Adding a session
How a staff member creates a one-off or recurring session in the school's calendar, in three steps.
Ask ClassyStep by step
- 1
On the Calendar page of the admin dashboard press Add Event.
- 2
In the Who step choose a group (or several), specific people in it, or Whole organisation, then press Next.
- 3
In the When step set the date, start and end time, and choose under Schedule whether and how it repeats. Press Next.
- 4
In the Details step check the title and choose who leads it, the room, the attendance limit and the colour.
- 5
Press Add event.
How it works
Puts a class, practice, competition or other event in the schedule for certain groups, specific people or the whole school. The members it's for see it in their calendar and get a notification.
You need the Manage events and their sessions permission (the owner always has it). The Add Event window opens from the Add Event button on the Calendar page of the admin dashboard or by dragging across empty time. Sessions can't be added from the calendar on the school's page.
Creating takes three steps, shown at the top:
- Who: groups, specific people in them, or the whole school.
- When: date, times and whether it repeats.
- Details: who leads it, title, room, attendance limit, pack credits, description and colour.
Next only becomes active once the step is filled in correctly. Back (or Cancel on the first step) takes you back. You can also click a step you have already passed in the bar at the top.
After Add event you see Event created successfully!, the window closes and the session appears in the calendar. Everyone it is meant for gets a new-class-scheduled notification.
Good to know
You can create a session in the past, the start date isn't checked against today.
The attendance limit and the Counts toward packs setting can't be changed after creation.
The repeat pattern can't be changed later either. If you got the frequency or end date wrong, delete the series and create it again.
If you choose Has an attendance limit but leave the number empty, Add event creates nothing and a message under the field asks you to enter a maximum number of attendees (at least 1) or choose No attendance limit.
If creating fails you see Failed to create event. Please try again. and the window stays open with what you entered.
The system doesn't check whether the room or the teacher is already busy at the same time.
On this screen
Add Event window
The three-step window for creating a session.
Add Event window
The three-step window for creating a session.
Walks you through everything a new session needs.
On a computer the window can be moved and the calendar behind it stays usable. On a phone it opens from the bottom as a sheet you can pull up. Every time you open it, it starts on the first step with empty fields.
Step bar
1. Who · 2. When · 3. DetailsShows which step you are on and how many are left.
Step bar
1. Who · 2. When · 3. DetailsShows which step you are on and how many are left.
Keeps you oriented and lets you jump back to an earlier step.
The steps are Who, When and Details. Steps you have passed can be pressed to go back; later ones can't. The buttons at the bottom are Cancel or Back and Next, and on the last step Add event.
Who step
Choosing who the session is for, groups, people in them, or the whole school.
Who step
Choosing who the session is for, groups, people in them, or the whole school.
Decides who sees the session in their calendar, who can say they're attending and who gets notifications.
If you lead exactly one group (or the school has only one group), it is pre-selected. Next becomes active once at least one group or Whole organisation is chosen.
Chosen groups show as cards with a list of their people. A session for a group means it is for all of the group's current members.
My groups quick buttons
The groups you lead, pickable with one tap.
My groups quick buttons
The groups you lead, pickable with one tap.
Saves looking for your own groups in the list.
Shows the groups you are assigned to as staff that aren't picked yet. Tapping one adds it as a card.
Choose a group… dropdown
A list of every group you can choose from.
Choose a group… dropdown
A list of every group you can choose from.
Adds a group to the session.
Once a group is chosen, the label changes to Add another group. The list shows My groups first, then Other groups (or just Groups if you lead none). Each tap adds or removes one group and closes the list. A staff member limited to their own groups sees only those. If the school has no groups you see This organisation has no groups yet.
Chosen group card
The chosen group with the list of its people.
Chosen group card
The chosen group with the list of its people.
Lets you make the session for the whole group or only for certain people.
At first everyone is ticked and it says All {{count}} are included. Tap a person to make it only for them. The first tap on a person makes the session for them only; further taps add or remove people. The top shows {{count}} selected, and the card shows a {{count}} member(s) badge. Whole group resets it to everyone. Picking everyone one by one, or removing everyone, also turns it back into the whole group.
If the group has no members it says This group has no members yet.; with only one member it says the event will apply to the whole group. The X button removes the group.
A parent and their child show as separate rows if both are members of the group.
Whole organisation option
Makes the session for every group and every member of the school.
Whole organisation option
Makes the session for every group and every member of the school.
Suits school-wide events, a celebration, a parents' meeting, a day off.
It says Every group and every member will see this event. Choosing it clears the chosen groups. Only shown to the owner and to staff with access to all groups. In the calendar such a session shows as For all groups.
When step
The session's date, times and repeat pattern.
When step
The session's date, times and repeat pattern.
Sets when the session takes place and how many times.
Fields are checked when you press Next; if something is wrong you stay on the step and a message appears under the field.
From field (start date)
The date of the session, or of the first session in a series.
From field (start date)
The date of the session, or of the first session in a series.
Sets when the session starts.
Required. Defaults to today. It may be in the past. With a weekly repeat, this date's weekday must be among the chosen days. Without a date you see From date is required!
Add end date button
Adds an end date for a session that lasts several days.
Add end date button
Adds an end date for a session that lasts several days.
Allows a one-off event across several days, for example a camp or a competition.
Only shown when Schedule is No occurrence. Opens a To field that can't be before the start date. The X removes the field. Turning on a repeat clears the end date, recurring sessions stay within one day. For a multi-day event the end time can be earlier than the start time.
Start Time field
The session's start time.
Start Time field
The session's start time.
Sets what time the session begins.
Required, in 24-hour HH:mm format. Defaults to a round hour about two hours from now. Every change fills the end time in automatically one hour later (unless the times came from dragging in the calendar).
End Time field
The session's end time.
End Time field
The session's end time.
Sets when the session finishes.
Required, in HH:mm format. For a one-day session it must be after the start time, otherwise you see End time must be after start time!
Schedule dropdown
Whether and how often the session repeats.
Schedule dropdown
Whether and how often the session repeats.
Turns one session into a series of sessions.
Options:
- No occurrence: a single session (the default).
- Daily: every day until the end date.
- Weekly on …: every week; the day comes from the start date, but you can pick more days.
- Monthly on the …th: every month on the start date's day of the month.
Once you pick a repeat, Repeat until appears with a suggested date about four weeks ahead. More on series in Recurring sessions.
Repeat on days
The weekdays a weekly session takes place on.
Repeat on days
The weekdays a weekly session takes place on.
Lets one series happen several times a week, for example Monday and Wednesday.
Only shown for a weekly repeat. The seven buttons (Monday to Sunday) turn on and off with a tap. The start date's weekday is selected automatically and must stay selected, otherwise you see a message asking you to keep that day or move the start date. With no day at all you see Please select at least one day. If you change the start date to another weekday, that day is added automatically.
Repeat until field
The last date up to which sessions in the series are created.
Repeat until field
The last date up to which sessions in the series are created.
Sets how many sessions the series has without you counting them.
Required for a repeat (otherwise Pick an end date) and can't be before the start date. The number of sessions is worked out from the dates and days. Below the field, On the calendar shows the result, for example 📅 12 × Weekly · until 30 November 2026. If no session falls in the range you see No sessions fall in that range. Pick a later date. and can't continue.
A series can have at most 10,000 sessions.
Details step
Who leads it, title, room, limit, credits, description and colour.
Details step
Who leads it, title, room, limit, credits, description and colour.
Completes the session with everything parents and staff see in its details.
Everything here has sensible defaults, only the title is required, and it is filled in automatically.
Who leads this event section
Choosing the staff who lead the session.
Who leads this event section
Choosing the staff who lead the session.
Tells parents who the coach is and lets the calendar be filtered by teacher.
You can choose from the staff assigned to the chosen groups; for a session for the whole school, from all staff. If you are among them, you are selected automatically. With only one possible person it says they will lead this event. With nobody, the section isn't shown. With several people tick one or more; the top shows {{count}} selected or Nobody assigned yet. It is optional and can be changed later.
Title field
The session name everyone sees in the calendar.
Title field
The session name everyone sees in the calendar.
Says in a word what the session is.
Required, 3 to 50 characters. Filled in automatically from your choice: the group name, the names of the chosen people (for example Ivan and Maria, or … and 2 more) or Session for everyone. As soon as you type your own, automatic filling stops. Error messages: Event title is required!, must be at least 3 symbols, must be at most 50 symbols.
Room selector
The room the session takes place in.
Room selector
The room the session takes place in.
Tells everyone where the session is and enables the rooms view and room filter.
Only shown if the school has added rooms (in Organisation settings). Defaults to No room, unless you dragged in a room's column. Optional. The room applies to the whole series and can be changed later.
Attendance limit section
Whether there is a maximum number of attendees and whether the session uses pack credits.
Attendance limit section
Whether there is a maximum number of attendees and whether the session uses pack credits.
Caps a session with few places and decides whether attendance counts against attendance packs.
Neither setting can be changed after creation, they show as locked when editing.
No attendance limit option
Anyone can attend, no cap.
No attendance limit option
Anyone can attend, no cap.
Doesn't limit how many people say they're attending.
Selected by default.
Has an attendance limit option and Max attendees field
Sets a maximum number of attendees.
Has an attendance limit option and Max attendees field
Sets a maximum number of attendees.
Stops sign-ups once the places run out.
Shows a Max attendees field (e.g. 20), a whole number of at least 1. The limit applies to each individual session in the series. When the confirmed people for a session reach the limit, new Attending presses are refused; switching from attending to not attending is always possible.
Counts toward packs toggle
Whether attending this session uses a credit from an attendance pack.
Counts toward packs toggle
Whether attending this session uses a credit from an attendance pack.
Links the session to attendance packs, everyone marked attended uses one credit.
Off by default. When on, each member marked attended uses one credit from their pack when attendance is finalised. Leave it off for events like concerts or rehearsals. It is independent of the limit, a session without a limit can still count toward packs.
Add description button and description field
Optional text for attendees.
Add description button and description field
Optional text for attendees.
Gives parents and members extra information, what to bring, where to go in and so on.
Press Add description to show the field (What should members know about this event?) and Hide description to hide it. Up to 500 characters. If you leave it empty, no description is shown in the session details.
Color picker
The colour the session shows in on the calendar.
Color picker
The colour the session shows in on the calendar.
Helps tell groups and kinds of sessions apart at a glance.
Pick one of the circles. The school's own colours come first (each takes the place of one of the ten built-in pastel colours), then the remaining built-in ones; while the school has up to ten own colours, there are still ten circles. You can't pick a free colour from here: new colours are added in Organisation settings, in the Scheduling group, in the Event colours section (needs the Manage events and their sessions permission, up to 30 colours). The default is light lilac. Removing a colour from the list doesn't change sessions that already use it.
Add event button (save)
Creates the session.
Add event button (save)
Creates the session.
Saves the session or series to the calendar and notifies attendees.
Shown on the Details step. Disabled while saving or if the repeat in the When step is invalid. On success you see Event created successfully! and the window closes. Everyone the session is for gets a new-class-scheduled notification (unless they turned it off in their settings).
Frequently asked questions
How do I make a session for just one child in the group?
In the **Who** step pick the group, then tap the child's name in the list under it. The session becomes for them only; tap more names to add them.
Why don't I see Whole organisation?
A staff member with access only to their own groups can't create sessions for the whole school. Only the owner or a staff member with access to all groups can.