Events and scheduling

An event is any class, lesson or session you run: group classes, private lessons and semi-private sessions all live in Events. Each event is where students attend, coaches mark attendance, invoices are tied to the session and progress gets recorded.

How event types work#

Event types are the programs you offer, like “Red Hotshots”, “Blue Hotshots” and “Private Lesson 45 mins” for a tennis club, or “Shark Squad” and “Development Squad 45 mins” for a swim school. Make them as broad or as detailed as you like.

Every event is linked to an event type, and that link drives a lot of automation:

• Pricing. Each type has a default price, which bulk invoicing uses to bill a term in minutes.
• Makeups. Notice periods, credit limits and booking rules are set per type.
• Bookings. Online booking and makeup booking rules follow the type.

Event types are set up by an admin in Settings. If you don’t see the type you need when creating a class, ask your admin to add it.

Find your way around Events#

Open Events from the left menu. You’ll see your calendar with these controls:

• Filters (top left) to narrow the calendar by venue or coach.
• The view selector to switch between Day, Week and Month.
• Date arrows < > to move back or forward, and the calendar icon to jump to a date.
• Search to find an event by name.
• Admin to change view options, and Actions for bulk actions such as the attendance report.
• + Add Event to create a class, and Ask AI for quick answers.

Choose a calendar view#

You can also view classes by court or room, and by coach.

Filter the calendar#

1. Click Filters. The Filter Events panel opens.
2. Pick a venue (or “All”) and a coach (or “All”).
3. The calendar updates straight away. Close the panel with X to clear the filters.

Tip: Filter Day view by venue to check a court or room isn’t double-booked.

Some common filters:

• One coach’s week: filter by that coach and switch to Week view.
• Everything at one venue this month: filter by venue and switch to Month view.

Search for an event#

Search works best in Month view. Type a class name, coach or venue (for example “Red Hotshots” or “Court 1”) and click a result to open it.

Ask AI about your schedule#

Click Ask AI and type a question, for example:

• “What events do I have this week?”
• “Show me attendees for Red Hotshots Monday.”
• “Which coaches are available on Friday?”
• “Show me all attendees who haven’t paid their invoice yet.”

Create an event#

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Click + Add Event. The Add New Event form has five parts: event information, coaches, schedule, venue and enrolment settings.

1. Event information#

• Event name. Students, parents and invoices all show this name, so be specific: “Red Hotshots Monday”, not “Class”.
• Event type. Pick the program this class belongs to. It sets the base price and the rules that come with it.
• Event category. Choose Group, Private, Semi-private (usually 2 to 4 people) or Other. Categories show separately in your reports, and private events have different capacity and pricing rules to group classes.

2. Assign coaches#

Click Add Coach, tick one or more coaches, then click Add. You can assign a head coach and an assistant to the same class. To change a pick, click Add Coach again and update the ticks.

3. Set the schedule#

• Skip holidays. Leave this on and Outcoach won’t create classes on the holidays and term breaks you’ve blocked out.
• Days. Click each day the class runs, for example Mon and Wed.
• From and To. The first and last date (dd/mm/yyyy). For a one-off class, use the same date in both.
• Start time and End time. End time matters for venue availability and invoicing.

Outcoach creates every session between the two dates in one go. Classes can repeat weekly or fortnightly.

4. Choose a venue#

Pick the court, pool, room or studio. Each event has one venue. If a class rotates between venues on different days, create a separate event for each. If your venue isn’t listed, ask your admin to add it in Settings.

5. Enrolment settings#

• Member limit. The most students allowed in the class.
• Price per attendee. The charge per student per class, with a currency picker.
• Level (optional). Students at this level are invited automatically when the class is created. Leave it blank if you hand-pick students.

Check the form, then click Create Event. You’ll see “Event created successfully” and the class appears on the calendar.

What happens next#

• Every session in the series appears on the calendar straight away.
• Assigned coaches are notified, and so are any students added by level.
• Families get automatic class reminders in the app. You choose how many days ahead they go out.
• The class is ready for attendance, invoicing and progress tracking.

Examples#

Add students by level#

When you set a level on a new class, Outcoach invites every student currently at that level. This saves a lot of work at the start of term. Admins stay in control and can review who’s in each class.

You can also add a whole group of students at once. See Groups.

Copy your timetable to a new term#

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You don’t need to rebuild your timetable each term.

1. Select the classes you want to copy, or the whole schedule.
2. Choose the new date range.
3. Choose whether to bring the students and coaches across.
4. Outcoach creates the sessions in the background and notifies you when it’s done. Review them, rename anything that’s changed, and you’re ready.

This also works for packages: schedule the package of classes, then copy it when a family renews.

Manage an event#

Click any class to open it. The event shows its details, students, attendance, private notes, lesson plans, media, messages and an Invoices tab showing whether each lesson is paid.

Edit one session or the whole series#

1. Open the class and click Edit.
2. Choose Edit this event only (for example, a one-off move to Court 2) or Edit all events in series (for example, a new coach for the rest of term).
3. Save. Changes apply straight away.

Changing the event type updates the price and capacity that come with it.

Transfer a class to another coach#

If a coach is sick, you don’t need to cancel. Select the class, choose Transfer Coach from Actions, and pick the new coach. The class is reassigned straight away.

Send a notification to a class#

Select the class, choose Send Notification from Actions, write your message, choose students, parents or both, and send. Use it for venue changes, what to bring, or anything everyone in the class needs to know.

Run an attendance report#

Select a class in Month view and choose Attendance Report from Actions to see who attended and who was absent. For a whole term, use Events › Actions › Attendance report. See Invoice from attendance.

Cancel or delete a class#

To cancel, open the class, choose Cancel Event from Actions, pick a reason (coach, weather and so on) and choose whether to give makeup credits. Outcoach then:

• sends a push notification to every enrolled student and parent
• voids any unpaid invoices for that session
• adds makeup credits if you chose to
• records the reason so it shows in your reports

For weekly invoices, you’ll be asked whether to cancel that week’s invoice or give makeup credits instead.

Sync classes to Google or Outlook#

Coaches can connect Google Calendar, Microsoft Outlook, or both. Every class they’re assigned to appears in their calendar with the name, venue and time, and reschedules or cancellations sync straight away.

Tips for a clean timetable#

• Name classes clearly. “Red Hotshots Monday 4:00 PM” beats “Lesson”. Parents see these names on calendars and invoices.
• Keep times consistent week to week so families can plan around them.
• Set realistic limits for the venue and for what one coach can manage.
• Schedule a whole term at once using From and To dates, rather than creating classes one by one.
• Only schedule coaches on days they’re available. If someone gets sick, use Transfer Coach.
• Tell families about every change with Send Notification.

Troubleshooting#