The schedule is the backbone of your academy: enrollment, attendance and statistics all flow from it. A class is created once and repeats on its own, you never retype it. The form fits on a single page, and this tutorial walks through it block by block.
1. Sport, level, color and title
The New class button opens the form. At the top, you describe the class the way your students will see it.
- Sport: if your academy teaches only one, it is already selected. Otherwise pick it, it feeds the per-discipline statistics.
- Difficulty level: All levels, Beginner, Intermediate or Advanced. Optional, but it keeps a newcomer out of the competition class.
- Display color: optional, it colors every session of this class in the schedule. One color per discipline or per audience (adults, kids) makes the calendar readable at a glance.
- Class title: this is what your students read in their agenda. Prefer “BJJ Beginners Tuesday” over “Class 3”.
- Description and Required materials (gi, mouthguard, rashguard) save questions at the front desk.
A photo can be added at the top of the form: it dresses up the class in the students’ agenda.
2. Professor, assistants and venue
The assigned professor sees the class in their space, can take attendance and follow their group. A slot without a professor still works, but nobody can take attendance from their own account: it stays marked No professor assigned.
Assistant professors can also take attendance and see the class in their space. Add them when two coaches take turns.
The Class location defaults to your main location. Change it when the class happens elsewhere, that is what the student checks before leaving home.
3. Frequency, start date and duration
- Frequency: Weekly covers almost every case. Daily suits a camp, Monthly or Yearly a one-off event that comes back on a fixed date.
- Every: the interval. Leave 1 for a class every week, set 2 for a class every other week.
- Start date and time: the first session. The time is your academy’s local time, not the time of the device you type on.
- Duration: in minutes, 90 by default. It sets the end time shown in the agenda.
4. Days of the week and preview
With a weekly frequency, tick the days the class takes place. A Tuesday and Thursday slot is created in one go, at the same time: there is no second class to enter.
The calendar preview shows the next generated sessions before you even save. If a day is missing or one too many, you see it here.
5. Maximum capacity
Leave it empty for a class with no limit. Enter a number when the mat or the coaching ratio requires it: past that number the class is full and students can no longer enroll. It is also what makes the waitlist useful.
6. End of recurrence
Three modes:
- End date: the class stops on that date. The right pick for a season that ends in June.
- Number of occurrences: the class happens N times, 100 at most. Handy for a ten-session cycle.
- No end date: the class repeats until you stop it.
You can change this later by editing the class. Then click Create recurrence.
7. Check the calendar view
The Calendar tab shows the week the way your students will see it. It is the best way to spot two classes overlapping in the same room, or a forgotten slot. Make it a habit after every schedule change.
If the result is not what you expected
The class time is off by an hour. A class time is stored in your academy’s time zone. A rule created in winter and viewed in summer can look shifted if the academy’s time zone is wrong. Check it in the academy profile, then edit the class time if needed.
The class does not show in the schedule. Three usual causes: the end date is already past, no day is ticked on a weekly frequency, or the start date is in the future and you are looking at the current week. Open the class with Edit and check those three fields.