class-scheduler

When to use it

• Building a new weekly schedule — From scratch for a new gym opening or a complete redesign for a new season
• Revising the existing schedule — Adding a new class type, retiring a low-demand class, or responding to attendance trend data
• Assigning instructors to slots — Confirming an instructor's availability and booking them into specific class slots
• A member requests a spot in a full class — Add them to the waitlist with a position number and automatic promotion logic
• Instructor sick day or last-minute absence — Find a replacement, reschedule the class, or cancel with member notification
• Minimum enrollment decision — A class is below the minimum threshold; decide whether to run it at a discount, merge it, or cancel it
• Capacity planning — Report on room utilisation across all time slots to identify underused assets
• Checking for scheduling conflicts — Before publishing the new schedule, verify no instructor is double-booked and no room is overbooked

Mistakes to avoid

1. Assigning an uncertified instructor to a class type — This is a safety and liability issue first, and a class quality issue second. Before assigning any instructor to a slot, verify their certification is current and covers the class type. An instructor certified in Zumba teaching a Yoga class creates both a safety risk and a poor member experience.
2. Double-booking rooms — The most common scheduling error. A shared calendar with room-level conflict detection is essential; never build the schedule in a spreadsheet without this protection. A room double-booked by two different staff members in the same time slot is embarrassing and operationally disruptive.
3. Setting capacity without considering the room's actual usable space — Capacity should be the lower of: (a) the room's stated capacity (fire limit) and (b) the number of usable stations (equipment). If Studio B has 30 in its fire certificate but only 22 usable spots due to equipment layout, set capacity at 22.
4. Not setting minimum enrollment thresholds — Running a class with 4 members when the cost per class (instructor + room + energy) is equivalent to running it with 20 is a direct margin destroyer. Set minimums and enforce them.
5. Cancelling classes too close to the scheduled time — Cancelling a class within 24 hours of the start time without a good reason (instructor emergency, facility issue) is the fastest way to lose member goodwill and trust in the schedule. Always give at least 48 hours notice.
6. Publishing the schedule too late — Members plan their week around the class schedule. A schedule published less than 1 week in advance has significantly lower booking rates than one published 2 weeks in advance.