Classes Frequently Asked Questions

Common questions about creating, managing, and configuring classes in Zipper. Find answers to questions about scheduling, payments, registrations, cancellations, and more.

Getting Started

Q: What do I need before I can create a class?

A: Before creating a class, you should have:

An active organization account at https://app.joinzipper.com
Organization owner or admin permissions (you need the "manage-schedule" permission)
At least one location set up (if your classes take place at physical locations)
At least one provider/instructor added to your organization (if you want to assign instructors)
A registration form created (required for Step 4 of class creation)

You can create classes without locations or providers, but you'll need them to complete the full setup.

Q: How do I get started creating my first class?

A: To create your first class:

Log in to https://app.joinzipper.com
Click Calendar in the left sidebar
Click the Create button in the top right
Select Class from the dropdown menu
Follow the 4-step wizard:
- Step 1: Enter class name, color, and description
- Step 2: Set up time slots (when the class meets)
- Step 3: Configure payment options
- Step 4: Set up registration form and capacity

After completing all steps, click Create class and you'll be taken to the class edit page where you can see all automatically generated sessions.

Q: What permissions do I need to create or manage classes?

A: You need the "manage-schedule" permission to create and manage classes. Organization owners automatically have this permission. If you're a staff member and don't see the option to create classes, contact your organization admin to grant you this permission.

Common Tasks

Q: How do I create a recurring class series?

A: When creating a class, use Step 2 (Scheduling) to set up recurring time slots:

Add a time slot with a day of week (e.g., Monday) and start time (e.g., 9:00 AM)
Set a start date when the series begins
Set an end date when the series ends (or leave it open-ended)
The system automatically generates individual sessions for each occurrence

You can add multiple time slots to the same class if it meets at different times (e.g., Monday 9am and Wednesday 6pm).

Q: Can I edit a class after sessions have been created?

A: Yes! You can edit classes after sessions are created. When you edit class details (name, description, color, payment options, registration settings), those changes automatically sync to all existing and future sessions. However, you cannot directly edit individual sessions that are part of a class—instead, you can:

Use scheduled changes to temporarily modify time, location, or instructor for specific date ranges
Add instructor substitutions for individual sessions
Disconnect a session from the class to edit it independently
Create one-off sessions outside the regular schedule

Q: How do I add more time slots to an existing class?

A: To add more time slots to an existing class:

Go to the class edit page
Find the "Scheduling" section
Click Edit next to Scheduling
Add a new time slot with day, time, provider, location, and date range
Click Save Changes

New sessions will be automatically generated for the new time slot based on its date range.

Q: How do I change the time or location for specific dates?

A: Use scheduled changes to temporarily modify a time slot:

Go to the class edit page
Find the time slot you want to modify
Click to add a scheduled change
Set the date range when the change applies
Override the time, location, or instructor for that range
Preview the change to see which sessions will be affected
Save the change

This lets you handle instructor vacations, location changes, or special events without affecting the entire series.

Q: How do I cancel multiple class sessions at once?

A: To cancel multiple sessions:

Go to the class edit page
Click Cancel sessions (red button at the top)
Select the date from which you want to cancel all sessions
Preview which sessions and registrations will be affected
Choose whether to refund customers:
- Cancel with refunds: Automatically refunds all affected registrations
- Cancel without refunds: Cancels sessions but doesn't issue refunds

You can also end a time slot early, which cancels all sessions for that time slot after the end date.

Features and Capabilities

Q: Can I offer classes for free?

A: Yes! In Step 3 (Payment), you can set the class to be free. When you select "Free" as a payment option, customers can register without any payment. You can also offer multiple payment options, including free alongside paid options.

Q: Can customers use punch cards for classes?

A: Yes! In Step 3 (Payment), select "Punch Card" as a payment option. Then:

Select which punch card products can be used for this class
Configure how many credits each product provides (e.g., a 10-class pass)
Set expiration settings if needed

When customers register, they can choose to use their punch card credits instead of paying directly.

Q: Can I set different prices for different customer groups?

A: Yes! You can create multiple pricing tiers in Step 3 (Payment). For example:

Default price: $20 per session
Member discount: $15 per session (for subscription holders)
Early bird: $18 per session

Customers see the price that applies to them based on their subscription status or other criteria.

Q: How do waitlists work?

A: When a class reaches capacity, customers can join the waitlist if you've enabled it:

Enable waitlist in Step 4 (Registration) when creating the class
When a class is full, customers can still register and will be added to the waitlist
When someone cancels, you can manually promote customers from the waitlist
You can reorder the waitlist to control who gets promoted first
Waitlist cancellations are automatically refunded

You can also set a waitlist promotion window that stops automatic promotions before class starts (e.g., no promotions within 2 hours of class).

Q: Can I require customers to complete a form when registering?

A: Yes! In Step 4 (Registration), you must select a registration form. This form can include:

Required fields (name, email, etc.)
Waivers and liability releases
Health information or medical history
Preferences or special requests
Custom questions

You can create forms in the Forms section of your dashboard before creating the class.

Q: Can customers register without creating an account?

A: Yes! Classes support guest registration. Customers can register without creating an account, though they'll still need to provide their information through the registration form. If payment is required, they'll be redirected to a secure payment page.

Q: How do I set capacity limits?

A: In Step 4 (Registration), you can:

Enable capacity limits
Set the maximum number of registrations per session
Set different capacity limits for different time slots (when editing)

When capacity is reached, new registrations are blocked (or added to waitlist if enabled).

Configuration and Settings

Q: How do I control when registration opens and closes?

A: You can set registration windows in the class settings:

Registration opens: Set how many minutes before class start registration opens (e.g., opens 2 weeks before)
Registration closes: Set how many minutes before class start registration closes (e.g., closes 2 hours before)
Open time frame: Alternatively, set a specific date/time when registration opens

This lets you control exactly when customers can register for your classes.

Q: How do I set up automatic refunds?

A: Set a refund policy window in your class settings:

Go to the class edit page
Edit the Registration section
Set "Refund if canceled before" to a number of hours before class start (e.g., 24 hours)
Save changes

When customers cancel within this window, they're automatically refunded. Waitlist cancellations are always refunded automatically.

Q: Can I change the refund policy for individual cancellations?

A: Yes! As a provider/admin, when you cancel a registration, you can choose whether to refund:

Cancel with refund: Issues a refund regardless of the policy window
Cancel without refund: Cancels without refunding

This gives you flexibility to handle special circumstances.

Q: How do I assign instructors to classes?

A: When setting up time slots (Step 2 or when editing):

Select a Provider (instructor) for each time slot
The instructor is assigned to all sessions in that time slot
You can override the instructor for specific sessions using substitutions

You can also assign multiple instructors to a single session for team-taught classes.

Q: How do I handle instructor substitutions?

A: To assign a substitute instructor:

Go to the class edit page
Find the time slot
Click to add a substitution for a specific session
Select the substitute instructor
Optionally add a note that will be sent to customers
Save the substitution

Customers are automatically notified of the instructor change if you include a note.

Q: Can I set different locations for different time slots?

A: Yes! Each time slot can have its own location:

Physical location: Select from your saved locations
Virtual location: Enter a meeting link or virtual location details
Location override: Change location for specific date ranges using scheduled changes

You can also set a default location for the entire class and override it per time slot.

Troubleshooting

Q: Why do I get "Please enter a class name" when trying to proceed?

A: This error appears in Step 1 when the class name field is empty. The class name is required. Simply enter a name for your class and click Next again.

Q: Why do I get "Please add at least one time slot" when trying to proceed?

A: This error appears in Step 2 when you haven't added any time slots. You need at least one time slot to create a class. Click to add a time slot and fill in:

Day of week
Start time
Provider (optional but recommended)
Location (optional but recommended)
Start date
End date

Then click Next to proceed.

Q: Why do I get an error about payment options?

A: If you selected "Paid" as a payment option in Step 3, you need to:

Enter a price for the paid option, OR
Select at least one punch card product if using punch cards, OR
Enable subscription access

If the class is not free, you must configure at least one payment method. Check that you've completed the payment configuration before proceeding.

Q: Why is the Create class button disabled?

A: The Create class button is disabled until all required fields are completed:

Step 1: Class name is required
Step 2: At least one time slot is required
Step 3: If paid, at least one payment option must be configured
Step 4: A registration form must be selected

Check each step to ensure all required fields are filled in. The button will enable automatically when all requirements are met.

Q: Why don't I see sessions appearing on my calendar?

A: Sessions are automatically generated when you create a class, but check:

Date range: Make sure your time slot start and end dates are set correctly
Time zone: Verify the class timezone matches your location
Calendar view: Check that you're viewing the correct date range on your calendar
Filters: Make sure calendar filters aren't hiding your classes

Sessions are generated for the date range you specified in each time slot, defaulting to 3 months ahead.

Q: Why can't I edit individual sessions?

A: Individual sessions that are part of a class are managed through the class settings. To edit a specific session:

Use scheduled changes to modify time, location, or instructor for date ranges
Add substitutions for individual sessions
Disconnect the session from the class to edit it independently
Create one-off sessions for special dates

This keeps your class series consistent while allowing flexibility for exceptions.

Q: What does "Class is full" mean?

A: This means the class has reached its capacity limit. If waitlist is enabled, customers can still register and will be added to the waitlist. If waitlist is disabled, registration is blocked until someone cancels or you increase the capacity.

To fix this:

Increase the capacity limit for the class
Enable waitlist to capture interest
Cancel some registrations to free up spots

Limits and Constraints

Q: How many time slots can I add to a class?

A: There's no hard limit on the number of time slots per class. You can add as many as you need. For example, you could have a "Yoga" class that meets Monday 9am, Wednesday 6pm, Friday 10am, and Saturday 2pm—all as different time slots in the same class.

Q: How far in advance are sessions generated?

A: By default, sessions are generated 3 months ahead based on your time slot date ranges. You can extend this by updating the end date of your time slots. Sessions are generated automatically as you extend the schedule.

Q: What's the maximum capacity I can set for a class?

A: There's no system-wide limit on capacity. You can set any capacity you want per time slot or per session. Set capacity based on your space, instructor preferences, or class type.

Q: How many scheduled changes can I add to a time slot?

A: You can add multiple scheduled changes per time slot. The system handles overlapping date ranges and will show you a preview of how changes will affect sessions before you commit. There's no hard limit on the number of changes.

Q: Can I create classes without time slots?

A: No, you need at least one time slot to create a class. However, you can create one-off sessions within a class that aren't tied to a time slot. These are useful for special events, workshops, or holiday classes.

Edge Cases

Q: What happens if I change a class's time slot after customers have registered?

A: When you change a time slot (time, day, location, or instructor), the change affects all future sessions. Existing sessions that have already occurred are not changed. For sessions that haven't occurred yet:

If customers have registered, they'll see the updated time/location in their registrations
You may want to notify customers of significant changes
Consider using scheduled changes instead if you only want to change specific dates

Q: What happens if I delete a time slot?

A: When you delete a time slot:

All future sessions for that time slot are canceled
You can choose whether to refund affected registrations
Past sessions are not affected
Customers who registered for future sessions are notified

You'll see a preview of which sessions and registrations will be affected before confirming the deletion.

Q: Can I reconnect a disconnected session to a class?

A: Yes! If you disconnected a session from a class, you can reconnect it:

Go to the session details
Click to reconnect it to the class
The session will receive all current class settings and updates

This is useful if you disconnected a session for editing but want it to follow the class schedule again.

Q: What happens if a customer cancels from the waitlist?

A: Waitlist cancellations are automatically refunded, regardless of your refund policy window. This is because waitlisted customers never actually got a spot in the class, so they should always receive a refund.

Q: Can I migrate existing recurring events into a class?

A: Yes! You can connect existing recurring events to a class:

Go to the class edit page
Select "Connect existing recurring event"
Choose the recurring event series you want to attach
The system analyzes the pattern and creates matching time slots
All sessions are attached to the class

This is useful for upgrading legacy schedules to the modern class management system.

Q: What happens if I change the class duration after sessions are created?

A: When you change the class duration, all existing and future sessions are updated with the new duration. The start time stays the same, but the end time adjusts based on the new duration. Customers who have registered will see the updated duration in their registrations.

Q: Can I set different capacity limits for different time slots?

A: Yes! Each time slot can have its own capacity limit. When editing a time slot, you can set allowedRegistrationQuantity in the metadata. This is useful if different time slots have different space constraints or instructor preferences.

Q: What happens if I extend a time slot's end date?

A: When you extend a time slot's end date:

New sessions are automatically generated for the extended period
Existing sessions are not affected
The new sessions follow the same pattern (day, time, instructor, location)

This is an easy way to continue a popular class without recreating it.

Virtual Classes

Q: Can I create virtual/online classes?

A: Yes! When creating a class, you can set the location type to:

Physical: Classes take place at a physical location
Virtual: Classes take place online with a meeting link
Hybrid: Classes have both physical and virtual attendance options

For virtual classes, add a meeting link (Zoom, Google Meet, etc.) that will be shared with registered customers.

Q: How do students join a virtual class?

A: Students registered for virtual classes receive the meeting link in their:

Registration confirmation email
Reminder emails before the class
Customer dashboard when viewing their upcoming classes

The meeting link is only visible to registered customers.

Family Accounts & Payment Methods

Q: Can parents pay for their children's classes?

A: Yes! With family accounts, parents/guardians can use their saved payment methods to pay for their children's registrations. When a child is registered for a class:

The parent's saved payment methods are available at checkout
The parent can complete payment on behalf of the child
Payment receipts are associated with both parent and child accounts

Q: How do I set up a child to use their parent's payment method?

A: To enable parent payment methods for children:

Go to the child's customer profile
Navigate to the Family Accounts section
Add or verify the guardian relationship
Ensure payment permissions are enabled for the guardian

Once configured, parent payment methods will be available when booking for the child.

Multiple Forms

Q: Can I require multiple forms for class registration?

A: Yes! You can now require multiple forms during registration, such as:

Waiver form: Liability waivers required for participation
Cancellation agreement: Terms for cancellation and refunds
Additional forms: Any other custom forms (health info, preferences, etc.)

Configure multiple forms in the class settings under "Registration Settings" > "Form Requirements."

Q: In what order are forms presented during registration?

A: Forms are presented in the following order:

Waiver form (if required)
Cancellation agreement (if required)
Additional forms (in the order configured)

Customers must complete all required forms before completing registration.

Instructor Substitutions

Q: How do I handle instructor substitutions differently than scheduled changes?

A: There are two ways to change instructors:

Instructor Substitution (for individual sessions):

Best for: Last-minute changes, sick days, single-session coverage
Affects: Only one specific session
Process: Open the session and click "Substitute Instructor"

Scheduled Changes (for date ranges):

Best for: Vacations, planned absences, multi-week instructor changes
Affects: All sessions within a date range
Process: Edit the class time slot and add a scheduled change

Q: Will customers be notified when an instructor is substituted?

A: Yes, when creating an instructor substitution, you can choose to notify registered customers:

Toggle "Send notification to registrants"
Add an optional note explaining the change
Registered customers receive an email about the instructor change

This helps customers know what to expect before the class.