Viewing and managing your class schedule. Planning your schedule.
TeamUp's business management calendar allows business owners, instructors, and other staff members to see your class schedule*, access class details and attendees, check off attendance, and much more.
✍️ If you're just getting started with TeamUp, see How to set up a class for details on how to create classes and add them to your calendar.
To access the calendar, click 'Calendar' on the left-hand menu.
In this guide, we'll cover:
- Who can view the business Calendar?
- How to navigate the Calendar
Filter by instructor, venues, event, class status, or occupancy
- See at glance which sessions are in person, online, an appointment, or part of a course
- Quick summary view of each event
- Select your preferred view (daily, weekly, monthly)
- Group by Venues and Instructors
- Choose a compact or expanded view
- Save your preferred view
- What can I do from the Calendar?
Who can view the business Calendar?
Only users with a staff account (owners, admins, instructors, etc.) will be able to view the business calendar. Instructors will be able to see the classes they teach or the entire schedule, depending on their permissions,
Customers will be able to see your schedule via the customer site. The schedule on the Customer Site shows your visible classes* and allows customers to book sessions, unregister, and join waitlists.
💡 * You can control which classes are visible on the customer-facing schedule.
Need to make some classes visible to certain membership holders or to the business only? See Adjusting the class type visibility.
The Customer Site version of the schedule is also different in that it doesn't display details about other attendees or show any of the class management options on the business calendar.
To see what the schedule looks like on the Customer Site, head to Customer Experience >> Customer Site >> copy the URL and paste it into a browser.
Here's a preview of what customers see on their end:
How to navigate the Calendar
The business Calendar features multiple filters and tools to help you plan your schedule and manage classes efficiently.
Keep reading for more details!
Filter by instructor, venues, event, class status, or occupancy
By default, the Calendar will show all your events (classes, courses, and appointments), but you can filter by specific instructors, venues, event types, status (active and/or cancelled classes), or occupancy (empty, has registrations, full, has waitlist) if you need to narrow down the view.
Let's take a closer look at each filter.
👟 Instructor filter
Select one or multiple instructors:
📍 Venue filter
Select one or multiple venues:
🎟️ Event filter
Select one or multiple class types and/or courses:
⏯️ Status (Active/Cancelled events) filter
Select 'Active' or 'Cancelled' events.
Cancelled classes will appear crossed out, as seen below:
👥 Occupancy filter
Filter by the event occupancy details: empty, has registrations, full, has waitlist.
See at glance which sessions are in person, online, an appointment or part of a course
Online classes are labeled with a video icon, course sessions are marked with a book icon, and appointments have a person with a clock to visually differentiate them from regular in-person classes, as seen below.
Quick summary view of each event
To see a summary of an event's details, click an event card. This will pull up a modal with all of the event's details: date and time, venue, instructors, occupancy, visibility settings, whether registrations are open or closed, and the link to the event (which you can copy from this card by clicking the clipboard icon).
To access the attendee list, the event options, and additional details, click 'See Full Details'.
Select your preferred view (day, week, month)
Choose the 'Today' view for a scroll-down list view of today's schedule, or use the daily, weekly, or monthly views.
Jump to a specific date
Use the calendar icon to quickly jump to a specific date.
Group by Venues and Instructors
The grouping feature is excellent for schedule planning, and it can be used in conjunction with filters to generate customised views of the calendar.
Let's take a look at each option.
This grouping will give you a quick overview of each instructor's day and assist in planning your schedule.
To see all instructors and their scheduled classes, appointments, and courses, click the Instructors view, and they will be listed in the header with their classes underneath (as seen in the image below).
You'll be able to see at a glance which classes don't have an instructor* and which instructors don't have any classes assigned (see screenshot below for an example).
💡 * Need to assign an instructor to a class? See Creating instructors and adding them to classes.
If you're using the Appointments feature, in this view, you can also hover over each instructor's name to see which time slots they still have available for appointments that day.
Venue grouping works in a similar way. To see a list of classes at each venue, click 'Venues'.
This feature can be especially useful in helping you plan your online and offline classes or if you have multiple locations.
Choose a compact or expanded view
You can choose to view the Calendar in compact or expanded mode, as seen below. Regardless of which one you choose, you will be able to click any event to see a summary and access the full details.
Save your preferred view
After selecting a view (list/week/month), it will be saved as the default view of your Calendar.
You can switch your preferred default view at any time by simply selecting a different view. When you leave the Calendar, the last selected view will become the new default.
Everything else, from the current date to filters, is saved for 20 minutes. After 20 minutes, the Calendar will return to the current day/week/month with no filters applied.
Event organisation by colour
Each event type will be assigned a default colour to make it easier to find on the Calendar. You can change the default colour on any event type from Customer Experience >> Customer Site - Class Type Colours.
What can I do from the Calendar?
1. Manage your classes (check off attendance, change the time on a specific class or edit any other details, etc.).
2. Schedule a one-off class or appointment.
3. Check in customers for activities that don't require a registration, such as Open Gym (coming soon!).
4. Under Settings:
- Quick access to class and course management. Add, remove, and edit class schedules, create new classes and courses, etc.
- Bulk cancel classes by using the bulk cancel tool, as seen below.
- Calendar feeds to sync with your personal calendar (iCal, Google and Outlook)
5. Download a printable PDF
To generate a PDF version of your Calendar, click the 'Download' button.
- Layout: Portrait
- Scale: Custom at ~70%
- Include: Background graphics
- Margins: 0 or minimal