Trial Class Calendar Set up

Setting up Calendars for your Studio

 

We will walk you through setting up the different calendars for your studio. 

 

1. Go to Calendar>> 

 

 

2. Calendar Settings >>

 

 

You will see the list of the calendar that you can build out.

 

What you can do is to organize these into calendar groups which is shown in the example below.

 

 

 

 

Going back to the list of calendar, you can go into action dropdown to see some options.

 

 

Here, you can:

• Edit

• Duplicate

• Share (if you want to directly share that link to that calendar)

• Move to group

• Deactivate

• Delete

Click Edit >>

 

 

Fill in the following fields:

• Logo

• Calendar Name

• Meeting Invite title (This will show up on their calendar on google)

 

You can also add it to a group and for class booking you need to assign this to a team member.

 

When you are creating a calendar, you'll want to choose class booking(as image shown below), unless its a one time event, you can choose simple calendar.

 

 

 

Here, you have the option top choose the specific days and time for that class

 

 

 

For location, you would put your address. 

 

 

If you want to charge for trial classes  or drop-in classes(via stripe), you can do it here.

 

 

For Availability>>

 

 

If there are certain blackout dates for your studio that you don't want to offer that class, you can add those in " Add date specific hours"

 

 

 

For recurring class/events >>

 

 

This is great for camps but since this is a trial set up, we will disable that option for now. 

In this image, this will show you the meeting interval, duration and how many spots you want to have available.

 

Forms and Payments >>

 

 

Here, you want to add trial class waiver so that it has the e-signature and everything that they've already filled out when they schedule that trial.

 

 

If you want to accept payments, you could toggle that and make sure to toggle live button.

 

 

Toggle Auto-confirm and make sure that you add your Facebook pixel id if you are running ads and you want to track trials.

 

 

 

For notification >>

 

 

Make sure that all are the options are disabled as we have set up a more enhanced automation within the workflow builder.

For Customization>>

 

 

This is where you can color code the calendars with your brand color and button text based on what you are using it for and other options that is shown below.

 

 

Once you are satisfied with the changes, don't forget to click the save button on the upper right side of the calendar page.

You can now do the following:

 

 

 

 

 

And the group>>

 

 

This is how we're posting them into the website by clicking the 3 dots and choose "copy embed code"

 

 

 

Note: The Scheduling link will send a link of that group calendars

For the automation>>

 

 

We have set up:

 

 

For Trial Class>>

 

 

If you are not offering a free trial class, you will need to modify the automation to make it paid trial

 

 

Just look for the action "Notify Team Via Email" and remove the "free" in free trial class as shown in the image below.

 

 

Note: Just remove all the words that says "free"

Just to simplify, if they are already in the system if yes, we will going to update and send them through the sequence (see image below)

 

 

 otherwise we are going to create a new slot for the and send them through the next sequence(please see image below)

 

So all of the sequence are identical, so if you are changing one, you're going to do it for the rest of the sequence.

 

 

So the automation is, when they book an appointment, it will add them to the:

• Sales Pipeline

• Notify your team via email

• Email will be sent to the family

• Send a text to the family  24 hours before the trial

• Send text 1 hours before the trial

• A manual task created for the team, checking in with the family  asking how the trial went

•  

Note: You can always change the manual task to a text

 

 

 For the Forms >>

 

Important: The "query key" {{contact.child_first_name}}

This is an internal query key and it allows our system to function on the back end. So when you have a form that you are attaching to any calendar, it is imperative that you go in and you use the query key "child_first_name" as shown in the image below when you go in "Forms"

 

 

Note: You can always change the label but not the query key.

Note: For custom fields , always use "Student first Name" and Student Last Name" and not "Student 1 First Name" etc. (image shown below)

 

Make sure you added that to any form that is used for calendars and once this is set up, you are all set.