Create and maintain class schedules

#Before you begin

Create the class record before adding schedules.
Confirm the season's start and end dates.
Prepare the meeting days, start and end times, holiday or closure dates, capacity, room, and instructors.
Check the studio time zone before entering dates and times.
Review current enrollments, attendance, assigned purchases, room bookings, and communications before changing an established schedule.

Warning: Schedule changes can affect the administrator calendar, Online Client class displays, student schedule assignments, attendance, room bookings, reports, tuition eligibility, and purchased-lesson usage. The current schedule tools do not provide a customer-facing undo history. Record the intended dates and values before making a production change.

Important: Creating schedules and generating schedules now use the same Add Schedules form. The older generate route redirects to this form with Recurring selected.

Screenshot placeholder - ADM-SCH-01: A fictional class's Schedules tab with the Period, Season, and Room filters; the schedule table; and Add Schedules, Edit Schedules, and Delete Schedules. Include at least one upcoming and one past occurrence without showing real students.

#Review the schedule list

Open Group Classes.
Select the class.
Open Schedules.
Use Period to show Upcoming, Today, Next 7 Days, Next 30 Days, All, or Past.
Use Season or Room to narrow the list when needed.
Use Search schedules to find text in the loaded rows.

The table shows Date, Start, End, Day of week, Instructors, Season, and Students. Each row can also offer:

Edit for the selected occurrence;
Roll Sheet for a printable report;
Copy for a new occurrence based on that row; and
Delete for removing that occurrence.

The period, season, and room filters reload the schedule data. Search and sorting operate on the loaded results.

#Create one schedule

Use Single Date for an extra rehearsal, makeup class, one-day event, or another isolated meeting.

On the class's Schedules tab, select Add Schedules.
Select Single Date.
Select the Season.
Enter Max in Class when this occurrence needs a schedule-level capacity.
Enter the Date, Start Time, and End Time.
Select the Room when rooms are enabled.
Select one or more Instructors.
Review the class, date, time, capacity, room, and instructors.
Select Create Schedules once.

The end time must be later than the start time. The form rejects a second schedule for the same class with the same date and start time, and reports that the duplicate was skipped.

Important: The duplicate check is limited to the same class, date, and start time. It is not proof that the instructor, room, student, or another class is conflict-free.

#Generate recurring schedules

Use Recurring to create every selected weekday within a date range.

On the class's Schedules tab, select Add Schedules.
Select Recurring.
Select the Season. The form fills Date Start and Date End from the season.
Adjust the date range if needed, keeping it inside the selected season.
Enter Max in Class when the generated occurrences need a schedule-level capacity.
Select the Room and one or more Instructors.
Under Per-Day Times, enter a start and end time for every weekday the class meets.
Under Exceptions, enter closure dates in YYYY-MM-DD format, separated by commas or spaces.
Decide whether to turn on Add active class students to new schedules.
Compare the weekday pattern, range, exceptions, room, instructors, and capacity with the written schedule plan.
Select Create Schedules once.

If a weekday has a start time but no end time, the form can calculate the end from the class's default duration. Explicitly review the calculated value before submitting.

The result message reports how many schedules were created. It also reports duplicates skipped by the same-class/date/start-time guard.

Warning: Add active class students to new schedules writes schedule assignments for every active student already connected to the class. Current source does not use this checkbox to assign purchases or prove tuition and attendance results. Leave it off unless you have reviewed the affected students and will verify every new assignment afterward.

Important: Room-conflict checks run only when the studio's room-availability check is enabled. The recurring creator does not provide an equivalent instructor-conflict check. Review the administrator calendar after generation.

Screenshot placeholder - ADM-SCH-02: The Recurring form with a short fictional season, two meeting weekdays, one closure date under Exceptions, and Add active class students to new schedules visibly off.

#Copy one occurrence

Copying is useful when one occurrence should start from another occurrence's date, time, season, capacity, room, and instructor setup.

Find the source occurrence on Schedules.
Select its Copy action once.
Wait for the table to reload.
Open the copied occurrence with Edit.
Change its date, time, and any other values that should differ.
Save the occurrence.
Recheck the source and copy in Schedules and Calendar.

Warning: Current source creates the copy with the same class, date, start time, and end time before you edit it. This action does not use the recurring creator's duplicate guard and does not ask for confirmation. Do not select Copy repeatedly while the table is refreshing.

The current copy path attempts to copy season, schedule capacity, schedule status, instructors, and rooms. It does not copy student schedule assignments, assigned purchases, attendance, or schedule notes. Instructor and room link-copy errors can be skipped while the new schedule row still exists, so verify those assignments explicitly.

#Bulk edit a date range

Use Edit Schedules only when every occurrence for this class in the selected inclusive date range should receive the same change.

On Schedules, use the filters and table to identify the exact first and last occurrence to change.
Record the current values or take a privacy-safe research capture.
Select Edit Schedules.
Enter Date Start and Date End.
To change meeting times, enter both New Start Time and New End Time.
Select a Season only when every matched occurrence should move to that season.
Enter Max Students only when every matched occurrence should use that capacity.
Review the inclusive range and all entered values.
Select Apply Updates once.

Bulk edit can change only the time pair, season, and schedule-level capacity. It does not change dates, rooms, or instructors.

Important: Both new time fields must be present for times to change. Entering only one time can leave the schedule times unchanged even though matched rows are reported as updated.

Important: In the current source, the blank Season option labeled Not Set means "do not change the season"; it does not clear an existing season. Use the individual schedule editor when the intended result is to remove or carefully change a season assignment.

Warning: The current bulk-capacity path does not block a value below the number of scheduled students. The individual schedule editor has an enrollment-count safeguard, but bulk edit does not use it. Compare capacity with enrollment before and after applying the range update.

Warning: Bulk time editing does not run the schedule creator's room-availability validation. Check the Calendar, instructors, and rooms after changing times.

#Be careful with schedule deletion

The same page contains single-row Delete and date-range Delete Schedules actions.

Warning: Delete Schedules removes every schedule for the class in the inclusive date range. Current source also removes student schedule assignments, instructor links, room links, and room-booking records for those schedules. Cleanup of every possible downstream purchase, charge, message, or historical reference has not been proven in a live studio. Do not use deletion merely to mark a closure or cancellation.

The older WordPress holiday article stated that holiday setup deletes schedules. That article is migration evidence only; current holiday behavior and recovery have not been verified. Enter known closure dates as recurring Exceptions before generation when possible.

#What happens next

New occurrences appear on the class's Schedules tab and feed schedule-aware areas such as Calendar, Online Client class pages, day rosters, and reports. Instructors, rooms, capacity, season, and student links influence what those areas display.

Creating schedules does not by itself charge tuition, sell a package, prove an enrollment, or send a schedule-change notice. Those outcomes depend on separate enrollment, finance, purchase, and messaging rules.

#Confirm it worked

Return to the class's Schedules tab.
Set Period to All and clear restrictive season, room, and search filters.
Count the created or changed occurrences.
Check the first, middle, and last occurrence in a recurring series.
Confirm every date, time, day, season, instructor, room, capacity, and student count.
Open Calendar and inspect the affected dates.
If students were added, inspect a fictional student's schedule, purchase assignment, and Online Client Classes view.
If the schedule is client-visible, view it as an eligible fictional client before announcing it.

#Troubleshooting

#Some recurring dates were not created

Read the success and warning messages for a skipped-duplicate count. Then check the weekday entries, date range, exception list, and existing schedules with the same class/date/start time.

#The form says dates must be within the season

Open Settings > Seasons and compare the season start and end with the requested range. Correct the season or keep the schedule range inside it.

#A room is unavailable

Review the room, location, and overlapping schedules. When room-availability checking is enabled, the creator can block a conflicting room or a room that does not allow group use.

#Bulk edit reported success but the time did not change

Confirm that both New Start Time and New End Time were entered and that the end is after the start. Then inspect the matched rows. Do not repeat the bulk edit until you know which values changed.

#A copied schedule has missing assignments

Open the copy with Edit and reselect its instructors and rooms. Also confirm that no students, purchases, or notes were expected to copy automatically.