Bookings · How-to
Run classes: a timetable, enrolment and the register
Give a group class a timetable that opens its sessions ahead, enrol a client or their child in every session, keep the register, and take a membership or a monthly fee for the place.
Make a timetable
On Bookings › Waitlist, press “New standing appointment” and choose “Class timetable”. Pick the “Class” (a group service), the place, the person who teaches it, the day and the time, how often it repeats and when it ends, then press “Create the timetable”. Setvos opens the sessions about four months ahead with every seat free and keeps opening them every day. A session already open at that time joins the timetable, and a date that clashes for the teacher is skipped and shown. In the Setvos Business app, a class session’s ⋯ menu offers “Make it a timetable”.
Let clients take seats
Your booking page offers each session with the places left, so a drop-in or a trial lesson books a seat as before. A timetable’s session stays in the diary when its last seat is cancelled: the class still runs.
Enrol a child for the term
Open the timetable in the list and press “Enrol”, or press “Enrol” on the “Classes” card of the client’s record. Choose the “Client who pays”, the child under “Which child”, the “First day” and, if the place ends, the “Last day”. The child gets a seat in every session between those days. A full session is skipped and shown on the place, never forced, and the seat is taken if one frees up. The parent gets one email listing the sessions and one text message, never one per session.
Take a membership or a monthly fee
Under “Paid by”, choose “A membership for the child” and a membership that counts visits or hours: one waiting for payment is made, and its pay link goes in the enrolment email. Or choose “A monthly invoice” and the amount: an invoice is issued each month from the first day and emailed with a link to pay, and it stops when the place ends. The parent sees what is left on the membership in their Setvos account.
Keep the register
Open a class session in the diary, or in the Setvos Business app. Under “Register”, mark each child “Present”, “No-show” or “Excused” and press “Save”, or “Save and close” at the end of the class: closing marks the session done, which per-class pay counts. Present and no-show use a lesson from the child’s membership, excused uses nothing, and “Give a make-up” adds a lesson back to the membership. Changing a mark back gives the lesson back.
Pause, move or end a place
Open the place from the timetable or from the client’s card. “Pause” frees its seats between two days and seats it again after them. “Move to another class” ends the place the day before a date and starts one in the other class, with the same membership or monthly fee. “End” cancels its seats after the last day. Ending the timetable ends every place in it, and each parent is told once.
Common questions
- Does a no-show use a lesson?
Yes: a no-show uses the lesson, as a seat held for the child does. Mark the child “Excused” when the parent told you in time; that uses nothing.
- Does an excused child count for the teacher’s pay?
No. Per-class pay counts the children who came and the no-shows, not the excused ones.
- Can a parent enrol two children?
Yes. Each child has their own place, their own seat in every session and their own membership.
- What if the class asks for a signed form?
A child’s place is refused until the parent or guardian has signed the forms the class asks for. Record the form on the client’s card first, under “Consent”.
Read next
Book standing appointments and recalls
Set up a visit that repeats weekly, fortnightly or monthly, book a single follow-up months ahead, and end a series when the client stops coming.
Ask clients to agree to a consent form
Write the forms clients agree to before a service, such as a patch test or a health questionnaire, attach them to services, and record a form signed at the desk.
Create a membership plan
Offer a visit pack, an hours pack or a discount membership that clients buy for a set period.
Keep a client’s children, pets and vehicles
Give each child, pet or car its own record under the client who books for it, so every visit, seat, membership and signature says which one it was for.
More in Bookings
- Bookings: your diary, staff rota and online booking page
- Find your way around the appointments diary
- Book an appointment for a client
- Check in, finish, move or cancel an appointment
- Take payment for a visit at the till
- Set up your services, prices and categories
- Visits at the client’s address, and prices by size
- Offer group classes, packages and services that need more
- Cut no-shows with deposits and cards on file
- Plan the staff rota and publish it
- Keep a waitlist and offer freed slots
- Read and answer client reviews
Open in Setvos
Signed in? This article is also in the Help menu of the app.
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