Run group classes

A group class is a service many clients attend at once — yoga, a pre-natal class, a group therapy session, a fitness class. Each session has a number of places. Clients book a place on your booking page or in their patient portal, or you book them in from the roster. When a session is full, clients can join its waitlist, and a place that frees up is offered to the next person automatically.

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Turn a service into a class

A class is booked only as a place in a session. It is no longer offered as a time on the booking calendar, and it cannot be booked as a one-to-one appointment. To turn Group class off again, cancel the class’s upcoming sessions first. Group classes need the Essential plan or above. On other plans the switch is shown but cannot be turned on.

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Schedule sessions

A session makes its teacher busy for its whole time, however many people come, and nobody can book the teacher for a one-to-one appointment at that time. Their other appointments, other classes and any synced calendar set to Blocks booking count as busy too.

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The timetable

Classes shows two weeks at a time; use the arrows to move. Each session shows its time, name and teacher, and: Select a session to open its roster.

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The roster

The roster lists who is booked, their payment state, and the waitlist in order.

• Attended records that the client came. It completes their appointment, as on the calendar.
• Did not attend records a no-show. If the client booked under your cancellation policy, the missed-appointment fee is raised for you to review on the appointment — it is never charged from here. See Deposits, cancellations and missed visits.
• Undo puts a recorded attendance back to booked.
• Move to another session moves the client to another session of the same class. Full sessions cannot be chosen.
• Book into class books a client you search for into the session (payment is taken later, at the class price). When the session is full, the button becomes Add to waitlist.
• Remove takes someone off the waitlist.
• Places changes the size of this session. It cannot go below the number already booked, and any extra places are offered to the waitlist straight away.

Each booked client is an ordinary appointment: they get the usual confirmation and reminders, the appointment has its own invoice, and it appears on the client’s record and in their portal.

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The waitlist

When every place is taken, clients can Join waitlist on your booking page or in their portal, and you can add clients from the roster. When a place frees up — someone cancels, is moved, or you add places — it is offered to the first person on the waitlist. The place is held for them for the class’s claim time, and they are emailed a Claim your place link. While a place is held, nobody else can book it. If they have not booked by the time the hold ends, the place goes to the next person. One freed place is only ever offered to one person at a time, and no offer is made in the last hour before a class. Offer emails follow the client’s appointment email choice and the Email appointment reminders setting in your portal settings. A client who is signed in to the portal also sees the held place there.

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Cancel a session

Open the session and select Cancel this session, then confirm. This cannot be undone:

• every booked client’s appointment is cancelled, and they get the usual cancellation email;
• deposits and online payments are refunded, and no cancellation fee is charged, because the clinic cancelled;
• the waitlist is closed.

If a refund cannot be made automatically, the message says how many, and you refund them from your payment provider. Your team gets one notice for the session — Cancelled class refunded, or Cancelled class: a payment needs your review when a refund did not go through or an attendee paid at the desk. A payment taken at the desk is never refunded to a card; refund it at the desk if it applies.

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What clients see

On your booking page, a class shows its upcoming sessions instead of a calendar, each with the places left. There is no Provider choice — each session already names who runs it — and no option to repeat the booking: clients book each session they want on its own. Clients choose Book, fill in the booking form and pay as for any service, including any deposit and your cancellation policy. A full session offers Join waitlist. See Your booking page. In the patient portal, Book → the class lists its sessions the same way, and Your class waitlists on the Appointments page shows the client’s waiting places and any place held for them. See Book and manage appointments.

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Check it worked

Open Classes, select the session and check the booked count. Then open your booking page in a private window, choose the class, and check the session shows the places you expect.

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Common issues