How do I set up my groups and weekly timetable?

Your sessions come from two things: your groups, and the weekly times of each group on the timetable. Set them up on the web app. The mobile app shows your sessions, but you change the timetable on the web.

Teamna shows the words of your business. A swimming academy sees Levels, Coaches and Swimmers. A pilates studio sees Classes, Instructors and Clients. This article uses group, staff and participant. To change the words, open Settings, then Words.

In the menu, Classes and packages has three pages: Calendar, your groups page (for example Levels or Classes) and Packages and rules.

On a computer, Calendar has three views. Select one at the top: Day (the sessions of one day), Week (the sessions of one week) and Schedule (the weekly timetable). On a phone or in a narrow window, Calendar shows the days of one week. Select a day to see its sessions.

See how full each session is

On the Day and Week views, each session has the colour of its group. A thin bar at the bottom of the session shows how many places are taken: 6 of 10 places fills 60% of the bar, and a full session has a full bar. The bar is gold when people wait for a place (the waiting list). A session with no limit has no bar.

The mobile app shows the same bar on each session of the owner schedule.

Add a group

1. Open your groups page and select Add a group (the button shows your word, for example Add a level).
2. Type the Name.
3. Under Kind, select a group with several participants, Private, one participant, or Duet, two participants.
4. Under Level, select Beginner, All levels, Intermediate or Advanced, or No level. This step shows when members pick each class, or when the group already has a level.
5. Select the Session length: 30 min, 45 min, 1 hour, 1 hour 30 min, or Other.
6. Under Places, select No limit, or Set a limit and type the most people in one session. A private group has one place and a duet has two. You cannot change these.
7. Select one or more staff members. A group can have more than one.
8. Select Add group.

A group has no price. You set prices on packages. See How do I set packages, rules and the waiting list?.

Levels and duets

Members see the level of a group as a badge on the session card when they book, on the web app and in the mobile app. A group with no level shows no badge.

A duet is a private session for two people. Each person books one place and pays one session from a private package. When both places are booked, the session is full. In the groups table, the Kind of a duet shows Duet. If you change a private group to a duet, or a duet to a private group, Teamna changes the places of its weekly times and of its next sessions. A session that already has more people than the new places keeps its places.

Set booking rules for one group

A group uses the rules of your business. You can give one group its own rules. For example, a studio opens private sessions 30 days ahead, and its group classes keep the business rules. Only the owner or an admin can do this, on the web app.

1. Open your groups page and select Edit on the row of the group.
2. Find Booking rules for this group (the heading shows your word, for example Booking rules for this class).
3. Under Members can book up to (the label shows your word for members), select 7, 14, 30 or 60 days ahead, or Business default.
4. Under Free cancel until, select 2, 6, 12, 24 or 48 hours before, or Business default.
5. Select Save.

Business default shows the value of your business and follows it when you change it on Packages and rules. Select Business default for both to give the group the business rules again. Members see a session that is not open yet in the list, with the day it opens.

Put the weekly times on the timetable

Use a computer for this step. The timetable needs a screen that is 1024 pixels wide or more.

1. Open Calendar and select Schedule at the top.
2. In the list on the left, select a group.
3. Click the week where the session starts. The time repeats every week.
4. Select the block to change it: the days in Every week on, the time in Starts, the Minutes, the Places and the staff.
5. To move a block, drag it. To make it longer or shorter, drag its edge.
6. Do the same for each group.

Teamna keeps your changes on this computer until you publish. The bar at the bottom shows how many changes are not published.

Publish the month

Members see nothing new until you publish.

1. Select Review and publish.
2. Read the review. If Teamna shows problems under Fix first, select Back to editing and fix them.
3. Select Publish.

Teamna adds the sessions until the end of the month, and members can book them. Teamna publishes all your changes or none of them.

Near the end of the month, plan the next month. Teamna shows Plan with the name of the month. Select Copy to start from the previous month, or Start empty. Before you publish, Teamna lists the UAE public holidays. They are closed by default. You can publish the next month only after you publish this month.

Move or cancel one session

To change one date only, open Calendar. On a computer, select Week at the top. On a phone, select the day. Then select the session.

• Move session: choose the new Date and Start time, then select Move and notify everyone. The bookings move with the session.
• Cancel session: type a reason if you want. Members see it. Select Cancel and notify everyone. Everyone gets the session back. This is always so when the business cancels.

To close the business for one day, use a computer. Open Calendar, select Schedule at the top, then select Month. Select the date, and turn on Closed on this day. Each booking on that day gets its session back.

Fill the open places

This is for a business where clients book for themselves, for example a pilates studio. When a class in the next 48 hours has free places, Home shows the card Open places in the next 48 hours. It shows each class, its time and how many places are free. Private sessions and cancelled sessions are not on it.

• On the web: select Copy WhatsApp message. Paste the message in your WhatsApp group. The message gives each time and a Book link for it.
• In the mobile app: select Share on WhatsApp, then choose WhatsApp and the chat.

A client opens a link, signs in and books that class. When no place is free, the card is not on Home.