Class

Classes & Training Management

In Memberworks, the Classes & Training module is a specialized tool designed to manage high-frequency, time-bound experiences that occur in specific facility spaces. Unlike the standard Programs module, which focuses on long-term registration lifecycles and roster development, Classes & Training is optimized for managing events like Group Exercise classes, where facility capacity and staff instructor shifts are the primary operational constraints.

1. Foundational Setup & Geographic Mapping

To ensure scheduling integrity, Classes & Training requires precise mapping within your organization’s physical structure.

• Venue-Level Precision: It is highly recommended to map every class all the way down to the Venue level (e.g., Group Ex Studio).

• Conflict Detection: By mapping to a specific venue, the system automatically monitors space availability. If another class or a venue rental is already booked in that space at the same time, Memberworks will flag the "Blocking Time Slot" to prevent double-booking.

• Configurable Class Types: Class classifications (e.g., "Yoga," "HIIT," or "Water Aerobics") are fully configurable by the Memberworks team, allowing the interface to mirror your branch’s specific schedule.

2. Scheduling, Recurrence, and Capacity

The scheduling engine is built to handle both one-off workshops and permanent recurring series.

• Recurrence Patterns: Staff can configure classes to repeat on specific days and times or exist as a single instance.

• Automated Waitlists: You can define a maximum Capacity for each class. If the class reaches its limit, the system can enable a Waitlist to manage overflow enrollment automatically.

• Public Visibility: Schedules can be toggled to appear on your custom member-facing website, allowing participants to view availability and book sessions in real-time.

3. Integrated Staff & Instructor Management

One of the most powerful features of this module is the automated synchronization between event scheduling and personnel management.

• Automatic Shift Creation: When you add a Role (such as "Instructor") to a class, the system subsequently creates a corresponding record in the Shift Management module. This ensures that when a class is scheduled, the staff requirement is logged simultaneously without manual data entry.

• Instructor Substitutions (Mobile App): Instructors have the flexibility to manage their assignments on-the-go via the Memberworks Mobile App. The app supports substitution logic, allowing instructors to sub for each other for specific Group Exercise sessions to ensure classes are always covered.

• Concurrent Roles: Future system updates will support Concurrent Roles, allowing a single staff member to fulfill multiple responsibilities (e.g., both an "Instructor" and a "Floor Supervisor") within a single shift block.

4. Daily Operational Tools

Once a class series is active, staff have several tools to manage daily changes without disrupting the entire schedule.

• Pausing Classes: You can Pause a class for a specific duration. This is commonly used when a regular fitness class must be suspended for a week because a summer camp or special event has taken precedence in that venue.

• Rescheduling: Staff can reschedule a single instance of a class or the entire remaining series.

• Mass Messaging: Admins can send Email or SMS notifications directly to all participants signed up for a specific class instance to communicate last-minute changes or instructor substitutions.

• Reporting Exports: Data can be exported in daily, weekly, or monthly formats to provide physical rosters for instructors or administrative records for management.

5. Attendance & Participation Models

The module supports two distinct ways to track participation, depending on the level of detail required for the event.

• Individual Check-Ins: For classes requiring precise tracking, staff can check in participants manually from the backend or via the Memberworks Mobile App using QR/barcode scanning.

• Manual Headcount: For high-traffic classes where individual names are not required (such as large community classes), staff can simply enter a Manual Headcount to track total participation numbers for facility usage reports.

6. Permissions & Access Control

Access to these tools is governed by the Classes & Scheduling permission tier.

• View Access: Allows staff to see class schedules, participant lists, and headcounts.

• Manage Access: Required to create new classes, adjust venue mappings, manage instructor shifts, or cancel sessions.

• High-Risk Protections: Actions such as cancelling an entire recurring series are gated by specific high-risk permission keys to prevent accidental data loss.

System Setup Checklist for Classes & Training

• Capacity Sync: Verify that the class capacity does not exceed the physical limits defined for the assigned Venue.

• Website Verification: Check the public-facing schedule to ensure class names and times appear correctly and are not blocked by a hidden venue conflict.

• Instructor Access: Ensure instructors are assigned to the correct Role and have the Memberworks Mobile App installed to manage their shifts and substitutions. 

• Attendance Model: Determine whether the class requires a specific audit trail of participants (Individual Check-In) or just a total volume count (Manual Headcount)