📝 Overview

The TeamUp calendar is your central scheduling hub where you can see all of your classes, courses, appointments, and events in one place, making planning and managing your business easier. It shows your full schedule in different layouts and gives you flexible options to focus on the details that matter most.

In this guide, you’ll learn how to move around the calendar, choose the views and filters that best suit your needs, and take advantage of helpful tools like grouping, colour coding, and quick event summaries. Whether you’re checking what’s coming up next or organising your week, this article will show you how to make the most of your calendar.

💡 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.

👀 Who can view the business Calendar?

Only staff users, such as owners, admins, and instructors, can open and use the business calendar from within your TeamUp dashboard. Instructors see events they are involved with depending on the permissions you’ve given them.

Customers don’t get access to the internal calendar, but they can see a version of your schedule on the customer site that shows bookable sessions and lets them join or unregister from events.

💡 You can control which classes are visible on the customer-facing schedule by adjusting the class type visibility.

Click here to find out more about the Customer Site Calendar

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 your browser.

Here's how you can access the url and view your Customer Site.

🗺️ How to navigate the Calendar

To access the calendar, click 'Calendar' in the left-hand menu.

The calendar gives you a powerful way to view and organise your schedule.

You start by choosing which filters to apply so you only see what’s important to you, such as specific instructors, venues, event types or even current occupancy status of classes. From there, the calendar gives you at-a-glance details like whether a session is online, part of a course, or an appointment.

Click here to find out more about how to navigate the calendar

Clicking on any event will take you directly to that events page which will show more details such as:

Event Type
Event Name
Date & Time
Location/Venue
Instructor
Number of Registrants/Attendees
Event Category
Event Visibility
Registrations Status (Open/Closed)
Customer Site URL button
Pricing (Memberships & Drop-In cost)

💡 From here, you can also:

Edit the event details (e.g. Instructor, start time, venue)
Cancel the event
Register/unregister customers
Add a note

🗂️ How to use Filters

You can organise your calendar to highlight what matters most. You can filter events by:

Venue
Instructor
Event type
Class status (Cancelled)
Occupancy
Instructor

This is particularly handy if you run multiple locations and want a clear visual of everyone’s schedule in one location or all bookings for a particular space in a day.

Click here to find out more about the calendar filters

By default, the Calendar will show all your events (classes, courses, and appointments), but you can filter by specific instructors, venues, event types, status, or occupancy 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 with a "🛇 Cancelled" label at the bottom, as seen below:

👥 Occupancy filter

Filter by the event occupancy details: Empty, Not Full, Has Registrations, Full, Has a Waitlist.

📐 Choose between Compact or Expanded view

You also get to choose how dense or relaxed the calendar should look. Selecting a Compact view will information from the events displayed so that it only shows the name of the event and the time, while an Expanded view will also display the venue, instructors name, occupancy, age restrictions, and waitlist status.

💡 Once you create a view that works for you, TeamUp remembers your choice so returning to the calendar feels familiar every time.

🖼️ Choose your Calendar View and Grouping

The calendar can be viewed in more than one way. You can choose between the following:

Month	Displays a full month at a glance, allowing you to see all scheduled events and classes across every day in that month.
Week	Shows a seven-day breakdown of events, making it easy to review and compare the schedule for the entire week.
Day	Provides a detailed, hour-by-hour schedule for a single day, helping you see exactly what’s happening and when.
Instructors	Organizes the schedule by instructor, so you can quickly see which classes or events each instructor is assigned to.
Venues	Displays events grouped by venue, allowing you to monitor activity across different locations.
Rooms	Breaks down the schedule by individual rooms, helping you track room usage and avoid booking conflicts. (For Appointments and Rentals)

Click here for more information about Calendar Grouping

The grouping feature is excellent for schedule planning, and it can be used in conjunction with filters to generate customized views of the calendar.

Let's take a look at each option.

🧘🏻‍♀️ Instructor grouping

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 events 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

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.

🏠 Room grouping

In the same way, the calendar also lets you see when different rooms have been booked for appointments. The time bar on the left hand side makes it easy to view room occupancy at a glance and manage any conflicts.

🔎 How to tell different Event Types apart

Online classes are labelled 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.

🔄 Calendar Sync

TeamUp provides two ways to sync your class timetable and availability with external calendars, making it easier to stay organised and avoid double bookings.

Whether you want a simple calendar feed or two-way integration with Google Calendar, both options are available directly from your TeamUp calendar.

You can find out more about how to use the Calendar Sync feature in our relevant support guide here: Calendar Sync

❓ Frequently Asked Questions (FAQ's)

Click here to see frequently asked questions

Can I change the day of the week the calendar starts?

Click here to see the answer

If you'd like to change the starting day of the Schedule/Calendar on your Business Dashboard you can only do so by changing the Language on your dashboard by clicking here, or by scrolling to the bottom of the page, and choosing a new Language on the bottom-right.

Selecting English (US) will set the calendar to start on Sunday, and selecting English (UK) or any other language will set the calendar to start on a Monday.

💡 If you'd like to change the day your customers Calendar starts on their Customer Dashboard, you can edit this in your Calendar Settings section here, or by going to: Settings ➔ Registration Settings ➔ Calendar ➔ Calendar starting day of week.

Can I change the colour of classes?

Click here to see the answer

Each event type will be assigned a default colour to make it easier to find on the Calendar, but you can change the default colour on any event type from your Customer Site Settings here, or by going to: Customer Experience ➔ Customer Site ➔ Class Type Colours

Can I download the Calendar?

Click here to see the answer

You can download a printable PDF which you can generate by clicking on the 'Download' button on the top-right.

Please note that your browser (Chrome, Safari, etc.) will impact how the download looks. While we can't control this, we recommend these settings to save and print the calendar to get the best results:

Layout: Portrait
Scale: Custom at ~70%
Include: Background graphics
Margins: 0 or minimal

Can I create events from the Calendar view?

Click here to view the answer

Yes. You can create a one-off (non-repeating) event from inside the calendar by clicking on the "Add One-Off Event" button on the top-right.

💡 We also have a guide which goes over creating one-off events in more detail here: How to create one-off events in TeamUp

Can I save my filters/preferences in the Calendar?

Click here to see the answer

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.

What can I use the Settings button for?

Click here to see the answer

The Settings button on the top-right allows you to access and Manage Class Schedules, Manage Course Schedules, and the Bulk Cancel/Mark As Closed options.

The Manage Class Schedules and Manage Course Schedules options will redirect you to your Class Types or Course Types section where you can add, remove, and edit event schedules, or create new events (classes and courses).

💡 You can find our more about managing your class and course schedules in our relevant support guides here:

The Bulk Cancel/Mark As Closed option will allow you to mark your business as closed for any dates you choose, and/or also cancel events which take place during these days.

💡 You can find our more about the Bulk Cancel/Mark As Closed option in the relevant guide here: