⏱ Estimated time: 5–10 minutes
👤 Role: Admin / Management / Operations

What you'll learn

• How to build and schedule an activity timetable

• How to allocate staff and facilities to group sessions

• The difference between managing schedules in List View and Calendar View

When should I use this?

This guide should be used when you are launching a new fitness or wellness timetable, adding a one-off group event, or scheduling a new recurring activity.

• Examples may include: Weekly Yoga classes, seasonal outdoor sessions, or daily Thermal Suite access slots.

• Key Logic: For an activity to appear in the diary and be bookable by guests, it must be scheduled onto the timetable with at least one resource (Staff or Facility) assigned.

Before you start

Before setting up your timetable, confirm:

• The Activity Type (e.g. Yoga) has already been created.

• You know the Maximum Capacity and Waiting List limits for the session.

• You have confirmed the availability of the required Staff and Facilities.

Step-by-step: Setting up your Timetable

1. Open the Administration panel

Click Settings in the navigation menu to open the Administration area.

2. Navigate to Activity Timetables

Under the Experiences section, select Activity Timetables.

Option A: Using List View

List View is ideal for building out a schedule for a specific activity type across multiple dates.

3. Add a new Timetable entry

Ensure you are on the List View tab and click + Add New.

4. Select Activity and Site

Confirm your Site and select the specific Activity you wish to schedule. Click Add Timetable.

5. Set Date Range

Set your Start Date and End Date for the activity.

Note: If this is a recurring activity with no planned end, you do not need to set an end date.

6. Create Sessions

On the days you want to run this activity, click into the schedule to start your sessions. You can schedule multiple sessions on the same day if required.

7. Define Times and Resources

• Enter the Start Time and End Time.

• Select the Staff Member running the session (if applicable).

• Select the Facility where the activity is taking place (if applicable).

Tip: You must select at least one staff member OR one facility. You cannot leave both empty, otherwise the activity will not show in your calendar.

8. Set Capacity

Enter your Max Capacity (the total number of guests allowed) and the Waiting List limit.

9. Commit the Timetable

Click Save for the individual session, repeat as required for other days, and then click the final Save to confirm the entire timetable.

Option B: Using Calendar View

Calendar View is helpful for visualising your current schedule and adding sessions directly into specific time slots.

10. Switch to Calendar View

In the top right corner of the screen, select Calendar to open the visual view. You will see all currently scheduled activities.

11. Add Activity to a Date

On the day you want to add the activity, click + Add Activity at the end of the column for that specific date.

12. Configure the Session

• Set the Start and End Date (leave the end date blank for recurring sessions).

• Enter the Start and End Time.

• Select the Staff Member and/or Facility.

• Enter Max Capacity and Waiting List limits.

13. Save Changes

Click Save to commit the session to the calendar.

Best practice

• Resource Conflict: Always double-check that your chosen staff member isn't already booked for individual appointments during the scheduled activity time.

• Capacity Management: Ensure the capacity set in the timetable does not exceed the physical capacity of the assigned facility.

• Recurring Sessions: Use the date range effectively to handle seasonal changes to your timetable without having to delete and recreate sessions.