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Class Schedule

The scheduling system is built around two concepts: class templates (your recurring weekly schedule) and class instances (specific occurrences of those classes on real dates). Templates define what happens each week; instances are the actual classes your students attend.

Class Templates

A class template represents a recurring class on your weekly schedule — for example, "Fundamentals" every Monday and Wednesday at 6 PM. Templates are the building blocks of your schedule.

Creating a Template

Navigate to Schedule in the sidebar. You'll see a weekly grid view with columns for each day of the week.

1

Open the form

Click the New Class button in the top-right corner, or click the + button on any day column to pre-fill that day.

2

Fill in the details

The class template form includes:

  • Class Name (required) — e.g., "Fundamentals", "Advanced No-Gi", "Competition Training"
  • Day of Week (required) — Which day this class runs
  • Start Time / End Time (required) — Set using a 12-hour picker with 5-minute increments
  • Instructor — Select from academy members with owner, admin, or instructor roles
  • Capacity — Maximum number of students (only enforced if capacity enforcement is enabled in Academy Settings)
  • Room / Mat — e.g., "Main Mat", "Studio B"
  • Description — Additional details about the class
3

Save and generate

When you save a template, the system automatically generates class instances for the current week and next week. This happens in the background — you'll see the instances appear on the Classes page immediately.

Editing a Template

Click on any class template card in the weekly grid to open the edit dialog. Changes you make will:

  1. Update the template definition
  2. Delete all future class instances (from today onward)
  3. Regenerate instances for the next 2 weeks with the updated settings

Editing affects future instances

When you edit a template, all future instances are regenerated. Any per-instance customizations (like a different instructor for a specific date) will be overwritten. If you need to change just one occurrence, edit the instance directly instead.

Deactivating or Deleting Templates

  • Deactivate: Toggle the "Active" switch in the edit dialog. Inactive templates appear dimmed with an "Off" badge and stop generating new instances. Existing future instances are preserved.
  • Delete: Click the delete button in the edit dialog. This removes the template and all its future instances permanently.

Class Instances

Class instances are the real scheduled classes on specific dates. They inherit their settings from the template but can be individually customized.

How Instances Are Generated

The platform automatically generates instances from your active templates:

  • On template creation: Instances are generated for the current and next week.
  • On template edit: Future instances are deleted and regenerated.
  • Background generation: The system generates instances on a rolling basis, always keeping at least 2 weeks of future instances available.

Each instance inherits the template's name, times, instructor, capacity, and room. Instances include a date field (the specific day) and additional fields like topic, notes, and status.

Viewing Instances

Navigate to Schedule in the sidebar, then switch to the class instances view. Three view modes are available:

Week View

A 7-column calendar grid showing instances for the selected week. Today's column is highlighted. Each card shows the class name, time, instructor, status icon, and attendance count.

Month View

A traditional calendar grid. Each day cell shows up to 3 class cards as colored pills (with a "+N more" indicator for busy days). Click any class to see details.

List View

A chronological list grouped by date. Includes a status filter dropdown (All, Scheduled, Completed, Cancelled) for quick filtering. Each row shows time, class name, instructor, attendance count, and status badge.

Instance Statuses

| Status | Meaning | |--------|---------| | Scheduled | The class is upcoming and active | | Completed | The class has been marked as finished | | Cancelled | The class has been cancelled for this date |

You can change an instance's status from the quick-view dialog or the instance detail page.

Editing an Instance

Click any instance to open a quick-view dialog with class details. From here you can:

  • Cancel Class — Cancel this specific occurrence
  • Restore — Bring a cancelled class back to scheduled
  • View Details — Navigate to the full instance detail page

Instance Detail Page

The full detail page (at /classes/[instanceId]) provides a comprehensive view:

Attendance section — Shows checked-in count, registered count, and capacity (if enforced). Displays the full roster of checked-in students with belt rank and check-in time.

Check-in section — When the check-in window is open, staff can search and check in students from the full member list. See Attendance & Check-ins for details.

Class Notes — Staff can add a topic (e.g., "Guard Passing Fundamentals") and detailed notes about what was covered. These are visible to all members who view the class.

Instructor Assignment — Admins can change the instructor for this specific instance without affecting the template.

Class notes help members

Adding a topic and notes to each class helps members recall what they learned. Students can also add their own private notes to any class they attended.

Mobile Schedule Experience

On the mobile app, members see the schedule through the Schedule tab:

  • Weekly view with a horizontal day selector (pill buttons for each day)
  • Class cards show name, time range, instructor, room, and a capacity bar (if enabled)
  • A Check In button appears on each card when the check-in window is open and the member is eligible
  • Tapping a class card opens the full class detail screen with attendance roster, class notes, and the option to add personal notes

Members can navigate between weeks using the arrow buttons and quickly return to the current week.