Scheduling

This guide will walk you through navigating your schedule, adding new events (like classes or appointments), configuring registration and payment settings, and managing your scheduled events.

How to Add an Event to Your Schedule

You can add an event from any schedule view.

1. Select a Time Slot: Click on the desired day/time on your calendar (e.g., Wednesday).
2. Choose Event Type: In the pop-up, select Scheduled Event (for an Offering like a class) over an Appointment, Event Series, or Block of time.
3. Basic Details:
   • Select the Offering (e.g., Hatha Yoga Class).
   • Edit the Title or Description if needed (or reset to default).
   • Set the Date, Start Time, and Duration.
   • Select the correct Time Zone for the event.

Setting Up Recurring Events

You can choose to repeat the event:

• Daily: Repeats every day.
• Weekly: Repeats every week, and you can select additional days (e.g., Wednesday and Friday).
• Monthly: Repeats every month. You can choose to repeat on the specific date (e.g., the 22nd) or the occurrence (e.g., the 4th Wednesday of the month).
• End Date: Set an end date for the recurring schedule (e.g., December 31st).

Location and Staff

• Online Event: Check this option. You can link a Zoom account or provide a specific streaming service link.
  • Note: You can choose whether to make this link public or only visible to those who sign up.
• Private Event: If checked, the event will only be visible to logged-in clients with the necessary membership/package, or those who receive the direct link.
• Staff Member: Select which staff member is teaching the class (if you have staff options enabled).
• Location (In-Person): Type in the address and name the location as it should appear on your schedule.

Configuring Registration Settings

Under Allow clients to register for this event, you can customize the client experience:

Capacity and Waitlist

• Waiver: Request a waiver for registration.
• Capacity: Enter the maximum number of attendees (e.g., 10).
• Waitlist (Pro Plan and up): Toggle on a waitlist and set a Cut Off Time for when waitlisted clients can no longer be admitted.
• Registration Limit:
  • Limit Early Registration: Set how far in advance clients can book (e.g., 1 week).
  • End Registration: Set a cutoff time (e.g., 10 minutes before the event).

Client Visibility and Restrictions

• Limit to Customer Segments: Restrict registration to certain groups (e.g., active package holders or members). This feature is available for Pro Plus plans and up.
• Show Spots Remaining: Choose whether to show clients the number of spots remaining (e.g., if less than five, or from the get-go).
• Phone Number: Make the phone number optional or required (handy for text notifications).

Notifications and Redirection

• Customize Registration: Add custom email and text notifications (before or after the event).
  • Note: Text notifications are an add-on feature.
• Redirect: Automatically, clients go to a confirmation page. You can override this and redirect them to a specific landing page you create.

Setting Up Payment Options

Accepting Payment

1. Accept Online Payments: If you untick this, registration is free (no payment required).
2. Require payment to register: If you keep payments accepted but uncheck this, clients can register and pay later (e.g., upon arrival).

Pricing and Credit Options

• Valid Memberships/Packages: Allow clients to use packages or memberships for payment.
  • Set the Credits to be charged per person (e.g., 1 credit).
• Fixed Price: Set a single price for the event.
• Tiered Pricing/Donation: Create multiple price options or set a minimum payment for donation-style classes.
• Convenience Fee: Add a percentage (e.g., 3%) to the price to cover the cost of credit/debit card processing.

Cancellation Policy

• Use your default policy or Override it to set specific rules for this event (e.g., refund method, when refunds are provided).

Navigating Your Schedule View

When you head over to your Schedule under Manage Schedule, you have several display and filtering options:

Viewing Options

• List View: Shows a straightforward list of your scheduled events.
• Calendar View: Displays a breakdown of time slots by day or month.
  • Upcoming View (Default): The first day shown is always today.
  • Week View: Always starts on Monday, regardless of the current day.
  • Past View: Shows past events, ending on the day before today.
  • Calendar Month View: Available only in Calendar View to see an entire month at a glance.
• Navigation: You can toggle between months or weeks using the step-back/forward buttons, or use the date picker to jump to a specific date.
• Today Button: Quickly jumps back to the current date.

Staff and Availability

• Availability: View your or up to three Staff Members' and Rooms & Resources' availability for appointments, color-coded for easy viewing.
• Time Off: Any set time off will be grayed out on the schedule.
• Synced Events: Events synced from an external Google Calendar will also display.

Filtering Options

You can filter your schedule using several options (which can also be cleared or hidden):

• Type of Schedule: Filter by Classes, Events, Appointments, or All Offerings.
• Category: Filter by the category your offerings fall into.
• Staff Member: View the schedule for a specific staff member.
• Location: Filter by physical location or online-only events.

Managing Existing Events

Once saved, the event will appear on your schedule. Hovering over it will show key details (registrations, staff, etc.).

• Repeating Events: A small icon indicates a recurring event.
• Actions: Click on an event for a menu of options:
  • Check Attendees: See a list of registered, waitlisted, and canceled clients, and message everyone.
  • Edit: Change any details (e.g., staff member for a specific week). When saving an edit to a recurring event, you can apply it to Only this event or All future instances.
  • Share: Get the direct link to the event.
  • Duplicate: Create a copy of the event (note: it will not duplicate the recurring setup).
  • Delete: Permanently remove the event from the schedule (no one can see it).
  • Cancel: The event remains visible on the schedule but displays as "Canceled."

Schedule Embedding and Syncing

Embed Schedule

If you use OfferingTree on a separate website, you can:

• Scroll down to the embed options.
• Choose the default view (Week View, Day View, etc.) for the embedded schedule.
• Filter which offerings, categories, staff, and locations are displayed.

Sync Your Calendar

You can connect your OfferingTree schedule to external calendars. There are help articles for this available.

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