Closures and time off

Yulia's studio closes for three days in August while the floor is redone. In September her trainer Nazar is away for a week at a competition. She wants the clients booked on those days to hear in good time — and Nazar's classes to go ahead with somebody else.

Step by step

1. Open Set up → Closures and time off. Everything already booked is listed under Time off.
2. Tap Add time off.
3. Choose Who is away. Everyone — studio closed shuts the studio; a trainer’s name books time off for them. From Set up the list starts on Everyone — studio closed; opened from a trainer’s row on Team, it starts on that trainer.
4. Set the dates. Fill in First day and Last day. For a few hours only, turn on Only part of the day and set Away from and Back at.
5. Say why. For a closure, Why, in a line is passed on to clients in the message about their cancelled class.
6. Read what it hits. Before you save, the sheet lists every class in that time and how many people are booked on each, e.g. 3 classes affected · 17 booked. A closure also warns The whole studio is shut.
7. Tap Save time off.

What happens next

• The studio is closed. Every booking in that time is cancelled at once, the session goes back on each pass whatever your cancellation rules say, and everybody booked is told. A day closed from start to finish shows on the timetable as The studio is closed this day. No one-to-ones can be booked in that time.
• A trainer is away. Their classes stay on, with everybody’s bookings, but new clients cannot see or book them until somebody else is teaching. Today → Needs you shows Boxing has nobody to teach it → Assign somebody. If nobody takes it before your notice period starts, Grupy calls the class off and tells everybody booked. See Change the trainer or call a class off.
• Trainers can book their own time off on their Availability tab. It appears in this list too.

Change it or take it back

• Tap a period in the list: Change time off, then Save changes. If a closure moves to other days, whatever it now covers is cancelled as if it had been made there.
• Or tap Take it back instead. Take this time off back? says which classes it puts back on; choose Take it back or Keep it.
• Bookings a closure has already cancelled stay cancelled: those clients were told and got their sessions back.

Below Time off are When I work, What I charge and What I teach — your own, for one-to-ones you teach yourself. A trainer’s are under Team → their name → Hours, prices and time off, headed with their name, e.g. When Anna works; see Set your hours for one-to-ones.

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