IN BRIEF
The Events feature in iClassPro can be used as an alternative to the Appointments feature in order to offer limited-time activities or to manage private lesson bookings. Events support flexible scheduling, per-block pricing, and maximum enrollment limits, making them an effective tool for short-term offerings that require paid registration.
Overview
Events allow administrators to create short-term programs that support one-time enrollments, customizable scheduling, and controlled enrollment capacity. Because Events support both full-session registration and registration into selected days/blocks, they are well suited for seasonal activities, special programs, and private lesson scheduling.
Use cases include:
- Limited-time activities (such as holiday activities or themed programs)
- Open-format activities (such as open gyms or parent-focused activities)
- Programs where customers may choose specific dates or time blocks
- Private lessons that require controlled scheduling and per-instructor availability
Accessing the Feature
- From the main navigation menu, go to the EVENTS page.
- Open an existing event or select options to create a new one based on your needs.
Step-by-Step Instructions
Using Events for Limited-Time Activities
Events support one-time enrollments and allow customers to sign up for specific days or register for the full session. These options make Events an effective tool for offering short-term activities. Examples include:
- Summer events
- Winter events
- Holiday activities
- Open gyms
- Parent’s Night Out
- Kid’s Night Out
- All-night programs
- Dances
For these types of activities, you can:
- Allow customers to choose individual days or time blocks within the event dates
- Require signup for the entire event at a single price
- Set maximum enrollment to limit capacity for safety or staffing
- Use event pricing schedules to manage per-block or full-session fees
Using Events for Private Lesson Booking
While iClassPro offers a more fully-featured Appointments feature that is specially designed for Private Lessons, events can also be configured to manage private lesson bookings for instructors or students who do not have a recurring schedule.
When using Events for private lessons:
- Create a separate event for each instructor based on the instructor’s availability.
- Set allowed registration dates to ensure customers sign up before the lesson period begins.
- Configure each available lesson time as a block within the event.
- Use an event pricing schedule to assign fees based on the number of blocks the customer selects.
- Set maximum enrollment to 1 to ensure that only one student can book each lesson time.
- Ensure private-lesson instructors have access to the Events page or relevant event reports so they can review bookings.
Additional Details
- Instructors can create events for weekly or monthly private-lesson availability.
- Blocks represent specific times within the instructor’s schedule.
- Pricing schedules allow flexible setup (per lesson, per block, or bundled options).
- Enrollment limitations help prevent double-booking.
Appointments
Appointments may be a better option for ongoing private lessons. A student who registers for a private-lesson appointment can remain enrolled from week to week until a drop date is added.
Troubleshooting & FAQs
-
Can I use a single event for multiple instructors’ private-lesson schedules?
- It is recommended to create a separate event per instructor. This allows you to match each instructor’s availability and prevents schedule conflicts.
-
How do I prevent more than one student from booking the same private-lesson time?
- Set the event’s maximum enrollment (or the block capacity) to 1, ensuring each time slot can be reserved by only one student.
-
How do I manage pricing when customers book multiple lesson times?
- Use an event pricing schedule to assign costs based on the number of blocks selected. Pricing schedules support tiered or per-block fees.
-
Where can instructors see their scheduled private lessons?
- Instructors will need access to the EVENTS page or relevant event-related reports to view booked lessons.