Schedule

1. Use Week or List, and Previous and Next, to find a session.
2. Open Add a weekly session for anything that repeats, or Add a one-off session for a single date.
3. Click a session to open it. Change its settings, choose how far the change reaches, and press Save.
4. To change only the spots or the price, press Change under Spots and price in the List.
5. Put coaches on under Who is coaching, and children on under Booked with Add to session.
6. To cancel one, open Call this session off, give a reason and press Call it off.

Week shows seven days, one column each. List shows the next twelve weeks as a table, easier for finding one session among many. Previous and Next move a week at a time.

Each session shows how many are booked out of its spots. The list also shows who is waiting, who was booked over a level gate, and who is coaching.

Times are always the club's time, wherever you are looking from.

A called-off session stays on the list, marked cancelled. An invite-only one is marked too.

Closures, at the top, is where you shut the venue for a holiday.

For something you run every week.

1. Pick its Program, or A new program… and type its name.
2. Choose the day under Every, when it Starts and its Minutes.
3. Set Spots, and a level range if it is for some levels only.
4. Pick the Coach. Me is you.
5. Set the First week. Leave Last week blank to keep it going.
6. Press Add weekly session.

The next eight weeks go on the schedule straight away, and a new week is added as each one passes. A first week more than eight weeks away puts nothing on yet; it appears on its own.

A new week copies the latest one, price included. So a change to "this and all later ones" carries on into weeks that do not exist yet.

Ages, grades, price and the other settings are set afterwards, in each session.

For a make-up, a camp day or a trial: anything that does not repeat.

Pick its Program, a Date, when it Starts and its Minutes, then press Add session. Spots, Needs level and Up to level are optional.

Whoever adds it coaches it, until you change that in the session.

A one-off session goes in a program you already have; it cannot start a new one. If the time it lands at is not the time you typed, the message says so: times are the venue's own.

Click a session in either view to open it below. Everything about that one session is there: its settings, who is coaching, who is booked, and calling it off.

The line under its name says how many are booked and waiting. For a series, it also says how many sessions are still to come. close puts it away.

Name is what families see. Leave it blank to use the program's name.

Starts is in the club's time zone, and Minutes is how long it runs. Minutes sets the end time and hourly pay.

Spots is how many children can book. Blank means no limit. When it fills, families join the waitlist if it is switched on.

Shrinking Spots never removes anybody already booked. The screen says how many are now over the limit, and new bookings go to the waitlist.

Raising it offers the new places to the families waiting, straight away.

Two sessions cannot hold the same space at the same time. A change that would clash is refused with the reason.

How a family pays for this session.

• From a pack uses one session from the family's pack.
• On its own (drop-in) charges the Drop-in price for this session alone, online or at the desk.
• Free costs nothing.

A drop-in needs a price of at least $0.50.

A drop-in paid online and cancelled in time, or called off by the club, is paid back by itself. One paid at the desk is the club's to hand back.

The price is cleared when a session is switched back to a pack or to free.

The court or room the session uses. It only shows once the club has set up spaces under Facilities.

A space holds one thing at a time. A session here cannot overlap another session, a rental or a closure in the same space.

No particular space leaves it unassigned.

In the List, each session shows its spots and price. Press Change to set Spots and Paid for without opening the session, choose how far it reaches, and press Save.

It changes only those two, so nothing else about the session moves.

Leave Spots blank for no limit. On its own (drop-in) needs a price, at least $0.50. A session paid for another way, such as a membership, shows only its spots.

While you set a session's day and time, a line under the fields says Free then: and who could take it. Not free: names the rest, and why: away, outside their hours, or on another session.

It shows when Coach pay and cover is on. See the day opens the whole day.

A coach who has said nothing is taken as free. When you edit a session, its own coaches are not counted as busy with it.

Needs level is the lowest level a child must have passed to book. Below it, they see the session greyed and can ask for a spot.

Recommended from level is the level a child should have reached. Below it they see a note, and can still book.

Up to level is the highest level that may book, so a beginners' group stays one.

Ages and Grades set who may book by age or school grade. Blank means no limit.

Ages are worked out from each child's date of birth. For grades, K is 0, and every child's grade moves up by itself on 1 August.

A top level below the bottom one is refused, because nobody could book. So is an oldest age below the youngest, or a highest grade below the lowest.

Raising a level never takes off a child already booked. The screen names anybody now outside the range, and they keep their place.

Families cannot book it themselves, and it is not shown on the club's public page. Use it for a squad you pick.

A family can still ask for a spot, which goes to the coach under Requests. Or the club puts children on it from Booked.

With Waitlist ticked, families can queue when the session is full. Waiting under Booked lists them in order.

When a place comes free, the first family waiting is offered it and emailed. The place is held for them for a few hours, then passed to the next family.

How long an offer is held is Hold a waitlist offer for, in the club's cancellation policy under Settings.

A family can turn an offer down with No thanks — pass it on, or leave the list with Leave the waitlist. Offers stop once the session starts.

A child you put on the session yourself comes off the waitlist.

Beside Save, choose how far the change reaches: This session only, This and all later ones, or The whole series. The numbers say how many sessions each one changes.

Past sessions are never changed by "this and all later ones". A one-off session has only the first choice.

An edit never removes anybody already booked. If a change leaves somebody over the spots or outside the level range, the screen names them and they keep their place.

Change Starts or Minutes and save.

Every family booked on a session that moved is emailed, with the old time and the new one. A family who cannot make the new time can cancel from their booking page.

Families get one email per change, however many weeks moved, listing the first few. A move within a day is marked urgent.

Moving a session that has already happened tells nobody.

Everybody on this session, with an assistant marked. Take off removes one. Nobody is on this session. means it has no coach.

Add a coach lists your staff, each with anything against them. That might be another session at that time, time away, being over their weekly cap or missing paperwork. You can still add them, as Coach or Assistant.

A warning you add somebody over is named in the message, and it is recorded.

A session with nobody on it can be offered to the coaches with Put it on the board. A session that has a coach is put on the board by that coach, from their own screen.

Coaches are emailed when they are put on something.

For "Dana takes the Tuesdays from now on". Pick who under Hand it to, choose how far it reaches, and press Set coach.

It replaces everybody on the sessions it reaches, assistants included. To add a second pair of hands, use Add a coach instead.

Picking Nobody takes everybody off those sessions.

When the club uses coach cover, it gives the same warnings as Add a coach, and takes any of those sessions off the board.

Open Call this session off at the bottom of the session. Type a reason, which goes in the email, and press Call it off.

Everyone booked is emailed and gets the session back on their pack, straight away. The session stays on the schedule, marked cancelled.

A session within a day is flagged urgent in the email. Nobody waiting for it is offered a place.

There is no undo here. If it runs after all, add a one-off session.

Who is on this session. Put a child on… lists every child on the club's books, including ones whose families have not signed in yet. Pick one and press Add to session.

A child below the session's level goes on anyway, marked "over the gate", as the club's decision.

The button beside each name takes that child off.

If the session is full, a child you put on joins the waitlist instead, and the message says their number.

Taking a child off never costs the family a session: any session it used goes back on their pack, and the place is offered to the waitlist. Once the session has started, a child can no longer be taken off.

Why can I not see the Schedule?

I made the session smaller. Why is everybody still booked?

How do I change one week without changing the rest?

A family phoned to book. How do I put their child on?