Class Schedule Planner

GATE: Confirm spaces, instructors, and class types before building the schedule.

Phase 2: Schedule Design

Schedule Grid Template

## Weekly Class Schedule — [Facility Name]

### Studio A (Capacity: 20)

| Time | Monday | Tuesday | Wednesday | Thursday | Friday | Saturday | Sunday |
|------|--------|---------|-----------|----------|--------|----------|--------|
| 6:00 AM | [Class] | — | [Class] | — | [Class] | — | — |
| 7:00 AM | [Class] | [Class] | [Class] | [Class] | [Class] | [Class] | — |
| 9:00 AM | [Class] | [Class] | [Class] | [Class] | [Class] | [Class] | [Class] |
| 12:00 PM | [Class] | — | [Class] | — | [Class] | — | — |
| 5:30 PM | [Class] | [Class] | [Class] | [Class] | [Class] | — | — |
| 6:30 PM | [Class] | [Class] | [Class] | [Class] | — | — | — |

Scheduling Rules

1. Peak times get your most popular classes — do not schedule niche classes at 5:30 PM
2. Buffer time between classes — 15-30 minutes for cleanup, setup, and late arrivals
3. Instructor limits — no instructor teaches more than 3 back-to-back classes
4. Class variety across the day — avoid scheduling similar classes in adjacent time slots
5. Weekend schedules reflect demand — fewer classes, mid-morning focus

Class Mix Strategy

Phase 3: Instructor & Room Management

Instructor Assignment Matrix

## Instructor Assignments

| Instructor | Specialties | Availability | Weekly Classes | Max Classes |
|-----------|-------------|-------------|----------------|-------------|
| [Name 1] | Yoga, Pilates | M/W/F mornings, T/Th evenings | 6 | 8 |
| [Name 2] | HIIT, Strength | M-F mornings and evenings | 8 | 10 |
| [Name 3] | Cycling, Cardio | T/Th/Sat | 4 | 6 |

Sub/Cover Policy

## Instructor Substitution Policy

1. Instructor notifies management [48] hours in advance of absence
2. Instructor is responsible for finding a qualified sub from the approved list
3. If no sub is found, management will attempt to cover or cancel with notice
4. Cancellation notice sent to enrolled clients at least [4] hours before class
5. Sub instructors are paid [same rate / flat sub rate of $X]

Room Allocation (Multi-Space Facilities)

Phase 4: Enrollment & Capacity

Capacity Management

## Enrollment Settings

| Class | Capacity | Min to Run | Waitlist Limit |
|-------|----------|-----------|---------------|
| Yoga Flow | 20 | 3 | 5 |
| HIIT | 15 | 4 | 5 |
| Cycling | 12 | 3 | 3 |
| Boot Camp | 20 | 5 | 5 |

Waitlist Rules

• Waitlisted clients are notified automatically when a spot opens
• Clients have [2] hours to confirm or lose their spot
• No-shows are tracked — 3 no-shows in 30 days result in booking restrictions

Schedule Review Cadence

Key Metrics

Anti-Patterns

• Scheduling based on instructor preference, not demand — the schedule should serve clients first.
• No buffer between classes — back-to-back classes without transition time create chaos.
• Too many class types — spreading thin across 15 class types dilutes quality. Focus on 5-8 core offerings.
• Ignoring attendance data — a class that averages 2 attendees should be moved, changed, or cut.
• Static schedule year-round — demand shifts seasonally. Adjust accordingly.

Recovery

• Consistently low attendance for a class: Move it to a different time slot, try a different instructor, or replace it with a more popular format.
• Instructor burnout: Reduce their weekly class count, ensure rest days, and cross-train other instructors in their specialties.
• Scheduling conflicts between instructors: Use a shared calendar and confirm availability before publishing the schedule.
• Seasonal enrollment drop: Offer limited-time promotions, add seasonal class themes, and reduce the schedule temporarily rather than running empty classes.
• New class type not gaining traction: Give it 6-8 weeks with active promotion before cutting. Offer introductory pricing to build a base.