Quick Answer
Create a Class Booking calendar from Settings
Go to Settings → Calendars, select Create Calendar, and choose Class Booking. Assign one appointment owner, configure the calendar name, unique URL, availability, location, capacity, confirmation settings, and notifications, then test the booking page before sharing it.
Run Group Sessions Without Overbooking or Confusion
A standard one-to-one calendar is designed for a single attendee and one appointment owner. Group sessions require a different scheduling structure because several people may need to reserve seats for the same date and time.
Class Booking Calendars are designed for one-to-many scheduling. One appointment owner hosts the session, while multiple attendees can reserve places in the same time slot.
This calendar type works well for webinars, group coaching, onboarding sessions, product demonstrations, live training, workshops, and similar events.
Capacity, availability, confirmation options, and notifications should be reviewed carefully so attendees receive clear information and the session does not become overbooked.
Class Calendars at a Glance
When to Use a Class Booking Calendar
Webinars
Allow several attendees to register for the same live online presentation.
Group Training
Schedule recurring or one-time training sessions for multiple participants.
Workshops
Control attendance for live workshops with limited seating.
Group Coaching
Let several clients reserve places in the same coaching session.
Onboarding Calls
Introduce several new customers or members during one shared session.
Product Demonstrations
Give several prospects access to the same scheduled demonstration.
Key Class Calendar Features
One-to-Many Scheduling
Host one appointment while allowing several attendees to book the same session.
Capacity Controls
Set the maximum number of attendees allowed in each time slot, up to 9,999.
Seat Visibility
Choose whether the booking widget displays the number of remaining seats.
Self-Service Changes
Allow attendees to cancel or reschedule when those options are enabled.
Notifications
Send confirmations, reminders, cancellations, and follow-up messages.
Workflow Support
Use workflows to automate appointment communication and reduce missed sessions.
Before You Begin
Plan the session details before creating the calendar.
- Choose the appointment owner who will host the session.
- Decide the maximum number of attendees.
- Choose the session duration.
- Define the available days and times.
- Decide whether customers should see remaining seats.
- Prepare the meeting location or online meeting link.
- Decide whether attendees may cancel or reschedule.
- Prepare confirmation and reminder messages.
- Decide whether a third-party calendar should be connected.
- Choose a unique public calendar URL.
Class calendars support one appointment owner
Select the person responsible for hosting and managing the session. A Class Booking calendar is not designed to rotate the appointment between multiple owners.
Step-by-Step: Create a Class Calendar
Open Calendar Settings
Open Settings, then select Calendars.
Settings → CalendarsCreate a New Calendar
Click Create Calendar.
Select Class Booking
Choose Class Booking as the calendar or scheduling type.
Assign the Appointment Owner
Add the team member responsible for hosting the class.
Enter the Calendar Name
Add a clear calendar name that describes the webinar, class, workshop, or group session.
Create a Unique URL
Enter a unique public URL slug for the booking calendar.
Set Availability
Configure the working hours and available session times.
Set the Meeting Location
Choose the meeting location. Use a custom location when adding a webinar, Zoom, Google Meet, or other meeting link.
Save the Calendar
Save the initial calendar setup, then continue reviewing the remaining calendar settings.
Configure Capacity and Seat Display
Capacity determines how many attendees can book the same class session.
Maximum Attendees
Set the maximum number of seats available for each session. Class calendars support capacities up to 9,999 attendees.
Remaining Seat Display
Choose whether customers can see how many spaces remain while viewing the booking widget.
Choose a realistic capacity
Consider the meeting platform limit, room size, staffing, support needs, and the number of participants you can serve effectively before setting the maximum capacity.
Configure Cancellation and Rescheduling
Attendees can manage their own bookings when cancellation and rescheduling options are enabled.
Open Confirmation Settings
Open the calendar’s Confirmation settings.
Enable Cancellation
Turn on Allow Cancellation when attendees should be able to cancel their booking.
Enable Rescheduling
Turn on Allow Reschedule when attendees should be able to move their booking.
Set Change Restrictions
Configure any policies that prevent attendees from making last-minute changes.
Explain the policy clearly
Include cancellation and rescheduling rules in the booking confirmation so attendees understand when changes are allowed.
Customize Email and In-App Notifications
Use calendar notifications and templates to keep attendees and team members informed throughout the appointment process.
- Send a confirmation after an attendee books.
- Send reminders before the session.
- Send cancellation notifications.
- Send rescheduling confirmations.
- Send follow-up communication after the session.
- Choose which team members receive internal notifications.
- Configure delivery rules for different recipients.
- Use clear templates that include the session date, time, location, and access instructions.
Include access instructions in every reminder
For online classes, include the webinar or meeting link. For in-person classes, include the full location and arrival instructions.
Review Third-Party Calendar Sync
Class appointments can be synchronized with connected Google or Outlook calendars.
Depending on the integration settings, each attendee may appear as a separate event entry on the connected third-party calendar.
- Confirm which external calendar receives the appointment.
- Review how attendee bookings appear after synchronization.
- Check whether duplicate-looking events are separate attendee records.
- Test the connection before opening the calendar publicly.
- Confirm that external events block availability correctly.
Book a Class Appointment for a Contact
You can add a contact to a class appointment directly instead of requiring the contact to use the public booking page.
Open Book Appointment
Select the option to book a new appointment.
Select the Contact
Search for and select the contact you want to add.
Choose the Class Calendar
Select the correct Class Booking calendar.
Select the Session
Choose the available class date and time.
Complete the Booking
Review the appointment information and save the booking.
Test the Class Calendar
Complete a test booking before sharing the calendar with attendees.
- Open the public calendar URL in a private browser window.
- Confirm that the correct class name appears.
- Confirm that available session times appear.
- Check whether remaining seats display correctly.
- Complete a test registration.
- Confirm that the capacity count changes.
- Confirm that the appointment appears in BizStackPro.
- Confirm that the external calendar receives the event.
- Review the attendee confirmation message.
- Test cancellation and rescheduling links when enabled.
- Confirm that reminders and workflows run correctly.
Troubleshooting Class Calendar Availability
Use the Calendar Troubleshooting Tool when a time slot does not appear or cannot be booked.
A time slot is missing
Open the Calendar Troubleshooting Tool and inspect the specific date and time. The tool can identify conflicts, availability restrictions, buffers, scheduling limits, or other configuration rules blocking the slot.
The session became unavailable before reaching capacity
Review the appointment owner’s availability, connected calendar conflicts, date-specific hours, scheduling limits, and the configured class capacity.
Attendees cannot cancel or reschedule
Confirm that Allow Cancellation and Allow Reschedule are enabled in the Confirmation settings. Also review any time-based restrictions.
Several external calendar events appear for one class
Depending on the synchronization settings, each attendee may appear as a separate event entry. Review the connected calendar configuration and attendee records before deleting any entries.
Attendees did not receive a confirmation
Review the calendar notification settings, recipient rules, template configuration, contact email address, and message delivery status.
Frequently Asked Questions
How can I cancel or reschedule a class appointment?
Go to Calendars, open the Class Booking appointment, and use the available options to edit, cancel, or reschedule the session.
Can I book a class appointment with contacts directly?
Yes. Use the Book Appointment option, select the contact, choose the class calendar, and complete the booking.
Can attendees cancel or reschedule a Class Booking appointment?
Yes, when Allow Cancellation and Allow Reschedule are enabled in the calendar’s Confirmation settings.
Why are some time slots unavailable on my calendar?
Use the Troubleshooting Tool in Calendar Settings to see why the time slot is blocked, including conflicts, restrictions, buffers, or configuration rules.
Can I customize appointment email and in-app notifications?
Yes. You can customize email and in-app notifications using templates and delivery rules for different recipients.
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