The edit future instances feature lets you make bulk changes to multiple class 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:
- From class management: Go to Admin > Classes, select a class, open the settings menu, then select "Edit Future Instances"
- From individual class instance: Click on any class instance, open the settings menu, then select "Edit Future Instances"
How it works#
The page uses an action-first design. You select what you want to change, set the new value, choose which classes to update, then confirm.
Step 1: Select an action#
Choose one action from the available options:
- Time: Change the start and end times
- Location: Switch to a different location
- Teacher: Assign a different teacher
- Archive: Hide classes from customer view
- Restore: Make archived classes visible again
Step 2: Set the new value#
For Time, Location, and Teacher actions, you set the new value:
- Time: Select both the new start time and end time
- Location: Choose from your studio's locations
- Teacher: Choose from your team members
Archive and Restore actions don't require a value.
Step 3: Choose the date range#
Select which classes to update using the date range:
- From date: Defaults to today. Classes before this date are not affected.
- To date: Optional. Leave empty to update all classes from the start date onwards. Set a specific date to only update classes within that period.
The affected classes count updates as you change the date range. A preview shows which specific classes will be updated (e.g., "Mon, Jan 6 - Tue, Jan 7 - Wed, Jan 8...").
Step 4: Confirm and apply#
Review the summary showing how many classes will be updated, then click the action button. A confirmation dialog appears before changes are applied.
Booking warnings#
When you make changes that affect existing bookings, you'll see warnings:
Customer communication required#
If instances have confirmed bookings and you change the time, location, or teacher, customers are NOT automatically notified. Contact them separately about these changes.
Archive blocked#
You cannot archive instances that have confirmed bookings. The archive button is disabled when bookings exist in the selected date range. Deal with existing bookings first, then return to archive.
Common scenarios#
Changing a teacher's schedule#
When a teacher's availability changes:
- Select the Teacher action
- Choose the new teacher
- Set the date range
- Confirm the change
- Manually notify affected customers
The system tracks the original scheduled teacher separately from who actually teaches. See Teacher Assignments for details on how substitutes and reassignments work.
Moving classes to a different location#
When relocating classes:
- Select the Location action
- Choose the new location
- Set the date range
- Check the booking warnings
- Contact customers with confirmed bookings
Archiving cancelled classes#
When canceling future classes:
- Select the Archive action
- Set the date range for classes to cancel
- If bookings exist, you'll see a warning and cannot proceed
- Deal with existing bookings first, then return to archive
Restoring archived classes#
When you need to bring back archived classes:
- Select the Restore action
- Set the date range
- Only archived classes within the range are shown
- Confirm to make them visible again
Bulk archive with refunds#
You can also archive multiple class instances from the Schedule section with refund options.
Selecting multiple instances#
- Go to your class's Schedule section
- Use the checkboxes next to each instance to select the classes you want to archive
- Click "Archive Selected" to open the bulk archive dialog
Refund options#
When archiving instances with confirmed bookings, you have two options:
Archive without refunds: Instances are hidden from customers, but existing bookings remain and no refunds are issued. Use this when you plan to reschedule or when customers have agreed to credit.
Archive with refunds: Each confirmed booking receives an automatic refund. Credits used for the booking are restored to the customer's account. Paid bookings are refunded to the original payment method.
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 after confirmation
- Customer notifications are manual