Public Class Recurrence: Streamline Your Class Scheduling

Create and manage recurring public classes (clinics in the US) efficiently with our new recurrence feature. Instead of manually creating dozens of classes every week, you can now set up a recurring schedule and manage all sessions together as a series.

What is Public Class Recurrence?

Public class recurrence allows you to create multiple class sessions at once by defining a recurring pattern. This is especially valuable for clubs that run regular classes.

Key Benefits

• Massive Time Savings: Eliminate the repetitive work of creating the same class week after week
• Consistency: Ensure all sessions have the same setup, pricing, and requirements
• Better Planning: Manage court and coach availability across multiple weeks at once
• Professional Presentation: Players see organized, recurring classes in the app

Available Recurrence Options

When creating a public class, you can choose from the following recurrence types:

• Does not repeat: A single, one-time class
• Weekly: Repeats every week on the same day and time (most popular option)
• Biweekly: Repeats every two weeks on the same day and time
• Custom: Define your own recurrence pattern

Note: Data shows that 95% of recurring public classes use weekly recurrence.

How to Create a Recurring Public Class

1. In the Academy menu, navigate to the Public Classes section (called Clinics in the US)
2. Click Create series
3. Fill in the General Information: name, sport (Padel, Tennis, or Pickleball), and gender options
4. In the Schedule step, select your preferred Recurrence option
5. Set the start date, time, and duration
6. Define the registration deadline 
7. Assign Courts for the sessions
8. Assign one or multiple Coaches to the class
9. Configure Payment Details: set pricing and apply benefit prices for memberships
10. Define Player Requirements: control class enrollment by level and gender
11. Add Additional Information: description and poster (optional)
12. Review and click Create series to generate all sessions

Important: All recurring public classes have a maximum limit of 365 days from the creation date.
Additionally, classes lasting longer than 24 hours do not support recurrence. To use recurrence, the start and end date must be the same (for the first class).

Understanding Public Class Series

When you create a recurring public class, a series is automatically created to group all related sessions together. This series:

• Contains all class sessions created as part of the recurrence
• Has a start date equal to the first class session
• Has a recurrence end date equal to the last class session
• Can be viewed and managed from the Series list

Viewing Your Series

In the Public Classes menu, you'll find:

• Series List: Shows all created series, allowing you to view sessions within each series and add new ones
• Sessions List: Shows all individual class dates

Managing Recurring Public Classes

Adding Sessions to a Series

You can expand an existing series by adding more sessions:

1. Open the series from the Series list
2. Click Add sessions
3. Define the new sessions with their dates and times
4. The new sessions will be added to the existing series

Common use cases:

• Extending a series from August through September
• Adding new days to an existing weekly schedule (e.g., adding Tuesdays to a Thursday-only class)

Editing Public Class Sessions

You have flexibility when editing recurring public classes:

• Edit individual sessions: Make changes to specific class dates without affecting others
• Editable fields include: General information, schedule, courts, payment details, player requirements, and additional information

Note: Bulk editing of all sessions is not available in the current version. To make widespread changes, cancel upcoming sessions and create them again with new settings.

Canceling Public Classes

You have multiple options for canceling public class sessions:

Cancel a Single Session

1. Navigate to the class session you want to cancel
2. Click the menu and select Delete public class
3. Click Confirm delete public class
4. Only that specific session will be canceled; other sessions remain active

Cancel All Upcoming Sessions

1. Open any session from the list or schedule
2. Select the cancellation option
3. Choose to cancel all upcoming sessions
4. Confirm the cancellation

Cancel Entire Series

1. Navigate to the Series list
2. Select the series you want to cancel
3. Click Cancel series
4. Confirm the action
5. All future sessions in the series will be canceled

Automatic Cancellation and Refunds

• With the recurrence, public classes are automatically canceled if they do not reach the minimum number of players before the registration deadline.
• When this happens, players are automatically refunded.
• At the moment, it is not possible to remove players from past classes; therefore, refunds cannot be issued in those cases.

Refunds and Notifications

When you cancel public class sessions:

• All enrolled players are automatically notified via email
• Refunds are processed according to your club's cancellation policy
• Players receive appropriate compensation based on your cancellation terms

Cancellation Policy

The cancellation policy for public classes is aligned with your club's general cancellation policy for bookings and private classes.

Coach Assignments and Notifications

When assigning coaches to recurring public classes:

• Multiple coaches: You can assign one or several coaches to each class
• Smart notifications: When a coach is assigned to multiple sessions at once, they receive a single summary email (not separate emails for each session)
• Single session assignments: When a coach is added to just one class, they receive a standard notification email

Court and Coach Availability Conflicts

If there are conflicts when creating a recurring public class series:

• The system will create sessions where resources are available
• You'll receive an email notification detailing which sessions couldn't be created
• The email specifies the dates, times, and reasons for each conflict
• You can then manually resolve conflicts by accessing the series

Common conflict scenarios:

• Courts not available on specific dates
• Assigned coach not available at certain times
• Both courts and coaches unavailable

Player Experience in the Playtomic App

Players can easily find and book recurring public classes:

• List view by date: Classes organized chronologically by session date
• Individual booking: Players book single sessions, not entire series
• Clear pricing: Players with benefits see their personalized benefit pricing, if the special prices have been set.
• Flexible commitment: No obligation to book all sessions in a recurring class

Tips for Success

• Start with weekly recurrence: It's the most common pattern and easiest to manage
• Check coach availability: Ensure coaches are available for all planned sessions before creating the series
• Verify court availability: Confirm courts are free for the entire recurrence period
• Use descriptive names: Include day and time in class names (e.g., "Tuesday Morning Class")
• Add posters: Visual content significantly increases bookings
• Set appropriate level filters: Help players find classes suitable for their skill level
• Plan registration deadlines carefully: Balance late registrations with operational needs

FAQ

• Can I assign multiple coaches to one public class?
  Yes! You can assign one or several coaches to each public class session.
• What's the difference between registration deadline and cancellation policy?
  The registration deadline controls how late players can book the class. The cancellation policy controls how late enrolled players can cancel.
• Can I create recurring classes for different sports?
  Yes. Public classes support Padel and Tennis.
• How do benefit prices work for recurring classes?
  When you set special prices, players with applicable memberships or categories automatically see their discounted price when booking any session in the series.
• Can I change the recurrence pattern after creating a series?
  You cannot modify the recurrence pattern of existing sessions. However, you can add new sessions to the series or cancel sessions and create new ones.
• What happens if I need to cancel a class?
  You can cancel individual sessions, all upcoming sessions, or the entire series. Enrolled players will be notified and refunded according to your policy.
• Do players have to book all sessions in a recurring class?
  No. Players can book individual sessions from a recurring series without any obligation to book all of them.
• How long can a recurring series run?
  All recurring public classes are limited to a maximum of 365 days from the creation date.
• What if courts aren't available for some dates in my recurrence?
  The system will create sessions for available dates and email you with details about which sessions couldn't be created, allowing you to resolve conflicts manually.

Need Help?

If you have questions about creating or managing recurring public classes, please contact our Customer Care team. We're here to help you maximize the efficiency of your clinic management!