Effective communication about schedule changes is vital for maintaining a positive member experience, especially during holidays, emergencies, or inclement weather. Here’s a quick guide to ensure your members and staff stay informed and schedules are updated efficiently.
Holiday Closures
Plan Ahead: Prepare your holiday schedule in advance to inform members and staff.
Announce Closures: Use multiple channels such as email, SMS, and social media to communicate holiday closures clearly.
Update Schedules:
Remove classes from your Core schedule and block staff calendars as unavailable in linked Google calendars to prevent members from booking.
Use aa announcement in your Member App or Branded App social feed to highlight the holiday schedule.
Inclement Weather or Emergency Cancellations
Act Quickly: As soon as a weather or emergency issue arises, communicate changes promptly to minimize member inconvenience.
Notify Members:
Send an SMS or push notification for immediate updates. The Core "Message all members feature" is an excellent notification tool for this!
Post updates on social media and your Member/Branded App.
Adjust the Schedule:
Remove canceled classes or appointments from the schedule to avoid confusion.
Offer virtual classes or reschedule appointments if possible.
Pro Tip for Seamless Communication
Maintain a template for holiday and emergency updates to save time.
Train staff to follow a clear communication process for closures.
When in doubt, over communication is better than under communication.
How to Remove Classes/Appointments from Member View
Bulk Editing/Deleting: The system currently does not support bulk editing or deleting of classes. Each class must be canceled individually.
Real-Time Updates: Once canceled, the class will no longer appear in the Member App, ensuring members are notified immediately.
NOTE: Existing class registrants are NOT notified when the class is cancelled. Sending the class registrants an SMS notification prior to cancellation can prevent any confusion.
Quick Guide to Cancel Classes Using the Staff App
When you need to quickly delete or cancel classes on the fly, the Staff App is your go-to tool. Follow these simple steps:
Log into the Staff App: Ensure you are logged in under Staff Mode.
Navigate to the schedule and tap on the class you wish to cancel.
Tap the Edit Pencil icon in the upper right corner to edit the class you want to cancel.
Select “Cancel Class” from the menu.
Confirm your action to cancel the class.
All member reservations will be credited back to their plans
For multiple cancellations, repeat the above steps for each class.
Quick Guide to Cancel Classes from the Core Schedule/Calendar
Double-check the class details before confirming deletion to avoid unintended changes to recurring series.
Notify members promptly about cancellations to maintain a positive experience.
If you need to cancel classes using the Core Schedule/Calendar, follow these steps:
Log into your Core account with administrative rights.
Navigate to Schedule and then select Calendar.
Find and select on the class you wish to cancel.
Open Class Options.
In the class information window, click on the three dots.
Select Delete from the menu.
Delete Only “This Class”:
When prompted, ensure you select “This Class” to avoid deleting the entire series of recurring classes.
Save Changes
Repeat these steps for each class you need to cancel.
Quick Guide to Remove Appointment Availability for Staff Members
If a staff member needs to block off time and make themselves unavailable for appointment bookings, follow these steps:
Ensure Google Calendar Integration: Confirm that the staff member’s Google Calendar is linked to their staff profile in Core.
Open the staff member’s Google Calendar.
Create a new event for the time they will be unavailable.
Set the event type to “Out of Office”.
Effect of “Out of Office” Setting:
Marking the time as Out of Office will prevent members from booking appointments during that period via the Member App or landing page.
Staff App and Core Booking:
Note: The staff member will still be bookable for appointments via the Staff App or Appointment Schedule in Core, as this method only blocks member-facing booking options.
Additional Notes
For Long-Term Unavailability: Use recurring “Out of Office” events in Google Calendar if the staff member will be unavailable for an extended period or on a regular basis.
Communication: Notify members if this unavailability impacts recurring or pre-scheduled appointments to avoid confusion.
Help
If you would like more information or need further assistance, please use our HELP DOCs, just like this one or reach out through intercom, the little blue box in your CORE account or email us at support@pushpress.com. Our team is here to help.
About PushPress
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