First Class – Frequently Asked Questions

(Bookings & Scheduling)

Online Bookings

1. Can I restrict bookings from being made in the customer portal?

Yes. First Class has an option to completely switch off the “Make Booking” menu item within the customer portal. This is useful if you don’t want customers making new bookings themselves.

Note: This does not apply to make-up lessons, which have their own tab in the customer portal.

2. How can I restrict what customers can book in the portal?

There are several ways:

• Class Settings
  In the class settings, choose the online booking availability option:

  • Off – Not available for online booking

  • Portal Only – Only available in the customer portal

  • Online All – Available in both the portal and the public online booking link (for new enrolments)

• Turn Off Bookings in Portal
  Remove the Make Booking menu item under:
  Settings → General → Parent Portal Settings

• Recommended Level Restriction
  Use the Recommended Level feature so students can only book classes that match their assigned level.

3. How can customers move their classes within the portal?

This feature can be switched on or off.

• To enable: Go to Account Settings → Profile Section.

• Once enabled, customers can go to My Bookings in their portal and choose to move an existing class.

• The system will then display available options for the same level at different times/days.

• Customers can only move up to the next level once they’ve been marked as progressed.

Tip: Make sure levels are set up in the correct order of progression.

4. Can I create a filtered link for online bookings (e.g., specific location or level)?

Yes. Apply the filters you want on your online booking page. At the bottom, copy the link with those filters applied.

You can then:

• Send this filtered link directly to customers

• Place it on your website to guide new customers into the right program

Make Up Lessons

Make-Up Lesson Bookings

5. Do make-up tokens become available instantly when a customer records an explained absence?

It depends on your settings:

• Option 1: Token available instantly (Anytime Availability)

• Option 2: Token only available after the class date has passed (After Class Date)

Adjust this under: Settings → General → Manage Make-Up Tokens

6. How do make-up tokens expire?

• Tokens drop off as soon as they’re used to book a make-up.

• You can also set an expiry date, meaning unused tokens will drop off once expired.

Manage this via Make-Up Token Settings (General Settings):

• Set a default expiry for all new tokens

• Edit expiry for specific tokens

Note: Students must have an active booking to use tokens. If they leave, tokens won’t be usable. If they re-book, valid tokens will reactivate.

7. How far in advance can customers book make-up lessons?

• By default: Up to 7 days in advance via the customer portal.

• In custom apps: You can extend this to a nominated number of weeks (e.g., up to 8 weeks).

General

8. Can I copy a template for things like a holiday program?

Yes. Use the “Roll Over Classes Only” option.

This is especially helpful for recurring structures such as holiday programs:

1. Create a new term

2. Roll over the previous term with classes already set up

3. Exclude students if you just want to roll over classes

9. I cannot find a class on the class list, any ideas why?

The class list only displays classes that have active enrolments in them. Eg, if you have a class on a Monday at 4pm and is currently empty, this class WILL show on the daily view, but WILL NOT show on the class list.

The class will display on the class list as soon as a student is enrolled.