Group classes & training sessions

Organize group classes and training sessions: book time slots for the year, accommodate large groups, avoid cascading cancellations, and use labels and annotations appropriately.

Book class time slots for the year

1. From the booking calendars, click the first class time slot.
2. Choose a label (for example “Tennis school”), then open the Repetition dialog to repeat the booking over several weeks, several days, or several calendars.
3. Use the options reserved for administrators: Do not count towards the quota, Disable Notifications and, if necessary, Overwrite existing bookings.

Access to repetition is configured in Administration›Users›Access Rights›Profiles & Roles with the Book with Repetition permission.

Accommodate more players than a time slot allows

A booking accommodates a limited number of participants (the manager and their partners or guests). For a large group class:

1. In the calendar details, split the class period into shorter time slots: Add a Time Slot, then reduce the Duration of a Time Slot (for example, three 20-minute time slots within the hour).
2. Book each time slot with the same label and some of the participants: visually, the full hour forms a single block named after the class.

Administrators with the Book with Repetition permission can also freely adjust the start and end times of a booking to place several successive bookings over the same period.

Prevent a cancellation from deleting the entire class

By default, a participant who cancels can cancel the entire booking. To prevent this:

1. In Administration›Users›Access Rights›Subscriptions, open the students’ subscription, then the Permissions tab.
2. In the Advanced Settings for Booking Cancellations, enable The subscriber can only cancel their name.
3. Only the booking manager (the instructor or the administrator who created it) can then cancel the entire time slot; each student only removes their own participation.

Manage training bookings with a dedicated label

To allow players to book their own training or championship time slots without giving them access to all labels:

1. In the subscription, on the Labels tab, enable Allow booking with labels.
2. Select the label (for example “Championship”) and the number of time slots allowed per user.
3. Adjust the options according to your needs: Ignore the quota and booking limits so that these time slots do not use the quota, and Allow Consecutive Time Slots for longer formats.

Indicate priority without blocking the time slot

An annotation displays an overlaid message on time slots (for example “FREE IF GOOD WEATHER” or “CLUB IF RAIN”) without preventing booking. It is the ideal tool for indicating a flexible usage priority.

1. Create your annotations in Administration›Settings›Booking›Labels & Annotations, on the Annotations tab.
2. Grant the Book with an annotation permission to the relevant profiles in Administration›Users›Access Rights›Profiles & Roles.