This post guides you through managing your classes and bookings using Simplifythis by describing all the activities related to class booking and how to perform them.
Setting up a new class
Setup a new class by going to Classes->Class List and then clicking on ‘+ Class’ button from the toolbar. You can learn about the interpretation of various parameters in class setup form by going to this link. Save the class, and then create a schedule for the class by clicking on Schedule tab. If the class repeats itself several times during a week, you can also add as many recurring schedules as you require.
Booking a client for a class
Clients can book a class online from the booking page (more on this on the booking page section), or you can book/register them yourself. To register a client for courses, go to Classes->Class List, select the course and then click on the ‘Add’ icon to register to client to the class. Please note that the Add icon will be invisible/inactive for those courses that are closed.
Charging for a class
While charging for a course, you’ll charge the participant for the whole course at a time. However, for standalone classes, you’ll be charging them for each individual class that they attend. To charge for a course, select the course by going to Classes->Class List, select the course and then click on the green ‘money’ icon.
To charge clients for individual classes, go to Classes->Upcoming Schedule, select the class that you want to charge for, and click on the roster icon to see the list of clients registered for that class. Select the ones that you want to charge to and then click on the ‘Charge It’ button on the right hand side.
To mark who has attend a class and who has not, all you need to do is go to Classes->Upcoming Schedule, search for the class that you want to take attendance for, and click on the roster to see the list of participants registered for that class. Select the ones that you want to mark as attended and then click on ‘Mark as Attended’ button on the right. All the selected participants will be marked as attended.
Removing a client from a class/Canceling a booking
People change their mind, or run into schedule conflicts and may call you in to cancel their booking. To remove them from the class and make room for others, all you need to do is go Classes->Class List for courses, select the course, click on the roster icon (view booking) to see the participant list. Select the one that you want to remove, click on ‘More Action’ and then cancel the booking. Similarly, if you want to cancel booking for a standalone class, go to Classes->Upcoming Schedule, select the class, click on the roster icon and cancel booking from ‘More Actions’.
Viewing all classes taken by a client
Need to view what classes a client has booked? Just go to Contacts section, select the contact and click on the Lens icon (view details) and navigate to Appt/Classes tab. You’ll see all the appointments and classes booked by this client in 30 days. You can then further look for a specific booking by filtering by date range.
Adding a note to a student record
Other than adding notes directly to a client record by going to Contacts section, you can also add notes specific to a class booking. To do so, go to Classes->Upcoming Schedule, select the class, click on the roster icon and then click on Notes column next to the client name. You can then edit the exiting note if there is one, or add a new one.