Scheduled activities — Courses and training sessions that book their own hours

Scheduled activities let you book in one go the hours of a course, training, workshop, school or class that repeats: for example “Padel school” on court 1 Monday to Friday from 18:00 to 20:00 from October to June, and on court 2 on Fridays from 9:00 to 10:00. Apoing books all those hours, links them to the activity and tells you how many hours are booked, how many have already been used and how many remain. It is an Apoing Pro feature that is free for now: if that ever changes, we will give a month's notice.

Where it is

On the website, Manage community › Activities; in the app, More › Manage communities › Activities. Administrators and people with the special bookings role can see it. On the calendar, the activity's hours show as taken with its name, so everyone knows why they are not free.

Create an activity

1. Press New activity and write the name. The type (course, training, workshop…), the person in charge and the description are optional.
2. Add the time slots. Each slot is a calendar, some weekdays, some times (from… to…) and some dates (from… until…). You can add as many as you need, on different calendars.
3. If you want, tick Skip the community holidays and add days without a session (holidays, a long weekend…).
4. Press See what will be booked: you will see how many sessions will be booked and how many hours that is, how many clash with existing bookings and which days or times are closed (outside the opening hours, the season or on a closed day).
5. Press Create and book. Apoing books every hour that is free at that moment.

A session takes the calendar's time blocks that fall inside the slot. For example, on a calendar with one-hour blocks, a slot from 18:00 to 20:00 is two blocks: 18:00 and 19:00.

Hours that were already booked

Apoing never cancels anyone's booking to make room for an activity. Hours that were already booked go to the Could not be booked list on the activity's page, and for each one you choose what to do:

• Move to another slot: we show you the free slots that day on the activity's calendars, or you pick another day, calendar and time.
• Wait until free: if whoever had it cancels, the activity takes it automatically (an automatic task checks every hour).
• Skip this day: the activity will not have that session.

With Wait on all or Skip all you decide on the whole list at once.

The activity's page

• Booked hours: all the hours the activity has booked.
• Used hours: those of the sessions that have already happened.
• Hours to come: those still to happen.
• Not booked: those that clashed with another booking and are waiting for your decision or to become free.

Below are the upcoming sessions and, folded, the past ones. On each upcoming session you can:

• Move that session to another slot (it is marked as “moved by hand”).
• Cancel this day (rain, something unexpected…): the slot becomes free for anyone.

Change or cancel

With Edit you change the name, the slots or the days without a session, check again what will be booked and save. Future sessions that no longer fit the slots are released, except the ones you moved by hand, which are kept (you can tick to release them too). Past sessions are never touched.

With Cancel all the activity's future sessions are released; past ones stay in the history with their used hours.

Limits

• An activity's bookings do not count towards anyone's booking limits.
• Each slot can last a year at most, and an activity can have up to 3,000 sessions.
• The activity's bookings follow each calendar's opening hours, season and closed days.

Sign-ups

In the activity's For members section you decide:

• Show it in the community's “Activities”: the name, times and upcoming sessions. It comes ticked.
• Let them sign up. Then you choose:
  • Places (empty = no limit).
  • How they join: straight away, if there is a place, or they ask and you accept.
  • Sign-up until (optional): after that day nobody can sign up.
  • Waiting list when full: whoever arrives without a place joins the queue; when someone leaves (or you raise the places), the first one on the list gets in and we let them know.
  • Only for some groups (if the community has groups): tick none and it is for the whole community.

On the activity's page you see the Sign-ups section: who is asking for a place (with Accept or Reject), the people signed up (with Remove) and the waiting list in order (with Give a place). Each person gets a notice when they have a place, go onto the waiting list, have their request accepted or rejected, or are removed.

Today's and past sessions have Take attendance: mark each person signed up as Came or No-show (press again to clear it).

If you cancel a session or cancel the activity, we notify the people signed up.

For members

Community members see the activities in Activities: on the website, on their community's panel; in the app, in More › My communities, choosing the community › Activities. Each one shows the times, upcoming sessions and places left, and the Sign me up, Ask for a place or Join the waiting list button. Once in, they can leave (or leave the waiting list). Activity notices can be adjusted in the profile, in Notifications › “Your community's activities”.

What is stored about each person (whether they signed up, the waiting list, their note and attendance) is only seen by the community's administrators, is included in “Download my data” and is deleted 2 years after the activity's last session or when the account is deleted.