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Maximizing Efficiency: How to Use GoHighLevel to Create and Manage Class Calendars

Class Calendars are intended to handle events that involve one-to-many interactions, allowing multiple invitees to attend a single booking. These types of calendars are particularly useful for organizing webinars, workshops, training sessions, and sports events. The appointment owner, typically the trainer or host, is limited to one in a Class Calendar. Additionally, the maximum number of attendees per slot can be set, with a cap of 9,999 attendees, subject to any meeting location restrictions that may apply.

What is a Class Booking?

A class booking is a one-to-many type calendar to host multiple invitees in a single booking. Class bookings are helpful when you want various invitees to attend a single event at once; some examples, but not limited to:

  • Webinars/Workshops
  • Training Sessions
  • Sports Events

Why use Class Booking Calendars?

Managing events with multiple attendees becomes much simpler with Class Calendars, which offer several advantages, such as:

Streamlined organization: With Class Calendars, you can create a single booking that caters to multiple invitees, simplifying the scheduling process and making it more efficient.

Flexibility in capacity: You have the option to customize the number of spots per slot, giving you greater control over class size and ensuring the optimal learning or participation environment.

Centralized management: Class Calendars provide a centralized platform that makes it easier for the appointment owner to manage bookings, cancellations, and rescheduling, and oversee all aspects of the event.

Improved communication: By displaying the date, time, and location of the event, Class Calendars enable better communication with attendees, reducing confusion and the likelihood of no-shows.

Time-saving: Class Calendars automate the booking process and allow attendees to cancel or reschedule their appointments, saving time for both organizers and attendees.

How to set up a Calendar for Class Bookings?

1. Within your Sub-Account, head to Settings

2. Click on Calendars

3. Click on Create Calendar

4. Click on Select under Class Booking

5. At least One Team Member needs to be added before the calendar can be saved

In the case of a class or a training session, the appointment owner would be the trainer. You can add the appointment owner by clicking Add User and selecting the User from the dropdown list. , UserUser

Please Note:

You can select only one Appointment Owner for a Class Booking calendar.

6. Enter a Name for your Calendar

7. Enter a Description for your Calendar

8. Enter a Calendar URL Slug

Please Note:

This must be a unique slug which is not being used for another Calendar.

9. You are limited to using the Neo Widget type for Class Calendars

10. Click on Save & Continue

11. Proceed to the Availability tab.

For your class booking, you can choose the number of attendees you’d like to have at each event.

For example, if you set the maximum number of seats per slot to 10, then up to 10 invitees can book a single time slot. Ten attendees can book a class or training session at 1:00 PM.

You can choose up to a maximum of 9,999 attendees in a single slot; however, if you use a conferencing tool, the tool may have a different maximum attendees limit. For example, Zoom offers a maximum of 500 attendees for certain licenses. specific

Cancellation and Rescheduling

To cancel a class booking, open the appointment and click “Cancel All.” To reschedule the meeting, click “Reschedule All,” which would reschedule the appointment for all the attendees.

To cancel or reschedule the appointment for a particular attendee, click on the options next to the attendee from the list to see the Cancel and Reschedule option, which would cancel or reschedule the appointment for that specific attendee.

Please Note

In case you are have third party calendars like Google Calendar or Outlook integrated with the CRM’s calendar then in that case, the class booking would show each appointment separately in your   Google or Outlook calendar. 

Example: If you have created a class booking with capacity of 5 attendees then on the Google or Outlook calendar they would appear as 5 separate events at the same time. 

The meeting location for Class Booking, as of now is restricted to Custom. This would be removed in the near future

FAQs

Question: How can I cancel or reschedule a class appointment?

Answer: To cancel or reschedule the class booking, you can go to calendars, click on the class booking you want to modify, and you would be able to see the option to edit/change the appointment.,

Question: Can I cancel or reschedule a class appointment for a single attendee?

Answer: Yes, for class appointments, you can click the options menu next to the contact, where you can see the option to cancel or reschedule the appointment for specific contacts.,

Question: Can I book a class appointment with contacts directly?

Answer: Yes, you can do that; click on the “book appointment” button and select the contact you want to book the appointment with. Then select the calendar (choose the class booking calendar here), select the slot, and then proceed to book the appointment. to select

Question: Can attendees cancel/reschedule a Class Booking appointment?

Answer: To allow attendees to cancel/reschedule the class booking appointment, enable the option for “Allow Cancellation” and “Allow Reschedule” in the Confirmation Tab in Calendar Settings.

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