flexile-white-logo
a
How to set up a Calendar for Classes?

Class Calendars are created to handle events where multiple people can attend a single booking. These calendars work well for webinars, workshops, training sessions, and sports events. In a Class Calendar, there can only be one appointment owner, typically the trainer or host. The number of spots per slot can be set, with a maximum limit of 9,999 attendees, although meeting location restrictions apply.


    What is a Class Booking?

    A class booking is a one-to-many type calendar to host multiple invitees in a single booking. Class bookings are helpful when you want various invitees to attend a single event at once; some examples, but not limited to:

    Webinars/Workshops

    Training Sessions

    Sports Events

    Why use Class Booking Calendars?

    Using Class Calendars offers several benefits for managing events with multiple attendees, such as:

    • Efficient organization: Class Calendars simplify organizing and managing one-to-many events by allowing you to create a single booking that accommodates multiple invitees, streamlining the scheduling process.
    • Customizable capacity: You can set the number of spots per slot to control the class size and ensure an optimal learning or participation environment.
    • Centralized management: Class Calendars provide a centralized platform to manage bookings, cancellations, and rescheduling, making it easier for the appointment owner to oversee all aspects of the event.
    • Enhanced communication: Class Calendars facilitate better communication with attendees by providing a clear overview of event details, such as date, time, and location. This helps reduce confusion and the likelihood of no-shows.
    • Time-saving: Class calendars save time for both the organizer and the attendees by automating the booking process and providing options for attendees to cancel or reschedule their appointments.

    How do you set up a Calendar for Class Bookings?

    1. Within your Sub-Account, head to Settings

    2. Click on Calendars

    Step 2 screenshot

    3. Click on Create Calendar

    4. Click on Select under Class Booking

    Step 4 screenshot

    5. At least One Team Member needs to be added before the calendar can be saved

    In the case of a class or a training session, the appointment owner would be the trainer. You can add the appointment owner by clicking Add User and selecting the User from the dropdown list. , UserUser

    Please Note:

    You can select only one Appointment Owner for a Class Booking calendar.

    Step 5 screenshot

    6. Enter a Name for your Calendar

    Step 6 screenshot

    7. Enter a Description for your Calendar

    Step 7 screenshot

    8. Enter a Calendar URL Slug


    Please Note:

    This must be a unique slug that is not being used for another Calendar.

    Step 8 screenshot

    9. You are limited to using the Neo Widget type for Class Calendars

    Step 9 screenshot

    10. Click on Save & Continue

    Step 10 screenshot

    11. Proceed to the Availability tab.

    For your class booking, you can choose the number of attendees you’d like to have at each event.

    For example, if you set the maximum number of seats per slot to 10, then up to 10 invitees can book a single time slot. For example, ten attendees can book a class or training session at 1:00 PM.

    You can choose up to 9,999 attendees in a single slot; however, if you use a conferencing tool, the tool may have a different maximum attendee limit. For example, Zoom offers a maximum of 500 attendees for certain licenses. specific


    Cancellation and Rescheduling

    To cancel a class booking, open the appointment and click “Cancel All.” To reschedule the meeting, click “Reschedule All,” which would reschedule the appointment for all the attendees. 

    To cancel or reschedule the appointment for a particular attendee, click on the options next to the attendee from the list to see the Cancel and Reschedule option, which would cancel or reschedule the appointment for that specific attendee.

    Please Note

    If you have third-party calendars like Google Calendar or Outlook integrated with the CRM’s calendar, then the class booking would show each appointment separately in your   Google or Outlook calendar. 

    Example: If you create a class booking with a capacity of 5 attendees, it will appear on the Google or Outlook calendar as 5 separate events at the same time. 

    The meeting location for Class Booking is now restricted to Custom. This would be removed in the near future.


    FAQs

    Question: How can I cancel or reschedule a class appointment?

    Answer: To cancel or reschedule the class booking, you can go to calendars, click on the class booking you want to modify, and you can see the option to edit/change the appointment.

    Question: Can I cancel or reschedule a class appointment for a single attendee?

    Answer: Yes, for class appointments, you can click the options menu next to the contact, where you can see the option to cancel or reschedule the appointment for specific contacts.

    Question: Can I book a class appointment with contacts directly?

    Answer: Yes, you can do that; click on the “book appointment” button and select the contact you want to book the appointment with. Then select the calendar (choose the class booking calendar here), select the slot, and then proceed to book the appointment. to select

    Question: Can attendees cancel/reschedule a Class Booking appointment?

    Answer: To allow attendees to cancel or reschedule the class booking appointment, enable the “Allow Cancellation” and “Allow Reschedule” options in the Confirmation Tab in Calendar Settings.

    Related Guides

    Auto Payments in Recurring Templates

    Introducing Auto Payments in Recurring Templates: A Streamlined Solution for Billing Managing customer payments can be daunting, especially when it comes to recurring invoices. But worry no more! With the auto payment feature in our recurring templates, you can ensure...

    Workflow Notes, Action Notes & Sticky Notes

    Overview The Workflow Notes, Action Notes, and Sticky Notes feature in Integ provide users with a convenient way to add context, comments, or critical information directly within workflows. These tools enhance collaboration, streamline...

    Introduction to Workflows and Automations

    What is Automation Workflow? Automation workflow refers to a series of defined, repeatable steps or processes through which a piece of work passes from initiation to completion. Workflows can be sequential, with each step dependent on the completion of the previous...

    How to Setup Workflow Triggers for Google and Facebook Reviews

    This guide will help you set up workflow triggers for new reviews from Facebook and Google, allowing you to automate actions based on review details. Overview This 'Review Received' trigger is contactless, meaning the reviews are not linked to any specific contact....

    How to manage Refunds within the CRM?

    The refund processing feature allows businesses to issue full or partial refunds for transactions made through various payment providers, such as Stripe, Authorize.net, NMI, and PayPal. It supports refunds for Google Pay, Apple Pay, and card payments, providing a...

    Getting Started With Smart Lists

    Smart Lists are innovative contact lists that allow users to customize and filter contacts based on specific conditions, such as custom fields. You can select which columns to display, and the Smart Lists update in real-time as contact data changes. Moreover, they've...

    Team Member Assignment (Round Robin Calendar)

    Overview You can now configure which team member should be assigned to an appointment in a round-robin calendar. You have options for rescheduling preferences and new appointment preferences. Reschedule Preference: Choose who the appointment should be assigned to...

    Calendar Widget Reorder

    Overview The Calendar Widget Reorder feature allows users to customize the order of the calendar widget's steps: the Date & Time Selector, the Form, and Payments (if enabled). Users can choose whether they want the Date & Time Selector or the Form to appear...

    Multiple Meeting Location Selector in Calendar

    Overview The Multiple Meeting Location Selector feature allows you to add multiple meeting locations to your calendar settings. These locations are then displayed on the booking widget, allowing bookers to choose their preferred meeting location. This feature is handy...

    Cancellation & Reschedule Policy (Booking Widget)

    Overview The Cancellation & Reschedule Policy setting allows you to define when bookers can access the cancellation or reschedule link on the booking widget. This feature helps you set a window after which bookers cannot access the cancellation or reschedule link...

    Stay Ahead with INTEG CRM Insights

    Subscribe to our blog and get the latest insights on enhancing customer relationships and boosting business efficiency with CRM technology. Don’t miss out on expert tips, industry news, and success strategies from INTEG CRM. Join our community today to keep your business at the forefront of innovation!

    Visit Our Blog

    Stay Up to Date With The Latest News & Updates

    Access Premium Content

    Unlock exclusive content tailored for advanced CRM users by subscribing to our premium insights. Each week, we dive deeper into strategies that drive business growth, enhance customer relationships, and optimize operational efficiency. 

    Join Our Newsletter

    Stay ahead of the curve with exclusive insights and tips delivered straight to your inbox! Join our newsletter today to receive the latest trends, updates, and special offers.

    Follow Us