Creating Your First Class

Overview

Creating classes is fundamental to organizing your martial arts program. This guide walks you through setting up your first class in MartialFlow, from basic configuration to student enrollment and scheduling.

Prerequisites

• You have Director, Administrator, or Instructor permissions
• Your school profile is configured with basic information
• You have set up instructor groups (recommended)
• You have configured your belt system

Understanding Class Structure

Class Components

Every class in MartialFlow has several key components:

1. Basic Information

• Class Name - Descriptive name for identification
• Class Type - Category (Beginner, Intermediate, Advanced, etc.)
• Age Range - Minimum and maximum ages for students
• Schedule - Day of week, start time, and duration

2. Instructor Assignment

• Instructor Group - Which group of instructors can teach this class

3. Class Settings

• Capacity Limits - Maximum number of students
• Trial Capacity - How many trial students allowed
• Club - Where the class takes place
• Pricing Tier - Cost structure for this class

Step-by-Step Class Creation

Step 1: Access Class Creation

Navigate to Class Management

• Go to Tables → Classes
• Click "Create Class" button (top-right)

Step 2: Basic Class Information

Required Information

1. Class Name

   • Use descriptive, clear names
   • Examples: "Little Ninjas (Ages 4-6)", "Adult Beginner Karate", "Competition Team"
   • Keep names under 60 characters
   • Avoid special characters

2. Class Type

   • Select from dropdown of class types
   • Examples: Beginner, Intermediate, Advanced, Kids, Adults, Competition
   • Can create custom class types in settings

3. Age Range (optionally)

   • Min Years - Youngest student allowed (e.g., 4 years)
   • Max Years - Oldest student allowed (e.g., 12 years)

Optional Information

1. Class Description

   • Detailed description of class content and goals
   • Helps parents understand what students will learn
   • Used in marketing materials and website

2. Class Prerequisites

   • Previous belt ranks required
   • Other classes that must be completed first
   • Experience requirements

Step 3: Schedule Configuration

Day and Time Settings

1. Day of Week

   • Select from dropdown (Monday through Sunday)
   • Each class has one primary day
   • For multiple days, create separate classes

2. Start Time

   • Use time picker or enter time manually
   • 24-hour format (e.g., 18:00 for 6:00 PM)
   • Consider transportation and pickup times

3. End Time

   • Can be set automatically based on duration
   • Or manually set for specific end time
   • Include time for cleanup and transition

4. Duration

   • Standard class length (e.g., 60 minutes)
   • Calculated automatically from start/end times

Step 4: Location and Capacity

Location Settings

1. Club/Location Assignment

   • Select which club or location hosts this class
   • Important for multi-location schools

2. Specific Room/Area (Optional)

   • Specific training area within location
   • Examples: "Main Dojo", "Kids Area", "Matted Room"
   • Helps with equipment and setup planning

Capacity Management

1. Maximum Capacity

   • Total number of students allowed in class
   • Consider space, safety, and instruction quality
   • Typical ranges: 15-25 for kids, 20-30 for adults

2. Trial Capacity

   • How many trial students can attend simultaneously
   • Usually 2-5 depending on class size
   • Ensures regular students get proper attention

3. Waiting List Management

   • Automatic waiting list when capacity reached
   • Students notified when space becomes available
   • First-come, first-served placement

Step 5: Instructor Assignment

Instructor Group Selection

1. Instructor Group

   • Select which instructor group will teach this class
   • Examples: "Kids Instructors", "Adult Program", "Senior Staff"

2. Group Benefits

   • Multiple instructors can cover the class
   • Automatic access for group members
   • Simplified scheduling and substitutions, and dashboards

Step 7: Pricing and Billing

Pricing Tier Assignment

1. Select Pricing Tier
   • Choose from configured pricing tiers in selected Instructor Group
   • Examples: Basic, Premium, Competition rates

Step 8: Review and Create

Final Review Checklist

Before creating the class, verify:

1. ✅ Class Name - Clear and descriptive
2. ✅ Schedule - Day, time, and duration are correct
3. ✅ Age Range - Appropriate for intended students
4. ✅ Capacity - Realistic for space and instruction quality
5. ✅ Instructor Group - Correct instructors assigned
6. ✅ Club - Correct club/location selected
7. ✅ Pricing - Appropriate pricing tier assigned

Create Class

1. Click "Create Class" button
2. System validates all information
3. Class is created and appears in class list

Post-Creation Setup

Step 1: Class Verification

1. Verify Class Appears Correctly

   • Check class list in Tables → Classes
   • Verify all information displays correctly
   • Confirm schedule shows properly

2. Test Class Access

   • Verify instructors can see the class
   • Check that capacity calculations work
   • See a class on the Instructor Dashboard
   • Test class filtering and searching

Step 2: Initial Student Enrollment

Adding Students to New Class

1. Direct Enrollment

   • Navigate to class details
   • Click "Add Student" button
   • Select existing students or create new ones

2. Student Transfer

   • Move students from other appropriate classes
   • Ensure students meet new class requirements
   • Communicate changes to families

Step 3: Instructor Preparation

Instructor Notification

1. Automatic Notifications

   • System notifies instructor group about new class
   • Includes class details and schedule information

2. Manual Communication

   • Personal conversation with instructors
   • Explain class goals and expectations
   • Provide any special instructions or requirements

Troubleshooting Common Issues

Class Creation Problems

Issue: Cannot create class - validation errors
Solution: Check all required fields, verify age ranges, confirm instructor group exists

Issue: Instructor group not available
Solution: Create instructor group first, or assign to existing group

Post-Creation Issues

Issue: Instructors can't see the new class
Solution: Verify instructor group membership

Issue: Class not appearing in student enrollment options
Solution: Check class status, verify age and belt requirements match students

Advanced Class Configuration

Recurring Class Patterns

For classes that meet multiple times per week:

1. Create Multiple Classes - One for each day of the week
2. Link Classes - Use similar naming and group students appropriately
3. Coordinate Attendance - Track attendance across all class sessions
4. Unified Progress - Ensure consistent progression tracking

Multi-Location Considerations

For schools with multiple locations:

1. Location-Specific Classes - Classes tied to specific club/locations
2. Traveling Instructors - Instructors who teach at multiple locations
3. Cross-Location Enrollment - Students attending classes at different locations
4. Scheduling Coordination - Coordinate schedules across locations

Integration with Other Features

Communication Integration

• Class Announcements - Communicate with all students in a class
• Instructor Communications - Messages between instructors and class families

Next Steps

After creating your first class:

1. Taking Live Attendance - Learn to mark attendance for your new class
2. Managing Class Capacity & Waitlists - Handle enrollment limits
3. Student Enrollment in Classes - Add students to your class
4. Class Scheduling & Configuration - Advanced scheduling options

Getting Help

For class creation assistance:

• Review Basic Navigation Guide for system navigation
• Check Understanding User Roles & Permissions for access issues
• Contact support for complex class setup scenarios

Creating effective classes is the foundation of your martial arts program. Take time to plan your class structure carefully - it will pay dividends in student satisfaction, instructor efficiency, and business growth.