Class Booking

Class Booking manages one-to-many events where multiple attendees book into a single time slot with one host. Use this for webinars, workshops, training sessions, fitness classes, and group coaching calls where one instructor serves many participants simultaneously. Unlike one-on-one calendars, class calendars have configurable capacity limits per session, waitlist support, and automated attendee management that eliminates spreadsheets and manual headcount tracking.

What Class Booking Does

Class Booking handles both recurring and one-time group events:

Recurring sessions generate slots automatically on a schedule you define. Set days of the week (every Monday, Wednesday, Friday), start and end times, and date range. The calendar creates all occurrences within your range. Skip specific dates for holidays without affecting the rest of the series. Ideal for ongoing programs like weekly yoga classes or monthly workshops.

One-time events handle single sessions like seminars or special workshops. Create one slot on a specific date and time without enabling recurring settings. Perfect for guest instructor sessions, seasonal classes, or special events.

Capacity management sets maximum attendees per session (up to 9,999, though practical limits depend on your meeting location). Minimum spots threshold ensures a minimum number of registrations before the class runs. Waitlists capture demand when sessions fill up and automatically offer spots to queued attendees if someone cancels.

Attendee management lets you view all registrations from the session detail view, manually book attendees without the booking widget, cancel or reschedule individual attendees without affecting the rest of the class, and allow self-service cancellation or rescheduling through confirmation email links.

Key Configuration Options

Slot duration and capacity control class length and maximum participants. Set duration to match your class (30, 60, or 90 minutes), define number of spots per slot (practical limit depends on meeting location capacity), and optionally set minimum spots threshold before class runs.

Meeting location options include Custom URL (Zoom, Google Meet, Microsoft Teams links), In-Person Address (physical location for on-site classes), Phone Call (dial-in number), Zoom Integration (auto-generated unique links per session), and Google Meet Integration (auto-generated Meet links). For hybrid classes, use Custom URL and include both physical address and video link in the description.

Availability settings include Minimum Scheduling Notice (prevents bookings too close to start time), Date Range (how far in advance attendees can book), Buffer Time (padding before or after for setup and teardown), and Custom Availability Overrides (block specific dates or add extra sessions for holidays or special events).

Booking widget customization happens under Forms & Payment. Choose which fields to display (name, email, phone, custom fields), mark required fields, add custom title and description, and preview on desktop and mobile before publishing.

Payment collection integrates with Stripe for paid registrations. Connect your Stripe account under Settings > Integrations > Payments, enable Accept Payments in calendar settings, set price per attendee, and optionally offer coupon codes or early-bird discounts. Payment is collected at booking time, with automatic or manual refund processing for cancellations.

Booking Link Behavior

Important: When you share the Class Booking calendar link, it always opens to the current month, not the month of your event. If your class is scheduled in a future month, the calendar shows “No available time slots” by default. Attendees must click the forward arrow to navigate to the correct month. Include the class date in your promotional messaging so registrants know which month to look for.

Workflow Integration

Class booking events trigger Workflow Builder automations:

Appointment Booked fires when someone registers. Send welcome emails, add tags, or update pipeline stages.

Appointment Cancelled fires when an attendee cancels. Trigger re-engagement sequences or offer alternative class times.

Appointment No-Show fires after class ends if attendee did not check in. Send follow-up with recording link or offer free seat in next session.

Use Smart Lists to create ongoing communication lists for class groups. Filter contacts by specific class appointment, save as Smart List, and the list auto-updates as registrations change. Perfect for class-specific announcements, drip campaigns, or re-enrollment offers.

Pro Tips

• Set clear capacity limits matching your delivery format. Live Zoom workshops with Q&A lose quality beyond 25-30 participants. Pre-recorded webinars can handle hundreds. Match spot count to the actual experience you deliver.
• Enable waitlists on every class calendar. Even if you rarely fill up, waitlists capture demand signals and give you a built-in audience for future sessions.
• Send at least two reminders before each class. Group events have higher no-show rates than one-on-one appointments. A 24-hour reminder plus 1-hour reminder significantly improves attendance.
• Mention the class month in promotional messaging. Because the booking widget opens to the current month, attendees may see “No available time slots” if your class is scheduled in a future month. Tell them which month to navigate to.
• Connect video conferencing integration before creating classes. Set up Zoom or Google Meet first so meeting links are auto-generated. Adding integration later means manually updating existing sessions.

Common Questions

How many attendees can join a single class session?

Maximum capacity is 9,999 attendees. Practical limit depends on meeting location. Zoom Pro caps at 100 participants (300/500/1,000 with Large Meeting add-on). In-person classes are limited by physical space. Set spot count to match whichever constraint is lower.

What happens when a class fills up?

If waitlist is enabled, the booking form shows a “Join Waitlist” button. If waitlist is not enabled, the full slot disappears from available options on the booking widget.

Can attendees cancel or reschedule on their own?

Yes, if you enable Allow Cancellation and Allow Reschedule in the Confirmation tab of calendar settings. Confirmation email includes self-service links for these actions.

Why does my booking link show “No available time slots”?

The class booking calendar link always opens to the current month. If your class is scheduled in a future month, the calendar displays no slots for the current month. Attendees need to click the forward arrow to navigate to the month of your event.

Can I send an email to all attendees of a specific class?

Yes. Go to Contacts, use Advanced Filters to filter by the class appointment, select all filtered contacts, and use Bulk Action menu to send email or SMS. Save this filtered view as a Smart List for repeat communication.