Hi, welcome to Quoox University.
In this course, we’re going through frequently asked questions and in this video specifically, we’re gonna cover off changing a session schedule, how to set them up properly and what not to do, essentially. So we’re gonna start off as always, by going to my.quoox.com.
We’re gonna log in into the Quoox platform and we’re gonna come into our main dashboard. Now as a facility, I imagine you’re gonna have a number of sessions running either daily, weekly, monthly or a number of the above, really. And to set up a session, I’ve got a separate video on how to do that step-by-step but I’m gonna show you what the common mistake is that’s being made and why that causes issues down the line.
So when you set up a session or create a session, you go to your settings, the secondary menu comes up and you go to Sessions & Events. Now here you can see we’ve got a number of sessions and we’ll come back to these later. But let’s go through quickly what the wrong scenario might look like.
We’re gonna add a session. Again, in my previous video, I will talk you through what the different session types there mean and what they attribute to. Now, when creating a session, you have different options. So you can select how long it runs for, what the level of the class is, how much it costs or how many credits it needs and then you can put which membership you want to attribute it to all in this one overview, essentially. One creation page.
Now, once you’ve created the session, let’s go to Small Group, for example. You can go in and edit and once you’ve created it and you filled in this information, you can see that a secondary tab turns up, which is Schedule. Now here, we have a number of different schedules created.
This looks great. However, if you go into and look into it a bit deeper, you’ll see that they’ve each got daily sessions attributed to one schedule. So if I show you the daily at 4:00 PM for Chelmsford. Essentially, what that means is every day at 4:00 PM, there will be a session at Chelmsford at four o’clock. It started on the 1st of January 2020 and there’s no last occurrence so it’s just continually running and every day at four o’clock in your calendar or schedule that shows for your members, they’ll see a daily four o’clock session they can book onto.
Now, if we want to make a change to one day, we can’t do that because this has been set up for every day of the week. So if we wanted to change a Monday to 4:30, because it suits most of our members better, maybe it’s a bit more time after the school run, for example. We can’t make that change for one of the days. It would have to make the change for all of them. But to even do that for all of them, we’d have to cancel this schedule. So we’d have to set a last occurrence. So, let’s say we’re gonna do this with at least a week’s notice, I’d highly recommend giving as much notice as possible if this is how you’ve been set up. So, let’s say we’re gonna do it from the 4th of October. At the bottom, it will say here, what if anything should happen to sessions that have already been scheduled? Now, you can apply this action to all existing sessions scheduled on or after set date. So, it might be that you apply this to all the sessions on or after the fourth. Okay. And we’re gonna update that. But by doing that, it’s cancelled out every single day 4:00 PM session. Okay. So really, that’s not ideal.
So, we’re gonna delete this. Okay and we’re gonna update it for the sake of the demo.
The ideal scenario would be that you’d create a new schedule and actually this is really how I would advise setting up. So this will be the best practise that we’d recommend. But obviously after we’ve done your onboarding, you may go and change how you’ve set things up or you may add new schedules and do it your own way. That’s completely fine, but I’m just giving you a pre-warning that if you wanna change a single day, but you’ve set up a daily session for every day of the week, it’s gonna cause you some issues. And if people are booking 28 days in advance, they’re gonna have to rebook up to 28 days in advance of their Monday daily session, for example.
So, the right way to do it or the recommended way by Quoox, to do it, would be that you set up a schedule for every single day. I know this sounds tedious but trust me for the sake of 15 minutes now, it’s worth a hell of a lot of pain or saving a hell of a lot of pain down the line. So, I would recommend that you do Mondays at 4:00 PM. You can select your venue for Chelmsford. You can select that it’s in the main area and you can select that it’s a maximum of four members because it’s a small group session. You can add a personal trainer or a trainer that maybe does it every Monday. If it’s unallocated, it may be that sometimes you have to change who it is. And then you can specify how often the session will recur. So, if it’s daily, it can happen every one day. If it’s weekly, it could be every Monday. So, you have the options to do that. So, let’s say it’s daily or weekly on a Monday at 4:00 PM. You can select what time it starts so it was at four o’clock. You can select when the first occurrence is, so let’s say it starts from next Monday. And then you can have your attributed costs in terms of credits or pay as you go costs. If you have a purchase cost, you probably want to allow your pay as you go customers. You may want to allow those without memberships as well, because that will allow them to purchase. And then you can save.
Okay. So, we’ve now added a new schedule. You’ll see here that that’s at Mondays at 4:00 PM. Now, if I wanna change my Monday session to 4:30, because I’ve got lots of people that have to go on the school run or they can only get out of work at that time, I’m only changing one day of the week. So, it doesn’t affect the rest of my week’s calendar.
So I can make the last occurrence the 4th of October. And I can make that any changes occur from the 4th of October. And I can update that. Once that’s done, I can then go in and add a new schedule. For Mondays at 4:30 PM. I can select the same venue. I can select the area. And I can select the number of members. I can then put it back in on weekly, on Mondays. And I can have it start at 4:30. And I can make the first occurrence from Monday the 4th of October. Okay. I can select the same settings and I can save that. And from the 4th of October in the schedule, my members will be able to book the 4:30 Monday class. Once that’s done and once the old schedule has been completed, if you will, we can go in and we can delete the old schedule to save any confusion.
Okay, so now we’ve deleted that, we’ve got our Mondays at 4:30. And it hasn’t affected a whole week’s worth of bookings. Okay. So, essentially the moral of the story is, if you’re going to have daily sessions every single day, that’s absolutely fine, but do it for each individual day on a recurring, never-ending basis. So, have a different schedule for Mondays, have a different one for Tuesdays, Wednesdays, et cetera, you catch my drift. So that when it comes to amending a day, you don’t have to recreate a whole week’s schedule and have a high number of members having to rebook in. It will be much easier if they only have to book into one reschedule. And if you’ve got them on auto book, once they’ve booked into the new one, it will auto book them for every Monday at the new time or every Tuesday, whichever one you select.
I appreciate we’ve gone through a lot of information there. If you have any questions, head to support.quoox.com for more information on how to create a session, create a schedule and a bit more detail on how you can add and amend that information.
If you have any further questions, don’t hesitate to get in touch, raise a ticket and myself and the team will be able to help you with that. I look forward to seeing you on the next video. See you soon.