The timetable and the billing
should agree with each other

A calendar per Location

Each Location has its own calendar carrying its own programs and class times. A site that runs a 6am adults class and one that does not are simply different calendars, rather than one shared timetable with exceptions written into it.

Attendance is recorded against the class and the program, not just the day — which is what makes the attendance history worth anything later. How check-in works

Events are more than a date

A grading, a tournament, a summer camp or a seminar is set up as an event with the things an event actually has:

• A venue — held as a record, because the hall you hire twice a year should not be retyped twice a year
• An attendee list — who is registered, who turned up, and who paid
• A type — so a grading and a social are not the same thing in your reporting
• A scope — see below, and it is the one that matters if you run more than one site

Scope: whose event is it?

An event can belong to one Location or to the whole organization. That distinction sounds small and decides several things at once: who sees it on their calendar, who may register, and whose books the money lands in.

A seminar at the north site is that site's event. An annual tournament the whole organization attends is not — and it should not have to be created five times, once per Location, with five separate attendee lists to reconcile afterwards.

Packages decide what gets billed

Packages and services define what a member is actually buying: a program, a term, a set number of sessions, an event fee. The schedule says when it happens; the package says what it costs and how it recurs.

Keeping those together is the point. Where the timetable and the billing live in separate systems, the reconciling is done by a person at the end of the month, and that person is usually the owner. How billing works

Weekly schedule, rooms and instructors

One calendar shows every class, event and appointment. View it by instructor, by room or by month, set up the weekly schedule and review what a change adds, changes and ends before you save it, and add closed days for a holiday. Closed days cancel the classes on those days, and the calendar tells you how many people were booked on them.

Reserved spots and a waitlist

A class can simply let members check in, or it can use reserved spots with a class size limit. With reserved spots, a waitlist moves the next person in by itself, and you choose until when a member can cancel for free. Instructors get a calendar of only what they teach and take attendance from it, and a substitute can be found when one is needed.