- In the Schedule click the class: a panel opens with date, room, instructor and places taken (for example "12/15").
- In the Search members field type the name and click it.
- If everything is in order you see "Booking saved.", or "Class full: added to the waiting list."
- If the member has no active subscription on that date, or an expired certificate, a red warning shows the reason: choose Book anyway (the booking is marked "Forced") or Cancel.
- Cancel frees the place: the first person on the waiting list moves up automatically and shows in the Overview as to notify. After calling them press Notified.
- Present and No-show can be marked from the day of the class onwards. If you use check-ins, attendance can be marked automatically (see Check-in and tablet).
- If you increase a class's places, people on the waiting list move up; if you reduce them, nobody is removed.
Copying members from another class
For regular groups there is Copy members from… in the class panel: it lists classes of the same course from the last 8 weeks and the next 2. Pick one and the program books the same people.
- People with warnings (subscription or certificate) are skipped and listed separately, with a Book these too button.
- Archived members, people already booked and people who were only on the waiting list are not copied.
Conflicts
A pink Conflicts box appears below the schedule when two entries overlap: two classes in the same room, two classes with the same instructor, or a member booked in two places at once. The entries involved get a pink dot. They are only warnings: click the title to open the entry and fix it.
Changing past classes
The program protects history: it will not let you edit or delete a series of classes if that would touch bookings of classes already held. In that case you see "Past classes have bookings: edit or delete from today onwards." Open a future class in the series and choose This and following.