Creating a Class

Overview

Classes are the core of your HeyBookMe timetable. Each class defines what you're offering - its name, price, and duration - and is then scheduled as one or more sessions that clients can book. You can set up a class once and schedule it to repeat weekly, or create individual one-off sessions.

Creating a new class

1. Go to Classes in the main navigation. From your dashboard, click Classes in the sidebar. This shows all your existing classes.
2. Click "New class". The class creation form will open.
3. Enter the class name and description. The name appears on your booking page and in all emails. The description is shown to clients when they browse your timetable - include anything useful like what to bring or who the class is suitable for.
4. Set the price & duration. You set the price. This is how much your customers will be charged for their booking. The price & duration are shown to customers before they book.
5. Provide additional information. You can add the class location, and an image for the class if you like.
6. Choose a category (optional). Assign the class to one of your categories (e.g. Yoga, Pilates, HIIT). This lets clients filter your timetable. If you haven't set up categories yet, see managing class categories.
7. Assign class leaders. If you're on the Pro plan and have multiple team members you can set users as the class leader. This will allow those users to filter their HeyBookMe dashboard to only the classes they are managing. Class leader information will also be shown on the frontend when customers are booking.
8. Configure rebooking reminders. You can choose whether customers attending this class will get nudged to re-book via email, and what classes will be suggested to them if they do. For more information see our article on rebooking reminders.

Scheduling sessions

After saving the class definition, you need to schedule when it runs. You can add as many sessions as you like - either a single one-off date or a recurring weekly schedule.

Adding a recurring schedule

Recurring schedules are the most efficient way to set up regular weekly classes. Once configured, sessions are automatically created in advance so your booking page always shows upcoming availability.

You'll be taken straight to the schedules page after creating a class, but if you need to manage schedules for a class at any other time you can access by click on Classes and clicking on the Schedules next to the relevant class.

1. Set the frequency. You can choose daily, weekly, every fortnight or one-off.
2. Select the day(s) of the week the class runs on. For weekly / fortnightly schedules, choose which days of the week the class will take place, and the time. You can select multiple days if the same class runs, for example, every Monday and Wednesday.
3. Set the start time. If your class runs at different times on different days, set up a separate schedule for each time it repeats on.
4. Set the class capacity. Choose how many places are available for these scheduled dates & times.
5. Add additional information. You can specify a location for the class - this will override any location set on the class itself. Great if you run the same class at multiple locations. You can also provide additional free-text information that will be shown to customers before they book, perfect for schedule-specific info such as parking advice / entry requirements etc.
6. Set the start date - the first date this schedule should take effect.
7. Set an end date (optional) - the last date that the class will take place. Leave this blank if there's no fixed end date, you can always end it later.
8. Click "Create schedule". Sessions will be created automatically going forward. You can end a recurring schedule at any time from the schedule detail page.

Cancelling sessions

To view or edit schedules, go to Classes and click on the Schedules. This will show you a list of the schedules for that class. You can't edit the schedule directly, but you can end it by selecting either End now or Set end date.

All sessions after the new end date, that do not have customer bookings will be automatically cancelled. If there schedules with customer bookings already paid for you'll receive a notification and will have the option to review & cancel them all. Customers will receive a cancellation email automatically when you cancel a session, and refunds will be processed for the purchases.

Common questions