Instructor Availability & Bookable Sessions

beta feature this lets instructors declare open weekly windows and members book a specific dated session into one of those windows — instead of a fixed weekly class time it's an alternative scheduling model that coexists with regular fixed schedule classes 🔧 how it works two use cases are supported 1 to 1 sessions — an instructor opens a window (e g monday 9 00 –10 00 ), and one member books a specific date inside it group bookable slot classes — a window can allow multiple parallel sessions, and each session can hold multiple students up to the class's own capacity this is different from a normal recurring class instead of every student sharing the same weekly time, each member picks the date and time that works for them, drawn from the instructor's declared availability ⚙️ enabling it go to club → attendance → settings → instructor availability scheduling setting what it does bookable class session master switch turns on the "book a session" flow for members and unlocks the scheduling option on the class form require instructor approval when on, a booking only takes effect after the instructor approves it require admin approval when on, a booking only takes effect after an admin approves it booking window (days ahead) how far into the future members can see and book slots (1–90 days, default 30) if either approval setting is on, a booking goes to a single pending review step (not two separate ones) — the instructor already declared the time free by creating the availability window, so it isn't reviewed twice setting a class to bookable slot scheduling with bookable class session turned on, the add/edit class form gains a scheduling choice option behaviour fixed weekly the class runs at the same day and time every week (default, unchanged behaviour) bookable slots the class has no fixed weekly time — members book a dated session from the instructor's declared availability instead the day of week field is hidden (real days come from the instructor's availability, not the class), and start/end time is replaced by a single session duration (minutes) field — how long each booked session runs, not a real weekly commitment the class's existing max students field still controls how many students can join the same booked session (leave at 1 for a pure 1 to 1 setup) switching an existing class between fixed weekly and bookable slots changes how its students attend going forward — do this deliberately, ideally between billing periods, not mid cycle 📅 instructor setting weekly availability instructors manage their free windows from a dedicated availability tab on their profile page — visible to the instructor themselves, and to admins/team managing that instructor this tab appears whenever either bookable class session or the "book from instructor availability" replacement setting (below) is turned on — the two features share the same underlying availability data but can be enabled independently two views (toggle top right) calendar — a weekly timeline grid (same style as the main calendar) click an empty cell to add a window; click an existing block to edit it the instructor's existing fixed schedule classes also appear here as greyed out, read only blocks, so they can see their real weekly commitments while deciding when to declare themselves free — these blocks aren't editable from this screen list — each window shown as a row with day, time range, and any parallel booking limit adding a window click add window and fill in day of week start time / end time max parallel bookings — how many different sessions the instructor can run at once in this window leave at 1 unless the instructor genuinely teaches multiple sessions in parallel — a single session's own seat count is set on the class itself, not here exceptions and one off dates below the weekly grid, an upcoming exceptions list lets you override specific dates click the calendar icon on an existing window to override its hours or capacity for one date , or mark it cancelled for that date (no bookings allowed) click add one off date to add a bonus availability date outside the normal weekly pattern 📲 member booking a session members enrolled in a bookable slot class see a book a session card on their attendance page (my attendance) tapping + book opens the booking flow pick a date — only dates with at least one open slot are shown, browsable by month pick a time — each open slot shows its time range, with a "n left" badge if the session has limited capacity confirm the summary and tap book session if approval is required, the member sees a confirmation that the booking is awaiting confirmation rather than instantly confirmed if someone else books the same slot first, the member is prompted to pick another time my bookings the book a session card also shows a my bookings list of the member's own recent bookings, each with a status status meaning confirmed the session is locked in — no approval needed, or approval has already been given pending awaiting instructor or admin confirmation cancelled the booking was declined, or the session was otherwise cancelled — the slot has been freed for someone else members also get an email at each stage when their booking needs confirmation is submitted, when it's confirmed, and if it's declined (with the reviewer's reason, if one was given) this feature is currently web only — there is no mobile app support yet for booking or managing availability ✅ reviewing bookings when instructor or admin approval is required, pending bookings appear under club → attendance → bookings each entry shows the class, date, time, location, and booked student(s) confirm — the booking is finalized and the member is notified (in app, push, and email) decline — optionally add a reason shown to the member; the slot is freed for someone else to book who sees this tab depends on which approval setting is on require admin approval on → admins and team members (with attendance permissions) see the bookings tab require instructor approval on → the assigned instructor for each class also sees the bookings tab, scoped to just their own classes — they review and confirm their own students' bookings directly, without needing an admin availability overview a third sub tab, availability , shows a cross instructor "who's free when" grid for a selected week — each row is an instructor, showing their free windows, fixed class commitments, and already booked sessions side by side useful for spotting scheduling conflicts or free capacity across your whole team at a glance, without opening each instructor's profile individually click an instructor's row label to filter the grid to just them → see attendance docid 5d3fsbm6ohy7r7eznrzu for how the bookings tab fits into the wider attendance page 🔁 related booking a replacement from availability a separate setting, "book from instructor availability" under replacement classes , lets a member pick a replacement session (for a missed regular class) from an instructor's declared availability it reuses the same weekly availability data but serves a different purpose — booking a one off makeup session for a fixed weekly class, not the class's primary attendance mechanism it has its own admin approval toggle, separate from the settings above, and only makes sense for fixed weekly classes — a bookable slots class has no fixed session to miss in the first place → see replacement requests docid 5d3fsbm6ohy7r7eznrzu