Drop-in Classes

Before You Begin: Class vs Camp

Not sure whether to create a Class or a Camp?

• Use Classes when offering recurring or drop-in group instruction, where customers register and pay per session or set of sessions.
• Use Camps for seasonal, one-off programs, like:
  • Week-long summer camps
  • Spring break clinics
  • Holiday events

To offer private 1:1 sessions, check out the Lessons feature.

To offer one-off seasonal camps & events, check out the Camps feature.

When to Use Classes

Classes are best for any group-based programming led by a coach or instructor. Common examples include:

• Weekly group instruction
• Drop-in training sessions
• Recurring semi-private lessons

View All Classes

To view your existing classes, navigate to Services > Classes in your Swift Admin dashboard.

• By default, you’ll only see classes that are upcoming or currently ongoing.
• Click the Completed tab to view past classes.
• If you haven’t created a class yet, you’ll see a prompt to get started.

Create A New Class

To create a new class, click on the "+ New" button on the top right. You will land on the "Add Class" service form, which is what you'll need to fill in order to create the class.

Let's go through each of the items on this form step-by-step.

Basics

Here you can set a name for this class (ex: Speed & Agility Class), as well as an optional description. Both of these fields are customer-facing, so make sure you set them accordingly.

Registration

In this section, you will setup a few key details about how your class is run and how customers will be able to sign up for the sessions.

Class Status

The status of the class indicates whether the class is available for online booking or not.

• Open: The class is visible to customers, and is shown on your facility's booking page.
• Closed: Hidden from customers (good for drafts or pre-launch setup).

Once you're ready to accept bookings, just come back to this Class and change the status to "Open" to open it up to your customers and have it appear on your facility's booking page.

Sessions

In this section, we will create the actual sessions of this drop-in class.

Click the "Add Sessions" button and a modal will appear where you'll be able to specify:

1. Instructors
2. Capacity: You can set a limit on the maximum number of participants. If the participant limit varies with each session, you can set it accordingly per each session on the Calendar view.
3. Start Date: When the sessions begin (the specific date)
4. Start & End Times: The exact timing of the sessions
5. Repeats: Whether the session repeats, and if so - how often. If you set this to "Yes", you'll see a few options appear:
   • Frequency: How often the sessions repeat (daily, weekly, or custom)
   • End Type: How you want the sessions to end (after a specific number of occurrences, or on a specific date)
   • End Date: The exact date that the sessions stop repeating
6. Rooms: The spaces or rooms which these sessions will occupy.

Once the above items are specified, the system will double check to make sure there are no conflicting bookings in the times & locations you've specified.

If there's no conflicts, you should see a "Booking time is available" message and you're all set!

Pricing

Here, you can set prices for this class to specify how much the public (non-members) and members should pay to register.

For drop-in classes, you can set pricing based on the number of sessions. Swift will automatically apply the correct price based on the quantity chosen by the customer.

For example, you could charge:

• $70 for 1 session
• $250 for 4 sessions
• $450 for 8 sessions

Membership Pricing and Discounts

Do members receive a special, discounted rate for this class? You can set members pricing for this class by,

1. Selecting the Membership Pricing tab
2. Click the Add Price button
3. Enter the number of sessions and the corresponding price.
4. In the Memberships field, select all the membership groups that will receive the special price.
5. Click Save.

Instructors

You can assign instructors to the entire class or each specific drop-in session. If you aren't sure who's going to teach this class yet, or don't want to assign any instructors, no problem! You can still create the class without any instructors.

Once you've decided on an instructor to assign, you can add the Instructor to the session(s),

1. In Swift Admin, go to the Calendar tab
2. Navigate to the class, and click on the booking tile
3. Select the Manage Participants and Payments icon
4. Under the Staff field, type the Instructor's name and select their profile when it appears
5. Add them to all the relevant sessions they'll be instructing

Participant Limits

Participant limits can also be set per session, giving you flexibility if capacity changes from session to session. To adjust the participant limit for a specific drop-in session:

1. In Swift Admin, navigate to the Calendar tab
2. Click on the class (session) booking tile
3. Select the Edit (pencil) icon
4. Adjust the Capacity limit
5. Click Save

This limit is inclusive, so if you set it to 10 participants - Swift will allow up to 10 clients to be able to join the sessions before they're considered "full" and unavailable for online booking.

Advanced Settings

You are now ready to click "Save" and create this class! If you would like to setup some additional details, you can click the "Advanced Settings" toggle, and a new set of settings should appear below. These are all optional, and not necessary to create your class.

Tax Rates

Enable the "Collect tax" toggle to charge customers a pre-defined tax rate when they purchase this class. This will populate the correct tax amount on your booking page, as well as internally on the admin side of Swift when you charge customers.

If you don't have any tax rates created, visit the Tax Rates settings section to learn how to add them.

Custom Fees

Enable the "Collect Custom Fee" toggle to charge customers a pre-defined custom fee when they purchase this class. This will automatically populate the custom fee amount on top of the booking at checkout, which will be payable by the customer.

If you don't have any custom fee rates created, visit the Custom Fees settings section to learn how to add them.

Time Slot Restrictions

Time slot restrictions allow you to set start and end limits on the slots that appear to clients on your booking page. This is useful if you want to do things like:

• Not allow same-day bookings - in which case, you would set a "start" restriction of 1 day
• Not allow bookings beyond 30 days in the future - in which case, you would set an "end" restriction of 30 days
• Give members a longer "window" to book classes at your facility - you can give the Public (Non Members) an end window of 7 days, and give members an end window of 30 days.

For a deeper dive into how this setting works, visit the Time Slot Restrictions page.

Age Restrictions

If you offer classes for specific age groups, you can set restrictions in Swift so that only players of the expected ages can book the class.

If you setup an age restriction here, customers will be asked to specify their date of birth when booking. They will only be allowed to book if their age is within the limits you've chosen.

To enable age restrictions, just turn the toggle to "On". Then, you'll see the option to specify a "Minimum Age" and a "Maximum Age". It's worth noting that you can leave either end of the range blank if you don't want to set a limit (for example: "Ages 8 and up"). The ranges are also inclusive, so if the end range is 16, then 16-year olds will be allowed to book the class.

Additional Checkout Details

Here, you can choose to ask for "Emergency Contact info" or "T-shirt Size" when clients book the class online

Private

By making this class private, only customers with a direct booking link to this class will be able to book it. It will be invisible to all other customers, and will not appear on your booking page.

📹 Demonstration Video

Here’s a walkthrough video showing how to create a drop-in class with recurring sessions every Thursday, Saturday, and Sunday from 6:00–7:00 PM.

In this example:

• Each session is priced at $10 for non-members
• All members receive a discounted rate of $8 per session

Edit A Class

To edit a class, click into the specific class from the Services > Classes page and you will be taken to the "Edit Class" form.

Here, you can edit any of the details mentioned above. Just remember to click "Save" at the bottom to apply your changes!

Duplicate An Existing Class

To make it easier to create multiple classes, you can click into an existing class on the Services > Classes page, and then click the "bottom arrow" icon on the top right, beside the "Copy direct booking link" button.

You'll now be navigated to a new "Add Class" form, with all the details of the previous class filled in! The title will have the word "(Copy)" added to it, to indicate that this is a duplicated class.

Delete A Class

To delete a class, click into an existing class and scroll down to the bottom of the page. There, you'll see a "Delete" button on the bottom left.

This button may be disabled if you've already had existing bookings tied to this class. It may also be disabled if you don't have the permission to delete it (in which case, you should talk to the owner or someone with more access).

If the class does not have existing bookings, you can click Delete and hit "Confirm" on the modal that appears to remove this class. Remember, this action cannot be undone.

Miscellaneous

There are some additional things you can do with classes, which are explained below.

Direct Booking Links

Want to send a direct link to book a class to a customer? Perhaps you have a private clinic that only specific customers can book? Or you would like to add a button on your website that takes customers directly to this class?

This button does exactly that! On the top right of a class form, you should see the "Copy direct booking link" button. Click this, and a direct link to the class will be copied to your clipboard.

Booking Page Appearance

You may also want to control how the "Classes" category as a whole appears on the booking page. You may want to call it "Group Sessions" or "Programs" instead of the generic "Classes" shown on Swift. In that case, you can visit the Services > Classes page in your admin dashboard, and click the "gear" icon on the top right.

You will now see a modal pop up, with a few options. Here, you can customize:

• The title of the Classes category - you can call it "Group Training" for example
• The description of the Classes category - you can add any additional context here

Once you hit Save, both of these changes will be immediately reflected on your booking page.