Set up classes

Classes form your club's training schedule. Each class represents a recurring session -- like "BJJ Fundamentals" or "Kids Judo" -- and Omoplata automatically generates individual sessions (occurrences) from the time slots you define. This guide walks you through creating your full class schedule.

Step 1: Create a class

1. Navigate to Classes in the main sidebar. This opens the weekly timetable view.
2. Click the Create class button in the top-right corner.
3. Fill in the required fields:
   • Name -- a descriptive name for the class (for example, "Monday Night No-Gi", "BJJ Fundamentals", "Kids Judo").
   • Demographic -- which member group this class is for (Adults, Kids, etc.). If your club has only one demographic configured, it is selected automatically.
4. Fill in the optional fields as needed:
   • Headline -- a short subtitle shown on the public club website timetable below the class name (for example, "All levels welcome" or "Competition preparation").
   • Discipline -- the martial art discipline (BJJ, Muay Thai, Judo, etc.). This is used for filtering and graduation tracking.
   • Trainer -- the default instructor for this class. The trainer name appears on occurrence details and the public timetable.
   • Max participants -- the maximum number of members allowed per session. When set, the portal prevents sign-ups once the limit is reached and shows a "class full" message. The timetable displays a fill indicator (for example, "12/20").
   • Age group -- if the demographic has age groups, restrict the class to a specific age bracket.
   • Venue -- the location where the class takes place. Required if your club has multiple venues.
   • Color -- pick a color from the palette to visually distinguish this class on the timetable. For example, blue for BJJ and red for Muay Thai.
5. Click Save to create the class.

Step 2: Add time slots

Time slots define when the class happens each week. You need at least one time slot for occurrences to be generated.

1. In the class creation form (or after creating the class, on the edit page), find the Time slots section.
2. Click Add time slot.
3. For each time slot, set:
   • Day of the week (Monday, Tuesday, etc.).
   • Start time (for example, 18:00).
   • End time (for example, 19:30).
4. Add as many time slots as needed. For example, a class that runs three times a week:
   • Monday 18:00 -- 19:30
   • Wednesday 18:00 -- 19:30
   • Friday 18:00 -- 19:30
5. Save your changes.

Once time slots are saved, Omoplata automatically generates occurrences (individual sessions) for the next 12 months. These occurrences appear on the timetable and become available for attendance tracking and member sign-ups.

Step 3: Assign a default trainer

Each class can have a default trainer who is displayed on the timetable and occurrence details.

1. When creating or editing a class, select the trainer from the Trainer dropdown.
2. The trainer's name appears on every session generated for this class.

Override the trainer for specific sessions

If a substitute instructor covers a particular session:

1. Navigate to the timetable and click on the specific occurrence.
2. In the occurrence detail modal, change the trainer for that session only.
3. The override applies only to the selected occurrence -- all other sessions continue to show the default trainer.

This is useful for tracking which coach actually led each session, even when substitutions happen.

Step 4: Enable class assignments (optional)

Some clubs require members to be pre-assigned to specific weekly time slots rather than allowing open attendance. This is common in kids' programs or when mat space is limited.

1. When creating or editing a class, check the Requires assignment option.
2. Save the class.

When class assignments are enabled:

• Members must be linked to specific time slots through their membership. An admin assigns each member to one or more weekly slots (for example, "Monday 17:00" and "Wednesday 17:00").
• The member portal only shows sessions the member is assigned to.
• Check-in validates that the member is assigned to the current session before allowing attendance.
• The occurrence detail view lists assigned members separately from those who indicated attendance through the portal.

See Classes for more details on how assignments work.

Step 5: Configure check-in settings

Check-in allows members to record their own attendance using a PIN-based station or QR code scanning. Configure the behavior under Settings > Check-in.

Set the check-in time window

1. Set Minutes before start -- how early before a class starts that check-in becomes available (default: 30 minutes). For a 19:00 class, check-in opens at 18:30.
2. Set Minutes after start -- how late after a class starts that check-in is still accepted (default: 10 minutes). For a 19:00 class, check-in closes at 19:10.

Configure attendance intentions

1. Attendance intention enabled -- toggle on (default) to ask members through the portal whether they plan to attend upcoming classes. Toggle off to simply list upcoming classes without asking.
2. Requires intention -- toggle on if a member should only be allowed to check in after confirming their intention to attend. When enabled, check-in attempts without a prior "yes" intention are rejected. Defaults to off.

Download the QR code

1. On the Settings > Check-in page, click Download to generate a PDF containing the QR code for your station check-in page.
2. Print the QR code and place it at your club entrance or near the mats.
3. When members scan the QR code with their phone, they are directed to the check-in page where their attendance is recorded automatically.

Step 6: Create additional classes

Repeat Steps 1 through 4 for every class your club offers. A typical club schedule might include:

• BJJ Fundamentals (Adults) -- Monday, Wednesday, Friday 18:00-19:30
• BJJ Advanced (Adults) -- Tuesday, Thursday 18:00-19:30
• No-Gi (Adults) -- Saturday 10:00-11:30
• Kids BJJ (Kids, ages 7-12) -- Monday, Wednesday 16:30-17:30
• Mini Kids BJJ (Kids, ages 4-6) -- Tuesday, Thursday 16:00-16:45
• Open Mat -- Sunday 10:00-12:00

Step 7: Review your timetable

After creating all your classes:

1. Go to Classes in the sidebar to view the weekly timetable.
2. Verify that all sessions appear at the correct times and days.
3. Check the color coding to make sure different classes are visually distinct.
4. Use the Venue filter to confirm classes are assigned to the correct location (if you have multiple venues).
5. Use the Demographic filter to verify that kids' and adults' classes are correctly categorized.
6. Click on an individual occurrence to confirm the trainer, capacity, and details are correct.

What to do next

With your class schedule in place, your club is ready for members:

• Register a new member -- add members who can view the timetable and attend classes.
• Track attendance -- learn about PIN check-in, QR codes, and manual attendance recording.
• Configure notifications -- set up automated emails for your members.

For full details on managing classes, occurrences, and the timetable, see Classes and Attendance.