03. Add Class Schedule

In this article, we walk you through how you can setup a group class, private class and course on the system.



  • Navigate to the Schedule Tab


Schedule Group Class


A group class on vibefam is a public class that is shown on the mobile app and website for members to browse and book into.


  • Select 'Add Event' and 'Group Class'

  • Fill the form up as how you'd like your classes to show up

  • Note: Floor plan denotes the capacity of the class. Feel free to add a new floor plan if these default options do not work out


Adding a new Floorplan

  • Click on 'Auto Generate Spots'

  • Let us know how many rows and columns of spots you need, we will automatically generate the spots for you

  • Tada! There you have it


  • Drag and drop the spots to customise the floor plan to your studio's layout
  • Note: Name your floor plan in a way that you will be able to identify it while filling up class information. We recommend naming it after the capacity of the floorplan (e.g. 25 Pax)

  • Important: Remember to click the Submit button for any changes to be saved

Setting up class schedules

  • Most classes recur weekly. The system allows you to set recurring class schedules so you don't have to set them up one by one
  • There are several pre-set recurrence patterns that you can choose from
    • In this screenshot example, the first class begins on 12 February 2024, and repeats every week every Monday and Wednesday from 12-1pm and 1-2pm, until 30 April 2025

  • Remember to set such that the recurrence of classes will end on a specific date. This is a compulsory field
  • Tip: Add multiple time slots if your classes take place on the same day and timings

Other class settings

  • Set a release period to customize how early you want your group classes to be published online for bookings

    • "Days before class" means the number of days before the class date you'd like the classes to be published. If the class is happening on 4th January, 5pm and you set the release time to 3 days, then it will be published on 1st January, 5pm for bookings
    • "Day of week" allows you to customize the exact day and time of the week that the classes are released. For example, set all your classes to release on Monday at 12AM on the week of the classes

  • Set your Booking Deadline to customize the number of hours before class starts that students must book by (in hours)
    • For example, a booking deadline of 2 hours would mean that the class is removed from the schedule 2 hours before the class time so that students cannot book into them anymore
  • Set a Waitlist Lock Period to prevent members from being added into the class too last minute (in minutes)
    • For example, a waitlist lock period of 120 minutes would stop the system from automatically pushing members into the class when members cancel their booking.
  • Virtual Class Link can be added if you're conducting virtual synchronous classes
    • If a zoom link is added into this field, it will be automatically sent to members via email once the class booking is made
  • To prevent members from viewing the spots and capacity, feel free to hide it by checking it off. When this is switched off, members will not be able to view the capacity of the class when making bookings.

Advanced options


  • Switch on both Family and Friends Bookings to allow guests and parent-child booking. You can limit the number of additional spots a member can book in this class
  • This feature is only available in the Most Popular plan

  • Set up the credit value of this class if you sell credit packages to members
    • For example, if the credit value here is set to 2, then 2 credits will be deducted from member packages when each of them make a booking
    • If they bring a guest along with them, then 4 credits will be deducted in total (i.e. 2 credits from member + 2 credits from guest)
  • This feature is only available in the Professional plan


  • Cancel the class if it does not hit a minimum sign up number before the class starts by setting up this automation within the system

Class templates

  • Feel free to 'Save as template' if you find yourself setting up the same class repetitively
  • Note that the class template does not save class date and time (including recurrence patterns)

  • Important: Remember to click the Submit button for any changes to be saved
  • Tada! The classes will show up in your calendar under Schedule Tab

Add a Private Class


Private classes do not get published on the mobile app and website for members to browse and make bookings. This is private to the studio and member who booked the private class.

  • Select 'Add Event' and 'Private Class' for 1-1 trainings

  • Fill the form up with the required information

  • The extra step that you need to do here is to add the member into this private class
    • ​Search for the member's username, full name, email or mobile number and select the specific member
    • Select the package that you are booking them in with


  • Set the class date and time
    • Add a recurrence pattern if this member comes in for regular private classes
    • Don't worry because you can still edit the dates and timing of individual sessions later

  • Important: Remember to click the Submit button for any changes to be saved

  • Tip: Private Class added will only be seen by this specific member that you have added to the class. The rest of your members will not be able to see this on your scheduling page


Schedule Course

Scheduling courses can only be done on the Professional plan

  • Course feature can be used for events, workshops or classes that takes place on a set of specific dates and timings e.g. Term classes, 3-day events, Guest instructor workshops etc
  • This is a feature that is commonly used for progressive activities with a series of classes e.g. Dance Schools, Sports Academies
  • Select 'Add Event' and 'Course'

  • Fill the form up with the required information

  • If you would allow users to join the course after the course has started, remember to turn on this feature

  • Important: Remember to click the Submit button for any changes to be saved


Edit Classes in Bulk


Made a mistake? Want to edit multiple classes at the same time?

  • Select 'Actions' and 'Edit Schedule'

  • Filter out the specific class based on Date Range, Day of week, Time, Class Name, Instructor, Location and Class Types and click 'Next'
    • You don't have to fill in all the fields here. Just fill in the fields that are relevant to your search parameters

  • Select all the classes that you would like to edit and click 'Next'

  • Specify the changes that you would like to make for the selected classes
  • Important: Remember to click the Submit button for any changes to be saved

Manage Floorplans


  • Select 'Actions' and 'Manage Floor Plans'

  • Select the floor plan that you would like to edit or simply click on the + icon to add a new floor plan



Manage your calendar


  • Default will be a Month view which gives you an overview of your classes for the entire month


  • You can filter out specific classes with our filter bar on the top based on Classes or Courses, Locations, Instructors and Class Types


  • You can also opt to view your classes in detail (By week, day or instructor)

  • Switching to List View is useful if you just want to look at the classes for a single day

Congratulations! You have completed the setup of your class schedules!

You can also choose to manage on-the-go by downloading our Vibefam Business app on the Playstore or Appstore.


Next, let's complete the Stripe setup process so that you can start collecting online payments.

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