Classes, programs and the calendar

Create a class

Sidebar → Classes · /studios/{studioId}/classes

1. 1Click Create Class. The dialog that opens is headed "Create New Class".
2. 2Optionally pick a template in "Start from template" — the placeholder reads "Blank class (optional)".
3. 3Fill in Name, Description, Category, Skill Level, Classroom, the age minimum and maximum, and Capacity.
4. 4Save.

• No classrooms yet? The Classroom select shows "No classrooms yet" and offers an inline "Add a classroom" dialog right there — Name (placeholder "e.g. Studio A") and Capacity (placeholder "e.g. 20"). It saves you a trip to Settings.
• The age fields are labelled in months or years depending on what you set on the Classes tab in Studio Settings.
• Archiving a class asks "Archive this class?" and is reversible — archived rows offer Reactivate.

Build a program and its milestones

Sidebar → Programs · /studios/{studioId}/programs

Programs are "Structured curricula that group classes and milestones" — your belt or rank ladder, and the classes that lead up to each rung.

1. 1Open Programs and click Create Program.
2. 2Link classes to it. On a program’s own page, the "Link Classes" button opens a dialog of the same name.
3. 3Add milestones and reorder them.
4. 4Award a milestone to a student from the program page’s student list.

• Creating and editing programs and milestones needs Manage classes. Awarding a milestone needs a different permission — Award milestones — which instructors hold and which does not let them create programs. Worth knowing when you decide who does what.
• A program’s detail page carries a student progress table showing where everyone stands.

Add a recurring weekly time slot

Sidebar → Schedule · /studios/{studioId}/schedule

There is no "Add schedule" button. The dialog is opened by dragging out a time range on the calendar itself — this is the least discoverable control in the product, so it gets its own step.

1. 1Open Schedule.
2. 2Click and drag across the time range you want, directly on the calendar grid.
3. 3The "Add Schedule Entry" dialog opens, pre-filled from the range you dragged.
4. 4Set Class, Days of Week, Start Time and End Time. Instructor is optional — its placeholder reads "Select instructor (optional)".
5. 5Save.

• The drag handler is gated on Manage schedules. Without that permission, dragging simply does nothing — there is no error to tell you why.
• Use the header controls to move around: previous and next arrows, Today, a date picker, the Day / Week / Month / List toggle, and the All Classrooms and All Instructors filters.

Put actual sessions on the calendar

Schedule → Generate Sessions

This is the step people miss. A recurring schedule entry is a pattern, not a calendar. Until you generate sessions, the calendar stays empty and nobody can be checked in.

When you see thisThe Generate Sessions button requires Manage schedules.

1. 1On the Schedule page, click Generate Sessions.
2. 2The dialog explains itself: "Create class sessions based on your recurring schedules. Sessions that already exist will be skipped."
3. 3Choose how far ahead to generate: 1 week, 2 weeks, 4 weeks, 8 weeks or 12 weeks.
4. 4Confirm. You get back either "Created N sessions" or "All sessions already exist".

• Running it twice is safe — existing sessions are skipped, not duplicated.
• Open a session on the calendar to cancel, edit or restore it. All three need Manage schedules.

Session reports — who writes them, and what families get

Sidebar → Classes → a class → Reports tab · /studios/{studioId}/classes/{classId}?tab=reports

Once a class has met, whoever taught it can write a recap of that session. Publishing it emails the families on that roster, so the rules are worth knowing before your team starts.

When you see thisThe Reports tab lists past sessions only. A class that has not met yet shows “No past sessions yet — reports appear here once a class has taken place.”

1. 1Open a class and choose its Reports tab, or use the “Write Session Report” card on the studio dashboard.
2. 2Pick a session. The button reads Write report, Continue draft, or Open report.
3. 3Write the recap. It is class-wide: “The recap goes to every family in the class once published; a student’s note goes only to their own account holder.”
4. 4Add a note for an individual student if it helps. Notes can only be written for students on that session’s roster.
5. 5Save a draft, or publish.

• Authorship is decided by ROLE, not by a permission you can grant. Owner, admin and instructor can write the report for any session at the studio — a cover instructor included. Front desk can write only for a session they are the assigned instructor of. There is no Reports write row in the access editor: the Reports permission there is the read-only analytics hub, which is a different thing.
• Publishing cannot be undone. There is no unpublish control.
• The FIRST publish emails the guardians of that roster — subject “{class name}: class report for {date}” — carrying the recap and a link to their portal. A later correction does NOT email again: it stamps the report Edited, and only if the content actually changed.
• Publishing needs a recap (“Write a recap of the class before publishing”) and a session that has already happened (“This class has not taken place yet — save a draft and publish afterwards”), judged on your studio’s calendar day.
• A cancelled session refuses outright: “A cancelled session cannot have a report”.
• Notes are replaced wholesale on each save, so removing one means emptying its box before you save.

Homework: who can set it, and why it reaches every class

Sidebar → Classes → a class → Homework tab · /studios/{studioId}/classes/{classId}?tab=homework

Homework is a weekly routine attached to a class — the activities, the days they are due, and a target for each. Your decision as an owner is a permission decision rather than a planning one.

1. 1Open Staff, choose the member, and click Edit access.
2. 2Find the Homework row in the Module / Write grid and tick or untick it.

• Instructors hold Homework by default. Front desk does not.
• Homework is one of the two permissions that put Classes in someone’s sidebar — which is why an instructor can open Classes without being able to edit one. Granting Homework does not grant class management.
• The activity library is STUDIO-WIDE. The tab says so: “Custom activities are shared across every class in the studio and are managed on the Activities tab below — editing or archiving one there affects every class that uses it.” Anyone you give this permission to can rename or archive an activity for every class in the building.
• Without the permission the Homework tab is simply not on the class page, and the “Plan Homework” card is not on the dashboard.