Dates, repeats and moving meetings

Every class is a set of dates, and you set them all in the class editor's When card. This page covers the four ways a class can meet, how to add or move meetings once families have booked, and what those families are told. To create the class itself, see Create and publish a class.

Set when a class meets

1. Open Classes and open your class. Open the ••• menu and select Edit details. For a new class, select New class and pick how to start.
2. In the When card, select Edit dates. A new class opens with it already showing.
3. Choose a pattern (1): One day, Every week, Days in a row or Pick the dates.
4. Fill in the fields for that pattern (see the table below). For Every week, set Repeats and How many times (2).
5. Set Starts and Ends.
6. Check the line under the calendar, such as "10 Tuesdays · Tue Oct 13 – Tue Dec 15 · 9:00 – 10:30 AM". It matches the dates Famlo will make.
7. Select Done, then save the class.

Pattern	Use it for	What you fill in
One day ("A single date")	A field trip, workshop or event	Date, Starts, Ends
Every week ("Same day and time each week")	A weekly or every-other-week class	First meeting, Repeats, How many times, Starts, Ends
Days in a row ("A block of back-to-back days")	A camp or intensive	First day, Last day, Weekdays only, Starts each day, Ends
Pick the dates ("Any dates you choose")	Irregular dates, skipping holidays, or meeting on two weekdays	Tap each date on the calendar, then Starts and Ends

You can also tap the calendar. For One day and Every week, the day you tap becomes the date. For Days in a row, tap the first day, then the last. For Pick the dates, each tap adds or removes a date.

All the dates of a class share the start and end time you set here. With Pick the dates, the card says so: "Every date you pick uses these start and end times." You can't give one date a different time.

Each date becomes a meeting with its own roster and register. Families can book the whole run with one booking, and you can also sell single dates or packs. See Prices, spots and ways to join.

A class sold in sections sets dates per section. See Split a class into sections. A program sets its days in its own card. See Programs: families choose days, billed monthly.

Repeats and how many times

Repeats offers Every week, Every 2 weeks, Every 3 weeks, Every 4 weeks, Every month and Every 2 months.

• How many times counts every meeting, including the first. Use − and +, or type a number.
• A repeating class ends after that many meetings. You don't set an end date.
• Every month and Every 2 months step from one meeting to the next. If you start after the 28th, a short month moves that meeting to the month's last day, and later meetings stay on that earlier date. Start on the 28th or before to keep the same date every month.
• There is no daily repeat. For back-to-back days, use Days in a row.

Weekdays only (for Days in a row) is on by default. Saturdays and Sundays are skipped, so a two-week Monday-to-Friday camp has 10 meetings, not 14. With it on, a camp whose first day falls on a weekend starts on the Monday.

A class can have up to 61 dates.

Time zone

A new class uses your organization's time zone. The When card says which: "Times are in … Families see them converted to their own."

To run one class in another time zone, open the saved class's editor. Under When, choose a Timezone, or choose Use [your organization]'s timezone to go back to the default.

If the dates won't save

Message	What to do
"Tap at least one date on the calendar."	With Pick the dates, tap at least one date.
"Choose the first day it meets."	Fill in First meeting or First day.
"The last day is before the first day."	Set Last day on or after First day.
"The end time is before the start time."	Make Ends later than Starts.
"A class can hold 61 dates at most."	Pick fewer dates, or split the run into two classes.

Add or move a meeting

Before anyone books, change the When card as often as you like. Once families have booked, use the same card and Famlo shows you what will change for them before anything is sent.

1. On the class page, open the ••• menu and select Add or move a meeting (1). It opens the class editor.
2. Change the dates in When:
   • Add meetings: raise How many times, or tap more dates with Pick the dates.
   • Move every meeting: change First meeting or First day. To change the time of every meeting, change Starts or Ends.
   • Move or cancel one date: the class needs to use Pick the dates. Tap the old date to clear it and tap the new one. If you switch a weekly class to Pick the dates, tap every date it still meets on, not only the new one.
3. Select Save · review what families see. This button shows instead of Save changes once families have booked.
4. Check the Review changes window, then select Save and tell N families (see the next section).

If you clear a date and add a new one less than two weeks away, Famlo treats it as a move. The families booked on the old date move with it, along with that meeting's register and plan. A date with no new date near it counts as canceled. A date with nothing near it in the old schedule counts as new.

Meetings that can't move. A meeting that has started, or one whose register has been taken, stays where it is. If your edit would move it, Review changes says so, for example "Tue Oct 20 is cancelled. Its register is already taken, so it can't move to Thu Oct 22". The old meeting keeps its attendance, and a fresh meeting is made on the new date.

Review changes and telling families

When a save changes something booked families would notice, Review changes opens first. It lists each change and how many children are booked that day. Nothing is sent until you save.

1. Read each line, such as "Tue Oct 27 moves to Thu Oct 29, 1:00 pm" or "Tue Nov 17 is cancelled".
2. For moved dates, leave the switch on (1) to let families choose: "Families who can't come choose a credit or a refund for that day". The amount shown is that day's share of what they paid. The switch covers every moved date.
3. Read What families get, the message as it will be sent.
4. Optionally, write in Add a personal note (optional) (2). It's added to the message.
5. Select Save and tell N families (3). To change something first, select Back to editing.

Families get the update in Famlo and by email. It goes to every family booked on the class, including anyone booked only on a date that moves or is canceled.

Change	What families can do
A date moves, switch on	Choose a credit or a refund for that day from their Famlo account. "Families who don't answer stay booked for the new date."
A date moves, switch off	They're told about the move and stay booked for the new date.
A date is canceled	"They get a credit for that day, or a refund if they choose one." The credit is given right away. They can swap it for a refund until the canceled date, or for a week after you save if that's later.
A date is added	"Everyone booked for the whole class is expected."
Every meeting's time changes	They're told the new time, and their calendars update.

Credits can be used at your organization. A refund goes back to the card the family paid with. It's offered only when there's enough card payment left to cover that day. If a family paid nothing for the day (for example, on a free class), there's nothing to give back, so there's no credit or refund. For what families see, share Class changes and credits.

Review changes also lists other changes. A new place, a new teacher or a renamed section is sent to families. A new price, new refund terms or a change in spots is listed with "Not sent." because only new families get it. Families who booked keep what they paid for and the terms they agreed to.

If nobody has booked, or nothing families would notice has changed, the class saves straight away.

Duplicate or copy a class

There are three ways to copy a class. Each copy is a draft until you publish it.

Where	What the copy gets	Use it to
Class page › ••• › Duplicate (2 in the menu above)	The same dates, and the name with "(copy)" added	Run a second group alongside the first, then change its dates or details
Classes › New class › Copy a class you've run	The same name, with the dates moved to next term	Run one class again next term
Classes › Copy to next semester	The semester's classes, moved forward as drafts	Copy a whole term. See Schedule, semesters and breaks.

Duplicate asks "Copy this activity into a new draft?" Then the editor opens with "Copied. This is a draft — check the dates, then publish." The price, photo, description, rules and week-by-week plan come with it. Bookings don't.

Duplicate and Copy a class you've run are for people who can create classes: Owners, Co-leaders and Class organizers. Copy to next semester is for Owners and Co-leaders.

Troubleshooting

I changed the dates but families weren't told. Review changes opens only when families have booked and the change is one they'd notice. If you saw it but selected Back to editing, nothing was saved or sent.

One meeting won't move. It has started or its register has been taken. Families booked on it are told it's canceled, and a new meeting is made on the new date.

My semester break didn't cancel the meetings in it. Breaks only label weeks on the calendar. To skip a week, switch the class to Pick the dates and leave that date out.

What's next

• Create and publish a class
• Prices, spots and ways to join
• Running a class: the class page
• Schedule, semesters and breaks
• Cancel, unpublish or delete a class