Recurring Schedule Templates

Most gyms run the same class schedule week after week. Rather than adding each session individually, GymPoint's schedule templates let you define a weekly pattern once and apply it across any date range. This guide covers creating, applying, and managing templates.

Creating a Weekly Template

1. Navigate to Schedule.
2. Click + New Template.
3. Give your template a name (e.g., "Standard Week," "Summer Schedule," or "Holiday Reduced Hours").
4. You will see a blank weekly grid with days across the top (Monday through Sunday) and time slots down the side.

Adding Classes to the Template

1. Click on a time slot in the grid, or click + Add Session and specify the day and time.
2. Select a class from your class library.
3. Set the start time and confirm the duration (pulled from the class definition by default).
4. Assign an instructor (defaults to the class's default instructor).
5. Set the capacity (defaults to the class's max capacity).
6. Click Add. The session appears as a colored block on the grid.
7. Repeat for every class in your weekly schedule.

Tip: To duplicate a session to another day, right-click the session block and choose Copy to..., then select the target day and time.

Saving the Template

Click Save Template when your weekly schedule is complete. The template is saved in your library and can be applied to any week.

Applying Templates to Date Ranges

Once you have a template, apply it to generate actual scheduled sessions:

1. Go to Schedule and select your template.
2. Click Apply to Schedule.
3. Set the date range:
   • Start Date — The first Monday (or first day of the week) the template should apply.
   • End Date — The last day of the range. For ongoing schedules, you can set this several months out.
4. Review the preview, which shows how many sessions will be created.
5. Click Apply. GymPoint generates individual class sessions for every week in the range based on your template.

Important: Applying a template does not overwrite sessions that already exist on the calendar. If there are conflicting sessions, GymPoint will flag them and let you choose to skip or replace.

Handling Holidays and Closures

Your gym may close on certain days or reduce hours during holidays. Here is how to handle that:

Closure Dates

1. Go to Settings > Account > Locations.
2. Click + Add Closure.
3. Enter the date (or date range) and a reason (e.g., "Christmas Day," "Staff Training Day").
4. Click Save.

When you apply a template to a date range that includes a closure date, GymPoint automatically skips that day. No sessions are created for closure dates.

Reduced Holiday Schedule

If you want a different schedule on certain days (e.g., shorter hours on New Year's Eve):

1. Create a separate template with the reduced schedule (e.g., "Holiday Reduced").
2. Apply it only to the specific holiday dates.
3. Make sure to remove or skip the regular template for those same dates to avoid duplicates.

Copying Schedules Between Weeks

If you need to replicate one specific week (not a template) to another:

1. Go to Schedule and navigate to the source week.
2. Click the Copy Week button in the top toolbar.
3. Select the target week (the week you want to paste into).
4. Choose whether to include instructor assignments and capacity overrides in the copy.
5. Click Copy. GymPoint duplicates all sessions from the source week to the target week.

This is useful for one-off schedule variations that do not warrant a new template.

Managing Multiple Templates

You can maintain several templates for different scenarios:

• Standard Week — Your normal weekly schedule.
• Summer Schedule — Adjusted for seasonal demand.
• Weekend Warriors — A weekend-only template with extra Saturday and Sunday sessions.

Switch between templates by applying the appropriate one to the relevant date range. Only one template's sessions exist on the calendar at a time for any given date, so there is no overlap unless you apply multiple templates to the same period.

Editing a Template

To update a template:

1. Go to Schedule and select it.
2. Make your changes (add, remove, or move sessions).
3. Click Save Template.

Important: Editing a template does not retroactively change sessions that have already been generated. It only affects future applications of the template. To update already-scheduled sessions, re-apply the template to the desired date range and choose Replace Existing when prompted.