How to Build Your Schedule

Overview

Xoda allows you to create and manage recurring class schedules for Group Classes, Personal Training, and Semi-Private sessions.

Before You Start

Ensure that:

• Services have already been created.
• Trainers have been assigned to services.
• Rooms or facilities have been configured.
• You have access to the Staff Web Portal.

🎥 Video Tutorial: Prefer a visual walkthrough? Watch the guide below.

STEPS

1	Log in to your Xoda account.

2	From your dashboard, go to Operations then select Schedule.

3	Click the + New button to create a new schedule, or select a date directly from the calendar to begin scheduling sessions. Example Create a session starting: Next Monday 11:00 AM

4	Choose the type of session you want to create: Personal Training Semi-Private Session Group Class

5

Fill in the required session information: Class Name Primary Trainer Assign the main coach or trainer responsible for the session. Secondary Trainer (Optional) Optionally assign an additional trainer or assistant coach. Room Select the room or facility where the session will take place. Runner Option Enable the Runner option if the session includes running activities. Free to Book (optional) Enable this option if the session should be free for members to book. This is commonly used for: Open days Promotional sessions Community events Trainer Notes (optional) Add internal notes or instructions for trainers.

6	The scheduling screen will also display settings configured within the service setup, including: No Booking Period Late Cancellation Period No Show Fee These settings are automatically inherited from the service configuration.

7	You can schedule sessions over a long-term recurring period. Example Create a recurring schedule for: 12 months Multiple weeks Seasonal programs Simply update the End Date. Example Set the end date to: Next Year

8	Choose the days the session should run. Example Monday Wednesday Friday

9	You can add additional sessions on the same recurring schedule. Example Add: A second session at 6:00 PM On the same recurring days This allows multiple recurring sessions to be created efficiently.

10	Once all details have been completed, click the Save button.

✅ Result: Your schedule is now successfully created and members can begin booking sessions through the app or booking portal.

💡 MANAGING RECURRING SESSIONS

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Sessions created together are linked as recurring bookings. When editing a recurring session, Xoda allows you to choose how changes are applied.

🔄 AVAILABLE UPDATE OPTIONS

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	This Session Only Apply changes only to the selected session.
	All Recurring Sessions Apply changes across the entire recurring schedule.
	Specific Date Range Apply changes only within a selected date range. This provides flexibility when managing timetable updates or temporary schedule adjustments.

🌿  BEST PRACTICES

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	Use clear and consistent class names.
	Assign the correct trainer to each service.
	Review cancellation and no-show policies before publishing sessions.
	Use recurring schedules to reduce manual scheduling.
	Add trainer notes for operational consistency.