Create a workshop in Zenoti

A workshop is a special, non-repetitive class or event that can occur on one day or over multiple sessions on different days.

For example, for a training program for instructors, a yoga retreat, or a yoga community event, you need to conduct the sessions on specific dates and at specific locations.

At the organization level, click the Fitness icon and select Workshops.
To create a new class, click +Create workshop.
On the General tab, fill in all the fields.
1. Enter a clear, recognizable name for your workshop. This name will be visible to guests on Webstore and CMA (Customer Mobile App).
2. In the Workshop Code field, enter a unique internal identifier for the workshop. It helps in reporting and internal tracking.
3. Enter an HTML description of the workshop that you want to display on your Webstore. You can add images and format text in various styles in this field. To preview the description, click Preview.
4. Associate a business unit to your workshop. The options that you see in this list are predefined by your admin.
5. Select the Category and Sub category fields to map your workshop to the correct segments. Categories and sub categories for your business are defined at the organization level. Refer to the Workshop prerequisites article for more information.
6. Cost to center
7. To avoid any last-minute registrations from students, provide a value for the Registration lock window field. Enter the number of hours before the workshop starts, during which the students are not allowed to make any registrations.
  For example, if a class starts at 10:00 am and if you do not have any registrations two hours before the class starts, enter 2 in this box. This way, the students will be allowed to register only till 8:00 am. However, the front desk staff can still make any last-minute registrations from the appointment book.
8. Define a duration for the Auto-Confirmation Lock Window field to save the front-desk staff’s time. Enter a value in hours, before the workshop starts, to allow moving the guests from the waitlist to the registered list automatically.
9. The Cancellation Lock Window field for workshops enables administrators to control when cancellations can no longer be made by guests, ensuring operational stability and preventing last-minute cancellations. Specify the number of hours before the workshop starts during which cancellation is blocked for guests.
  For example, if a workshop starts at 6:00 PM and you enter 2 hours, guests will not be allowed to cancel their registration after 4:00 PM on the day of the workshop.
  Note
  This lock window does not impact front desk staff, who can still cancel bookings manually via the appointment book. Once this time threshold is reached, guests can no longer cancel their registration via the Webstore or Customer Mobile App (CMA)
10. To allow guests to register for this workshop only if they have a membership or package to which the workshop belongs, select the Sell as part of a package or membership option. For webstore and mobile apps, if a guest does not have a membership or package and the guest is registering for the workshop, the guest is required to first buy a membership or package.
11. Set the Start date and End date for the workshop.
12. Select the Trainer pay rate from the available options in the dropdown. Refer to the instructor pay rates article for more information on pay rates.
13. In the Registration notes field, enter the notes for this workshop. These notes will appear in the instructor app's Appointment book as a description.
14. Assign tags to the workshop. Read: Create a class tag
15. To allow prebookings for the workshop, enable the Advanced Properties checkbox. In the Advance Booking fields, define the days and time range for bookings before the workshop begins.
Click Next.

An event is an offering in a workshop that is usually a specific course or a day’s worth of activities that fall within a workshop. A workshop is a program that has different events associated with it.

Click +Create Event.
Enter the required details on the create event window.
Enter an HTML description of the event that you want to display on your Webstore. You can add images and format text in various styles in this field. To preview the description, click Preview.
Click Save.
You can modify or remove events for the workshop in the Events tab.
Click Next.

On the Price tab, enter the required information.
- Tax Included: Select this checkbox to include the tax in the session price.
  Example: If your session price of a class is $100 and the percentage tax in the assigned tax group is 5%. If you select the Tax Included checkbox - the session price becomes inclusive of tax and the session price of the class appears as $105. If you do not select the Tax Included checkbox, the 5% tax is added additionally to the session price. On the invoice, the price of the class appears as $100 and $5 as tax.
- Tax Group: Select the appropriate tax group for the class from the dropdown list. Read: Create a tax group
Click Next.

The custom forms tab lets you select if a form is required for the workshop. There are 3 options to choose from:

Same form for each visit: Select this option if you need the same form for each schedule or session of the workshop.
Different forms: Select this option if need a form for the first visit or session and a different form for subsequent visits or sessions.
No forms: Select this option if you do not need to assign a form to the workshop.

No forms assigned for workshop

From the Do you require a workshop-level form? dropdown list, select the No forms option, and click Save.
Click Next

Same form is assigned for every visit or session

From the Do you require a workshop-level form? dropdown list, select the Same form for each visit option.
Select the required form from the list. You must add custom forms at the organization level to see those forms in this list.
To view how the form appears to the students, click Preview.
To send the form link via email, select the Allow emailing of form link option.
To enable students to fill workshop forms on the Webstore or CMA while registering for a workshop, select the Fill out a form during booking in CMA/Webstore option as per your requirement.
On the Select Tag Form option, click the Edit icon. Select the tag form for each center and click Save.
You can assign up to 3 additional forms to the workshop by first assigning the form to the tag and selecting the tag on this screen. This way a single form once filled, will be valid for all workshops to which the tag is assigned. To perform this step, you must create a class or workshop tag and assign a form.
To finalize your form selections, click Save.
Click Next

Different form is assigned for the first visit

From the Do you require a workshop-level form? dropdown list, select the Different form option.
For the First Visit section of the workshop, select the required form from the list. You must add custom forms at the organization level to see those forms in this list, read: Create forms using form builder
To view how the form appears to the students, click Preview.
To send the form link via email, select the Allow emailing of form link option.
To enable students to fill out forms on the Webstore or CMA while registering for a workshop, select the Fill out a form during booking in CMA/Webstore option as per your requirement.
For the Subsequent visits section for the workshop, select a form from the list.
You can choose a different option from the from assigned to the First Visit section.
To send the form link via email, select the Allow emailing of form link option.
To enable students to fill out forms on the Webstore or CMA while registering for a workshop, select the Fill out a form during booking in CMA/Webstore option as per your requirement.
On the Select Tag Form option, click the Edit icon. Select the tag form for each center and click Save.
You can assign up to 3 additional forms to the workshop by first assigning the form to the tag and selecting the tag on this screen. This way a single form once filled, will be valid for all workshops to which the tag is assigned. To perform this step, you must create a class or workshop tag and assign a form, read: Create a tag
To finalize your form selections, click Save.
Click Next

Create a workshop schedule

At the organization level, you can create events for a session. Centers can then schedule events for a session as per the Instructor's availability. At the center level, you can schedule multiple events for sessions from the existing events in a workshop.

At the center level, click the Fitness icon and go to Workshops > Schedule tab.
To schedule multiple similar events at a go, click Schedule Events. You can now create an existing set of events for a different session track in the same workshop.
Note
The Schedule Events button is visible only if there are existing scheduled events in the workshop.
The new set of events is displayed under Scheduled Events. Edit the event details and schedule the events in the studio or center.

Configuring a Schedule

On the event row on the Schedule page, click +Schedule.
From the Events list, select the event for which you are creating the schedule.

Enter the following details:

Field	Description
Instructor Virtual Link	Meeting link that the instructor can use to conduct the virtual class. E.g. Zoom meeting video call link. This field is editable only if your business has enabled virtual classes. Read: Enable virtual classes for your studio
Student Virtual Link	Meeting link that the students can use to participate in the virtual class. This field is editable only if your business has enabled virtual classes. If you use the enable virtual classes, we automatically create links and populate these fields. If you don't use the Zoom virtual class solution, you can manually put URLs here so they are accessible in the class or session details.
Show In Catalog	Select this option to display this class schedule on Webstore or CMA. This is also defined while creating the class. You can modify this field at the schedule level if required. The HTML Description: displays a brief description of the class schedule on Webstore or CMA. You can add images and other text formats in this description.
Free Session	Select this option if you do not want to charge students for this class. This is also defined while creating the class. You can modify this field at the schedule level if required.

Click Create Schedule.
To schedule multiple similar events in one go, click Schedule Events. This creates events for different sessions in the workshop, using the existing events as a template.
Note
The Schedule Events button is visible only after you schedule existing events in the workshop. You can schedule multiple events in a workshop.
Click Save.

In this section:

Create a workshop in Zenoti

Note

No forms assigned for workshop

Same form is assigned for every visit or session

Different form is assigned for the first visit

Create a workshop schedule

Note

Configuring a Schedule

Note

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