Planning club classes across rooms and venues

Planning classes across several rooms and venues starts with a room grid and a clear approval process. Show which group uses each room at each time, and decide who must approve a change before it reaches coaches and parents. The published timetable should follow that agreed plan. Klubownik can hold the resulting class schedules, but it is not a room-booking system and does not detect overlapping room reservations for you.

Separate the seasonal timetable from exceptions

A club schedule has two layers. The first is the regular seasonal plan: which group trains at which venue, on which days and at what times. The second is the exceptions: holidays, cancelled classes, substitute coaches, a school using the room or a competition.

Prepare the regular plan before opening enrolment. Give exceptions a simple process: who requests the change, who approves it and who tells the affected families. A temporary conversation should not silently become a permanent timetable change.

Use a room grid to review overlaps

A simple room-planning table can use times as rows and rooms at each venue as columns. Each class occupies the slots from its start to its end. Two classes occupying the same room slot reveal an overlap for the planner to resolve.

1. List every room and its actual availability. A room hired from a school may only be available after lessons finish.
2. Allow changeover time. Groups may need time to leave, change clothes and prepare equipment before the next class begins.
3. Give each group a clear usual venue. If a group sometimes meets elsewhere, communicate the exception explicitly.
4. Check coach availability and travel time. The same coach cannot lead two classes at once, and travel between branches needs to fit the plan.
5. Approve changes in the shared plan first. Update the room grid before distributing a revised timetable.

Set group capacity and decide what happens when it is full

Choose capacity for each group based on the room, equipment, activity and staffing. Keep that limit consistent across the enrolment form, phone conversations and enquiries at the venue.

Decide how to handle additional interest:

• Close enrolment: make clear that the current group is full and explain any alternatives.
• Use a waiting list: keep interested participants in an agreed order for future vacancies.
• Allow an over-capacity booking only where appropriate: a software setting must not replace the club's assessment of what the venue and coaching arrangement can accommodate.

Participants making up missed classes also use places. Include them when setting your process. The make-up class overview explains the related tools and limits.

Keep branches understandable for staff and families

A consistent group-to-venue assignment helps the club see where participants train and where places are available. Choose someone who understands the working timetable at each venue, even if overall approval stays with one coordinator.

Parents need the exact address, entrance and room, not just a branch nickname. At enrolment, a location-first choice can make it easier to choose the appropriate group.

Communicate changes to the people affected

• Contact the families in the affected group or location rather than sending every timetable change to the entire club.
• State the date, time, venue and any action the parent needs to take.
• Announce planned days off in advance, ideally alongside the seasonal timetable.
• Where supported, provide a way for families to add classes to their phone calendar.

How this works in Klubownik

A room is a description attached to a class time. Klubownik does not reserve rooms or check whether two groups occupy the same room at the same time. You still maintain and review the room grid. In Klubownik, you manage the schedules and participant processes that follow from that plan:

• Training locations: add the name, city, address, map link and a venue photo in the training-location settings. Each group has one assigned location. A coach can work with groups at several locations.
• Group schedules: define weekly days, times, room descriptions and effective dates. Assign the leading coach in the instructor schedule. Staff see class times in the calendar, and parents see their family's classes with the venue address.
• Capacity: set a limit for each group and choose whether full enrolment is blocked, a waiting list is used or over-capacity enrolment is allowed. The waiting list is off by default. When enabled, a vacancy or increased limit can move the first person from the queue into the group and notify the parent.
• Exceptions: cancel one class or several selected dates in the calendar, and record days off as schedule exceptions. The affected group's guardians receive an email.
• Multiple venues: parents can choose a location during enrolment. Summaries show participants by location, and messaging can target one or several locations. Parents can add family classes to their phone calendar.

There is no administrator role limited to managing a single venue: a club administrator can see the whole club. A coach's access can be limited to their groups. Attendance statistics do not provide a location breakdown. Read the details for schedules and waiting lists and multiple locations, or explore the shared features for a sports academy.

Frequently asked questions

How do I check that two groups have not been assigned the same room?

Use a grid with times as rows and rooms as columns. Mark each class for its whole duration and review any overlapping cells. Update that grid whenever a change is proposed, before telling families. Klubownik does not perform this room conflict check.

What should we do when a group is full but more people enquire?

A waiting list gives you a record of interest and an order for offering vacancies. Review sustained demand when deciding whether another group is feasible.

Can several locations be managed within one club?

Yes. Add the training locations and assign one to each group. Managing separate clubs from one owner's account is a different arrangement; the number of clubs depends on the subscription plan.

The demo uses sample data and asks for your email and activity type before entry. Explore the club and parent calendars.