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Maintaining Your Session Based Class Schedule

In this series of articles we are focusing on setting up & maintaining a session based class schedule.

 

Overview

In this article we will go through the best practices for maintaining your sessions based class schedule and session based memberships.  If you have questions or need additional assistance, please reach out to a customer success agent for specific help with your setup:

Phone:  866-541-3570, Mon-Fri (9a-9p US eastern time)
Email:  help@zenplanner.com

 

Maintaining Memberships

Let's walk through best practices for routinely updating your session based class memberships.

In this example, we run boot camps in four week sessions with some downtime in between the sessions.  After the first class day of a four week session, people can no longer register online for the current session, but they can register for the next upcoming session.  

Please Note: If you have followed the suggestions for how to build the membership options, the items in green should be the only settings that will need to be updated.

 

This example shows you the before & after.  The changes are explained after the examples. 

Membership option settings through the first day of class:

Label: Boot Camp
Length: 4 weeks
Attendance limits: Unlimited
Autorenewal: OFF
# of Installments: Single Payment
Enrollments: Boot Camp classes checked off
Online: Yes/checked off
Due at Signup: Signup Fee & First Recommended
Enrollment begins: 1/5/16
Enrollment ends: 2/1/16
Begin Date: Membership begins on 2/1/16 

 

Membership option settings updated after first day, pre-sales for next session:

Label: Boot Camp
Length: 4 weeks
Attendance limits: Unlimited
Autorenewal: OFF
# of Installments: Single Payment
Enrollments: Boot Camp classes checked off
Online: Yes/checked off
Due at Signup: Signup Fee & First Recommended
Enrollment begins: 2/2/16
Enrollment ends: 3/14/16
Begin Date: Membership begins on 3/14/16 

 

Enrollment Begins:
This field will be updated after sales for the current session have ended.  Update this date to the first day that you want to allow pre-sales for the next session.  Please note, staff will be able to sell this membership option through Studio prior to this date.

Enrollment Ends:
This field will be updated after sales for the current session have ended.  Update this date to the last day that you want to allow pre-sales for the next session.  Please note, staff will be able to sell this membership option through Studio after this date.

Begin Date:
This is crucial when setting up session based classes.  This field will be updated to the first day of class for the next session.

 

Maintaining the Calendar

Going forward, you will want to set up a routine of going in and removing unwanted classes.  The studio calendar only goes out a year in the future with recurring classes populating on a rolling, daily basis.  A typical maintenance schedule would be once a month if you plan out 6 months to a year in advance.  If you only plan sessions out a little in advance, or as you go, you will want to perform maintenance more often or as upcoming schedules are finalized. 

There is a report in Saved Reports>Operations that will help you do this.  Here are the instructions:

  1. Click into the Session Calendar Maintenance report, then click 'Edit Report' 
  2. Update the 'Date:On or After' filed to 2/27/16
  3. Update the 'Date:On or Before' fields to 3/13/16
  4. Update the 'Class:is' field to Boot Camp, the session class we need to edit
  5. Click the gray refresh button beneath the criteria fields
  6. Give the updated report a look to see if it meets what you would expect to see
  7. Select all the records, or you can just click the box next to the classes you need to remove from the calendar.
  8. Click the 'Batch Update' button, then 'Delete Checked Sessions' in the popup

 

Next Steps

You should now have all the tools to setup, run & maintain a session based class schedule.

If you have questions or need additional assistance, please reach out to a customer success agent for specific help with your setup:

Phone:  866-541-3570, Mon-Fri (9a-9p US eastern time)
Email:  help@zenplanner.com

 

 

 

 

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