Workshops

Creating a workshop or camp

Choose 'New workshop or camp' and a short guided flow walks you through it — a single workshop date, or many dates grouped into one camp, series, or bundle. Admins can also start straight from the calendar: click an empty slot and pick Workshop as the type, and this same form opens with that date and time already filled in. On the web, the step names across the top are clickable: hop back to an earlier step to change something, or jump ahead — the form checks the steps in between, and if one still needs attention it takes you there and tells you what's missing.

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   Details — name it, choose Workshop or Camp (or Something else and use your own label), and describe it. A live 'Families see' preview shows the name and label — in your calendar's workshop color — exactly as families will. Tick 'Hide seat count from members' if you would rather families just see Available or Full — registration still stops when a date fills. Optionally set when registration opens and closes: the form shows how long the window stays open, and registration must open before the first date starts and close by the time it begins.

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   Dates — one date or several, each with its own time, capacity, and (for multi-location studios) location.

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   Registration — set the fee per dancer for a single date; for multiple dates, decide how families register: everyone attends every date, families choose a set number of dates, or offer both. Each option gets its own name and per-dancer fee (like a 3-Day Pass) — enter 0 to make it free. A choose-your-dates option also asks when the dates are chosen: 'All at checkout' means the family picks every date while buying, and 'One now, rest later' turns the option into a rolling class pass — the dancer picks just their first class at purchase and books the rest one at a time whenever they like, with no further payment. Each option can also carry an optional Public booking price: what a new customer pays when you sell the option on one of your booking forms — leave it blank to charge the member fee there too. A family registering several dancers pays the fee once per dancer, in one combined checkout.

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   Eligibility — open it to all active dancers, or limit it to selected dancers: anyone matching a chosen level, class roster, or named dancer can register. Class rosters use who is enrolled in that class, and each one shows its schedule day and time so similar classes are easy to tell apart.

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   Finish with the button that fits: Save draft keeps it hidden from families while you get it ready, and Create and publish (or Publish, when you are editing a draft) opens it up. Once a workshop has registrations it stays published — the form says so — and you close registration or remove it instead.

Tracking and cancelling bookings

For admins, the Workshop and pack bookings table sits on the Programs page, right below the program list — the calendar's Manage in Programs button lands there too — while front desk staff and instructors follow bookings on Workshops. It shows one row per dancer — their package, dates, per-dancer fee, and where the booking stands: awaiting approval, awaiting payment, confirmed, cancelled — or payment window expired, when a family booked a pay-now spot and started an online payment but never finished it: the hold lapses on its own, the dates go back on sale, and the family can simply book again with nothing for you to clean up. Wherever that booking's bill shows on Payments it reads 'Checkout not finished' — nothing was ever charged on it — and the family's own Payments says the same in their words, 'Not finished, nothing charged', with a Try again button that books afresh while the spot can still be booked. At studios on Ida's newest look, a workshop's own page counts those for you — the note under its bookings reads '3 checkouts were never finished and sit under Cancelled' — on the web and in the iPhone app alike, and Ida includes the count when you ask about a workshop's money. A booking you approved never lapses that way: if the family walks away from its payment page, the booking stays theirs — still awaiting payment, with its charge open on their Payments page — until they pay or someone cancels it. The same holds when a family pays by bank debit and the bank returns the payment days later: an approved booking stays booked and owed — you get an alert, and the family simply pays again from Payments — while a pay-now booking's spot is released and its bill closed out, so nothing is ever owed on a spot nobody holds. A rolling class pass shows its use right on the row — how many classes are booked so far and how many uses are left. When siblings were booked together, each dancer still gets their own row; the fee column notes the combined total they share one payment for. Cancelling covers the whole purchase — every dancer booked together comes off every selected date. Cancelling an unpaid booking releases its dates and closes out every open bill and payment attempt on it, so nothing can be charged afterwards; cancelling a paid one never refunds by itself — the confirmation says so plainly — and you issue the refund from Payments if money should go back, which also marks the booking refunded. A booking whose payment you have already refunded in full reads 'Refunded in full' in that confirmation — nothing stays paid on it, and cancelling never charges or refunds anything again. A partly paid booking — a deposit recorded, with the rest still owed — sits in between, and the confirmation spells it out: what the family has paid stays on the books while the open bill for the rest is voided, and the booking is never marked refunded until you refund that payment from Payments. Cancelling a rolling class pass also ends its unused classes. Cancelling a family's booking is for admins and front desk staff alike — instructors follow bookings without a cancel button. Prices stay with admins: package prices and the per-dancer fee column appear only for them, so front desk and instructors can follow who is booked — packages, dates, and status — without seeing what anyone pays, on the web and in the iPhone app alike.

Because these bookings are managed here, their charges are protected on the Payments page: a workshop, camp, or class pack charge cannot be edited, voided, or deleted there — cancel the booking here instead. Record payment is still available — it cancels any open online payment link before recording the money, and on a workshop or camp charge only a full payment confirms the booking; a partial amount is recorded with the rest still owed. A booking with a part payment on it never loses its spot, though: once any of it is paid, the dates stay held — no payment window runs out on it — and the remainder sits on the family's Payments page as its own open charge, payable online for exactly what is left, even after a price change: what was paid is never billed again.

Removing a workshop or camp asks you to cancel its active bookings first. One with booking history is archived rather than erased: it disappears from family signup and its calendar dates are cancelled, while the history stays in your books. Remove lives in the actions menu on each row of the Programs page, alongside Edit — class packs get the same Remove, and a tuition plan's row offers Archive or Reactivate instead — and in the iPhone app behind the ⋯ button on each workshop, camp, or class pack.

An archived workshop or camp is not a dead end. The 'Archived workshops & camps' list — on the Programs page, and on the app's Workshops screen — keeps each one with a Restore button: restoring brings back the dates and packages the archive took down, keeps its draft or published status, and lets families register again if it is published. A date or package you had already cancelled or hidden before the archive stays that way, and restoring is for studio owners.

Class pack purchases

The class packs families buy have a list of their own. At studios on Ida's newest look, open Programs → Class packs and the Purchases pill — with its count, and an 'unpaid' chip when some are still awaiting payment — opens every pack anyone has bought: the dancer and family, when it was booked, the pack and package, how many visits are used ('3 of 6 used'), when it expires (or that expiry starts when it's paid), and where it stands — Paid, Awaiting payment, Cancelled. Search by dancer, family, or pack to find one fast. The same list is in the iPhone app under Programs → Class packs → Purchases, and front desk staff follow it from Workshops under 'Class pack purchases' — without prices, just like the bookings table. You can also just ask Ida who has bought packs and where each one stands.

Cancel on a purchase ends the pack: visits not used yet can't be booked, and cancelling never refunds by itself — a paid pack's money stays on the books (the confirm says so), a part-paid pack keeps what was paid while the open bill for the rest is voided, and an unpaid one simply has its bill and any open checkout closed out so nothing can be charged afterwards. Refunds stay on Payments, with the owner. Taking cash for a pack works like any other charge: Record payment on the pack's open charge in Payments settles it — owners and front desk alike — and the pack becomes usable the moment it is paid in full, with its expiry clock starting then.

A pack that covers no classes

A class pack's visits are good for the class levels you pick in its editor. If a pack ends up with none — nothing its visits could book — families simply never see it: it stays out of Catalog and off the calendar, on the web and in the app, so nobody can pay for a pack they can't use. On your side, the pack is flagged 'Covers no classes' in the Class packs list on Programs — in the iPhone app too — with the fix spelled out: open it and pick the levels its visits work for, and it's back on offer.

The same guard watches the money. If a pack was already bought when it ended up booking nothing, nothing more is ever collected on its bill: the family's charge reads 'Ask the studio' with no Pay button — on the web, in the iPhone app, and in Ida's answers alike — and on your side the bill says there is nothing to collect, with Mark paid and Charge card put away and the way out spelled out: cancel the registration in Programs (or Workshops for front desk), then refund anything already paid. At studios that review signups first, approving such a booking holds the charge back too — the family's approval notice says to ask the studio about the pack before paying, never that payment is due. The refusal holds everywhere a payment could start, so a pack that can't book a class can never quietly take a family's money.

On the iPhone appiPhone app

Workshops and camps are fully manageable from your phone. For admins they live on Programs (under More), which lists every one — including drafts — with its status, dates, registration options, and how many bookings it has taken; tap one to open it in the editor, or use the ⋯ button on its row to edit or remove it (the same rules as the web apply: cancel active bookings first, and one with history is archived so your books stay intact). New workshop or camp walks admins through the same four steps as the web — details and the registration window, dates, registration options, and eligibility — and ends with the same Save draft and publish choices. Every date and time is picked with your phone's built-in date and time controls — tap a date to choose it from a calendar, tap a time to set it — with nothing to type, and always in your studio's timezone. The registration window switches on with a toggle for when registration opens and another for when it closes, each starting from a sensible suggestion you can adjust, and each date you add is pre-filled with the day after your latest one, keeping its times and location — so a week-long camp comes together in a few taps. Admins adding a calendar event can pick Workshop as the type to drop straight into this editor — with the date and time they tapped already filled in — and a workshop date on the app's calendar takes an admin to Programs in a tap.