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Smart Defense

If you have any additional questions about Acuity Scheduling that aren’t answered here, they do have their own comprehensive documentation that should be able to help you out.

Class Creation

New pre-generated classes for instructors

Instructors set up with access to Acuity will now have “view/edit” permissions. This means that they can start there own classes, view and contact the clients that have visited their class, as well as a few other capabilities. Documentation for instructors has been included in Squarespace in the Trainer Portal under “Scheduling”.

A few things to note: With the the way that Acuity has class sequences set up, as soon as the class is completed, it will need to be duplicated and the old version deleted. The reason for this is that they will still technically be able to select the class type and add times to it for the following year, but since some of the classes on the list have already passed, user’s will not be able to sign up for it. Don’t worry, deleting a class type still retains the client information and history about the class.

Creating New Classes

For classes that are not standard or have not already been created, someone with Admin privaleges will need to create the class/seminar. To start:

  1. Navigate to “Appointment Types”
  2. You can either duplicate a similar class or create a new one from scratch. If creating a new one, make sure to copy the “message shown on confirmation page” content from a prexisting class.
    • To duplicate a class, simply press the duplicate button on the class.
    • To create a new class from scratch, at the top of the page, press the New Type of Group Class button.

Class Information

Once you duplicated or began creating a new class, you’ll be brought to the class information page. Here’s a breakdown of all of the fields you will need to fill out. If you duplicated a similar enough class, you may just need to verify most of this information and only change a few fields such as “Name”.

  1. Name and Description (if neccessary)
    • Name Schema: “Location | Month Year” (ex: Colorado Springs, CO | June 2024). Include the day(s) of the month and time(s) if necessary to differentiate between multiple classes.
    • Description can be used for location address, possible discounts, and other info.
  2. Double check the confirmation page message is there (if you created a new class from scratch)
  3. Duration (ex: a 4 week course would be set to 120min)
  4. Price (set to 0 if sending an invoice later)
  5. Category
    • Assign the class to it’s corresponding category. If a new minor location needs to be added which doesn’t have it’s own page (like Herriman), create a new category with the name of the location.
  6. Public or Private (IMPORTANT: See note in red below)
    • Set to “Public” if you want the class to automatically appear on the calendar it’s assigned to’s list.
    • Set to “Private” to only have it accessible by its direct link.
  7. Class settings
    • Make sure the “class or group event” checkbox is ticked.
    • Enter in the maximum class size.
    • Check the “Clients must sign up for all the times” checkbox.
  8. Rescources (top right of the page)
    • Assign the corresponding location resource with this class. This will prevent any double-booking of the same space.
    • New Location resources can be created if necessary.
  9. Add the appropriate Form for the class (usually just the ‘Terms & Conditions’)
  10. Hit “Create Appointment Type” (back at the bottom)

Offer the Class

Now that the class has been created, you’ll now need to offer it and choose times.

  1. At the top of the page, hit the Offer Class button.
  2. Choose the Calendar to assign this new class to (One of the main Instructors).
  3. Set the date and time of the first class
    • Click the month selection box under “Offered at:” and either type in or select the date from the calendar pop-up.
    • Enter the starting time of the class based on the location’s timezone. The class time will be displayed in the client’s timezone.
  4. Once the first date has been entered, if this is a recurring class (2 week, 4 week, etc.) hit Recurrring...
  5. Choose the repetition frequency and how many times it is repeated. Ex: for a 4 week course, you would leave it set to “Repeat Every "name of the day"” and would change the second box to 4. Hit Add Times
  6. From here, you can customize the indivdual dates of the classes in case there were any that differed from the rest. You can also add more classes if you didn’t add the correct amount the first time by hitting the Recurring... button again.
  7. Hit Save Class.

Congrats! Your class has now been created! If you left it as public it will now be automatically added to the ESF website under the calendar you assigned it to. If you set it as Private, then you will need to get a Direct Scheduling Link to use it. If a private or non-standard class needs to be added to ESF, then a new dev ticket will have to be created.

  1. In the Appointment Types view (this can also be done from within the class view itself), find the class and click Direct Scheduling Link.
  2. Click Copy to copy the link and then you are free to send it to whoever needs to see the link.
  3. If you want to get the Direct Scheduling Link for a group of types (4 Week Course, Herriman, Seminars, etc.), click the Direct Scheduling Link button right next to the group name. From this view, you will be able to see all the classes in the group that aren’t marked as Private.