Editing Future Event Instances

The edit future instances feature lets you make bulk changes to multiple event instances at once, saving time when you need to adjust schedules, locations, or teachers for upcoming classes.

Accessing Edit Future Instances#

You can edit future instances from two places:

1. From Event Group management: Go to Admin > Events, select an event group, then click "Edit Future Instances"
2. From individual event: Click on any event instance, then select "Edit Future Instances"

Date Range Selection#

From Date#

The "From Date" always defaults to today based on your browser's current date. This ensures you're only editing future instances and prevents accidentally modifying past events.

You can change this date if you want to start changes from a different future date.

To Date (Optional)#

Leave this empty to apply changes to all future instances from your start date onwards. Set a specific end date if you only want to modify instances within a certain timeframe.

Available Changes#

Time Changes#

Update the start and end times for all instances in your selected date range. Both times must be provided together.

Location Changes#

Switch all selected instances to a different location from your studio's location list.

Teacher Changes#

Assign a different teacher to all selected instances from your team members.

Archive/Unarchive#

• Archive: Hide instances from customer view while preserving booking data
• Unarchive: Make previously archived instances visible again

You can only choose archive OR unarchive, not both at the same time.

Booking Warnings#

When you make changes that affect existing bookings, you'll see important warnings:

Customer Communication Required#

If instances have confirmed bookings and you change the time, location, or teacher, customers will NOT be automatically notified. You'll need to contact them separately about these changes.

Archive Blocked#

You cannot archive instances that have confirmed bookings. The system will show you which classes have bookings (marked with 🔒) and prevent the archive action.

Step-by-Step Guide#

1. Select your date range: Choose your starting date (defaults to today) and optionally set an end date

2. Review affected classes: The right panel shows all instances that will be modified, including any with existing bookings

3. Choose your changes: Select the modifications you want to make:

   • Update times (must provide both start and end)
   • Change location
   • Assign different teacher
   • Archive or unarchive instances

4. Check for booking conflicts: Pay attention to any warnings about existing bookings

5. Save your changes: Click "Save Changes" to apply modifications to all selected instances

Important Notes#

• Changes only affect instances from your selected start date forward
• Past instances are never modified to maintain historical accuracy
• Archived instances remain in your system but are hidden from customers
• All changes happen immediately and cannot be undone in bulk
• Customer notifications are manual - the system doesn't automatically send updates

Common Scenarios#

Changing a Teacher's Schedule#

When a teacher's availability changes:

1. Set date range from today onwards
2. Select the new teacher
3. Save changes
4. Manually notify affected customers

Moving Classes to a Different Location#

When relocating classes:

1. Choose your date range
2. Select the new location
3. Check the booking warnings
4. Contact customers with confirmed bookings about the location change

Archiving Cancelled Classes#

When canceling future classes:

1. Select the date range for classes to cancel
2. Choose "Archive all instances"
3. Note that classes with bookings cannot be archived
4. Deal with existing bookings first, then return to archive

The edit future instances feature is powerful but requires careful attention to customer communication when bookings are involved.