Welcome to the Clubworx Calendar — your all-in-one scheduling hub for managing classes, appointments, and events. With the calendar, you can easily create and edit recurring or one-off sessions, assign instructors, and set attendance limits, while giving members the ability to book online through the integrated website calendar or the Member app. Automated reminders, waitlist management, and attendance tracking keep everything running smoothly, with updates syncing directly to member profiles.
In this article you can learn about:
Navigating the Calendar Page
Options for Class Kiosk, General Kiosk and Roll call allow you to easily navigate to these pages to take attendance for your class.
Class Kiosk is best used for your members to mark themselves attended for a class
General kiosk allows members to check themselves in for an attendance that is not related to a class.
Roll call can be used by staff members to take attendance for a class. This option should not be client facing as it displays more of your member's information so you can keep track of payments, promotions and contact information.
2. Choose your view option:
Calendar view has daily, weekly or monthly view options.
Agenda lists your events vertically instead of the traditional calendar view.
Free Trials shows you any calendar event that has a Prospect space available. Prospect spaces allow enquiring prospects to book that class for free.
Trainers shows trainer availability. This is based on which trainers are allocated to your calendar events and appointments
Online meetings lists your calendar events and allows you to add a URL and instructions to your event. This is used when you are hosting events online (eg. via Zoom). This information can then be sent to your members via an automation to make it easy for them to join your online session.
3. You can filter your calendar to display only the specific events you want to see. You can filter by:
Event settings
Instructor/Trainer - Instructors can be added as a user in Clubworx and allocated to your calendar events.
Locations can be created when you add your calendar event.
Event types can be added when you add your calendar event. Event types can be linked to memberships, to create exclusive memberships that give access to specific events.
Martial Arts Style - If you have Martial Arts styles added to your Gradings page, you can link these martial arts styles to your calendar events. That allows you to track attendance for events with a specific martial arts style.
Event/Class Visibility - The Event Appears in field allows you to select where your classes will be published (ie, via the calendar embedded on your website, the mobile app.
4. + Class/ Event and + Appointment options allow you to populate your calendar with events and appointments.
Event (also sometimes called a class, workshop, seminar etc.) is a scheduled session that your members or prospects can book into. Events are able to be booked by your members via the integrated website calendar or the Member app.
Appointments are different from events because they do not show on the public calendar in the Member app or integrated with your website. Appointments are commonly used for one-on-one or small group sessions or consultations.
Adding Calendar Events
Open the Calendar – Navigate to your calendar in Clubworx.
Add a New Event – Click Add Event or the “+” button on the date you want.
Enter Event Details – Fill in the name, date, time, location, and maximum attendees/prospects.
Choose an Event Type & Colour – Select the event type and assign a colour to easily identify it on the calendar.
Set Visibility – Decide if the event will be internal only, shown on your website widget, or displayed on the public calendar.
Configure Recurrence – If it’s a repeating event, set the frequency (daily, weekly, monthly, etc.).
Adjust Additional Settings – Specify whether it’s a free event, who can book it, and set cancellation policies if needed.
Save & Publish – Save the event to make it live and available for members to book.
For more detailed step-by-step guidance, check out our User guide here.
Event Templates
Event templates in Clubworx let you pre-set details like name, type, duration, location, and visibility so you can quickly create consistent events without re-entering the same information.
Adding an Appointment
Select Add Appointment – Click Add Appointment to start the booking process.
Choose an Appointment Type – This will auto-fill details like duration and description.
Adjust Details – Update the date, time, staff member, and any other necessary settings.
Save the Appointment – Confirm the booking to add it to the calendar.
For a more Step-by-step guide to adding an appointment, check out our User guide here.
Appointment Types
Appointment types in Clubworx are templates that define the details of private or small-group sessions, such as name, duration, description, and whether they deduct from a member’s session allowance. They make booking faster and ensure consistency, while still allowing you to adjust details for individual appointments if needed.
Troubleshooting Calendar Visibility Issues
Overview of Calendar Visibility Issues
Users may encounter two primary issues:
Classes or events visible in the Clubworx calendar in your account are not appearing on the public-facing website.
The scheduling calendar appears blank or does not display any events.
Common Causes
1. Filters in the Scheduling Calendar
Filters applied to your Clubworx calendar can restrict the events displayed. For example, if the filter is set to show "Cancelled events only," no active events will appear.
2. Embed Code Restrictions for Website Calendars
The website calendar embed code may be configured to show only certain event types, which can hide some classes or events.
Step-by-Step Solutions
1. Adjust Filters in the Calendar / Timetable
If your calendar appears blank:
Check the filters applied to the calendar dashlet.
If the filter is set to "Cancelled events only," switch it to "All events" or remove the restrictive filter.
To verify or adjust dashlet filters, click the gear icon and navigate to "Manage Settings."
2. Regenerate the Embed Code for Website Calendars/timetable
If classes or events are not appearing on the public-facing website:
Navigate to the settings section for website integrations.
Regenerate the embed HTML code without restrictive filters.
Update your website with the newly generated HTML to ensure all events are displayed. Alternatively, adjust the filters in the embed code to include the desired event types.
Preventative Tips for Calendar Management
Regularly review and update calendar filters to ensure they align with your display preferences.
Test the website calendar after making changes to the embed code or filters to confirm that all events are displayed as intended.
Document your calendar settings and embed code configurations for future reference. By following these steps and tips, you can effectively manage calendar visibility in Clubworx and ensure a seamless experience for both staff and clients.