How to Set Up a Class Booking Calendar

    CategoryCalendars and Bookings
    Article typeDocumentation
    Estimated reading time 7 min read
    Last reviewedRecently reviewed
    Applies toGEVADE CRM accounts where the feature is enabled
    Access requiredAccess may depend on your user permissions
    Plan/configuration noteFeature availability may depend on your selected plan and account configuration

    Summary

    A class booking calendar allows multiple customers to book the same appointment slot. You configure a maximum capacity per session, set a schedule, and customers can book until the session is full. This feature may vary depending on your account configuration.

    Who this article is for

    This article is for business owners, administrators, and service providers offering group sessions, workshops, or multi-attendee appointments.

    Overview

    Class or group booking calendars are used when one time slot can accommodate multiple attendees simultaneously, such as workshops, group sessions, fitness classes, or training events. Unlike individual calendars, class calendars have a defined capacity per slot. When the capacity is reached, the slot is no longer bookable. This guide explains how to set up a class booking calendar in GEVADE CRM, configure capacity, and test the booking experience. Feature availability may vary depending on your account configuration and selected plan.

    Before you begin

    • Determine the maximum capacity for each class or group session.
    • Confirm your timezone is correctly set in your business profile before creating the calendar.
    • Prepare the intake form fields required for class registration.
    • Decide whether to allow waitlisting, if supported in your account.

    Step 1: Navigate to Calendar Settings

    Go to Calendars in your GEVADE CRM workspace. Select Calendar Settings and click Create Calendar. Select the class or group booking calendar type where available in your account. If this option is not visible, contact support to confirm whether this calendar type is enabled for your account configuration.

    Step 2: Name and describe the calendar

    Enter the name of the class or session type. Add a description that clearly explains what customers are booking. These details appear on the booking page and help customers select the correct session.

    Step 3: Set the session duration

    Configure the duration for each class slot. This determines how long each session runs and how the calendar blocks time. Ensure the duration reflects the actual session length, including any setup or wrap-up time the host needs.

    Step 4: Set the session capacity

    Enter the maximum number of attendees per session. Once this limit is reached, the slot will no longer appear as available to new bookings. Review this setting carefully before going live. Capacity behaviour may vary depending on your account configuration.

    Step 5: Configure the session schedule

    Set the days and times when sessions are available. For recurring classes, configure the recurring schedule where this option is available. For one-off events, set individual session dates and times. Verify that the schedule is correct before making the booking link live.

    Step 6: Configure the intake form

    Add or select the form customers will complete when registering. Include all required fields such as name, email, phone, and any class-specific questions. Ensure the confirmation message or redirect is set up correctly so customers know their booking was successful.

    Step 7: Configure confirmations and reminders

    Set up booking confirmations for customers. Reminder messages can be configured via workflow automation where available in your account. Test that confirmation messages are sent correctly before opening registrations.

    Step 8: Test the booking flow

    Use the booking link to complete a test registration. Verify the session slot is available, the intake form works, and the confirmation is received. Check that a second test booking correctly decrements the remaining capacity. Do not use this calendar for live registrations until testing is complete.

    Configuration note

    Class calendar capacity and scheduling behaviour may vary depending on your account configuration. If the session capacity or recurring schedule options are not visible, these features may require additional configuration or may not be included in your current plan. Contact support if this option is not visible. We do not guarantee sync accuracy with external calendars or delivery of confirmation messages without testing.

    Important clarification

    A common issue is setting the capacity too high and then finding sessions consistently underbooked. Review your expected attendance carefully and adjust capacity to reflect realistic session sizes. Another frequent issue is not testing the booking flow under capacity, meaning you do not discover capacity-cutoff behaviour until a customer is unexpectedly blocked.

    Resolution guidance

    Session slots are still appearing after they should be full

    Verify the capacity setting is saved correctly. If you recently increased capacity, check whether existing bookings are correctly counted toward the limit. Contact support if slots appear incorrectly available after reaching the configured capacity.

    Recurring sessions are not appearing on the booking page

    Check that the recurring session schedule is saved and active. Verify the start date and days of the week are configured correctly. Results may depend on your account configuration and active features.

    Customers are not receiving confirmation messages

    Review the notification settings and confirm that the confirmation is configured for the correct event and recipient. If you are using workflow-based reminders, check the workflow trigger and action settings. Test the full booking flow to verify delivery.

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