Schedules in Clovo

Schedules are created in Clovo Studio and represent the typical week of class offerings at your studio. Your schedule is the foundation of how Clovo manages your timetable — once you set it up, Clovo automatically generates bookable class openings for your clients on an ongoing basis.

What is a schedule?

A schedule is a recurring weekly pattern of classes at your studio. When you create a schedule entry, you define a class that is offered at a specific time on a specific day of the week. For example, you might have a Beginner Reformer Pilates class every Monday at 4pm and Advanced Reformer Pilates classes at 6am every Monday, Wednesday and Friday.

Each schedule entry includes the following details:

• Day of week — which day the class runs (Monday through Sunday)
• Time — the start time of the class
• Class — which class type is being offered (e.g. Reformer Flow, Cardio Sculpt, Yogalates)
• Location — the studio or room where the class takes place
• Instructors — which instructor or instructors are assigned to teach the class

How schedules generate openings

Clovo takes your schedule combined with the ‘scheduled days ahead’ setting for your studio (defaults to 14 days) and generates a series of ‘openings’ for your classes.

Openings are the individual, bookable instances of your scheduled classes. Clovo will create new openings using your schedule every single day so that you always have exactly the number of ‘scheduled days ahead’ that you specify — for example, 14 days of classes available for booking at any given time.

Openings can be booked by your clients according to the capacity of the class and the allowances on their membership or credit pack. You can view all upcoming openings from the Openings page in Clovo Studio, where each opening shows the class name, date and time, location, assigned instructor, and current booking count (e.g. 3/20).

Creating a new schedule entry

To add a recurring class to your schedule:

1. In Clovo Studio, go to Setup > Schedule.
2. Click the + Add schedule button in the top right corner.
3. Select the day of the week the class will run on.
4. Set the time the class starts.
5. Choose the class from your list of class types.
6. Select the location where the class will be held.
7. Choose one or more instructors to assign to the class.
8. Click Create to save the schedule entry.

Clovo will immediately begin generating openings based on your new schedule entry.

Editing and deleting schedule entries

You can view and manage all of your schedule entries from Setup > Schedule. The schedule list shows every entry organised by day of the week, with the time, location, class, and assigned instructors displayed in columns.

Click on any schedule entry to view its details. From the detail view you can click Edit to change the day, time, class, location, or instructors, or click Delete to remove the entry from your schedule. Note that deleting a schedule entry will not remove openings that have already been created — see our article on changing class schedules with existing openings for more details.

Pop-up classes

In addition to recurring scheduled classes, Clovo also supports pop-up classes — one-off class openings that occur only once. Pop-up classes are perfect for special events, workshops, substitute classes, or any class that doesn’t repeat on a weekly basis.

To create a pop-up class, go to the Openings page and click + Add Pop-up. You will need to provide a specific date (rather than a day of the week), along with a time, class type, location, and instructor. For more information, see our article on offering pop-up classes.

Managing openings

Once openings have been generated from your schedule, you can manage them from the Openings page. Each opening has a Manage button that lets you view bookings, add missing bookings manually, and see the assigned instructor. You can also view past openings by clicking See Past Openings, and if you need to cancel an upcoming class, see our article on cancelling upcoming classes.

Tips for setting up your schedule

• Make sure you have already added your classes, instructors, and locations in Setup before creating your schedule — you will need to select from these when adding schedule entries.
• You can assign the same class to multiple days and times to create a full weekly timetable.
• Use pop-up classes for one-off events rather than adding and then deleting schedule entries.
• If you need to temporarily close your studio (for holidays, maintenance, etc.), use the Closures feature under Operations rather than deleting your schedule.