If you do not have access to your studio for a period of time or you are looking to expand your client base, you may want to consider hosting virtual classes. Offering virtual classes that clients can attend online will allow your current members to stay engaged while your studio is closed. Providing the opportunity to attend virtual classes may attract new clients as well! Below are some tips for how to setup, schedule and notify clients about virtual classes.
Prior to going virtual, it is important to understand best practices and local requirements for virtual services due to a forced closure. For more information, please visit our blog.
In this article
- Choosing video conferencing software
- Setting up a virtual class service
- Sharing the video conferencing link with clients
- Special Waivers for virtual/online classes
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Choosing video conferencing software
The first step is choosing a video conferencing software if you are not currently using one. We suggest Zoom, but there are many other options available. Once you have setup your online platform, you will want to provide your clients with a link to your virtual class.
Setting up a virtual class service
Updating an existing service
If you have an existing class that you will now be offered online, we recommend adding the following to let your clients know this class will be held online.
- Edit the service name and add VIRTUAL
- Edit the description to let clients know this class is online and how they will receive the video link to this class
- Scheduling Class Times or Modifying / Canceling Class Times, if needed
Creating a new service
When creating a new service for your virtual classes, you may want to consider the following options.
- Choose a service name that indicates this is online only
- Add a description to let clients know how they will receive the video link to your online class.
- Select the applicable pass or plans that clients can purchase to pay for this service by
- Creating new discounted plans and passes that only apply to this service
- Adding this service to your existing plans and passes
NOTE: Once the new service is added to existing passes or plans, clients who have previously purchased these products will now be able to pay for the new service using this pass or plan
**If you are only offering online classes for a short period of time you may wish to add the new service to your current products. This will allow for a seamless transition for the clients between the period where they will be attending virtual classes only to attending classes at your studio without having to purchase a new plan.**
Sharing video conferencing link with clients
Once you have created online classes, you will need to make sure that you provide your clients with a link to your session. Clients will be able to access and participate in your online class using the link you provide to your video conferencing software.
If you wish to send the link to only clients in the class roster, you can include the link in a Public Note. Public Notes are available for Classes, Courses, and Appointments. Any note that is posted as a public note will appear in the following locations.
- Sent as a note notification to all clients currently on the roster
- Shown on the Enrollment Confirmation Email
- Shown on the Upcoming Visit details page
- Shown on the Visit Reminder Email
If you wish to have the link visible to anyone who clicks on the Schedule tab in your client facing Pike13 website and sent to enrolled clients, you can use Website Notes. Website Notes are available for both Classes and Courses. This type of note will appear in the following locations:
- Sent as a note notification to all clients currently on the roster
- Shown on the Client Mode Schedule Pop up
- Shown on the Enrollment confirmation page
- Shown on the Enrollment Confirmation Email
- Shown on the Upcoming Visit details page
- Shown on the Visit Reminder Email
You can find more about posting notes in classes in the help article Posting and Sending Notes
To set up an automated process, you can use our integration with Zapier.
NOTE: In addition to the options above, the individual service settings have a page entitled "Registration" and within this page is an option to add "Special Instructions." Anything that is added to this field will appear in the confirmation email.
Special Waivers for virtual/online classes
If you are hosting classes online, you will want to be aware of local, regional and federal regulations that apply to your business. You may be required to have verbiage in your waiver for online/virtual training classes.
You can edit your existing waivers, but clients that have already signed them will not be asked to sign the updated waiver.
If you need all of your clients to sign an updated waiver, you will need to delete the existing waiver and create a new one. Deleting the current waiver will reset their status as not having a signed waiver.
Once the new waiver is created, they will show as not having a signed waiver and will be asked to fill one out before making any purchases or enrolling in any events.
For more information on deleting and creating waivers, please visit our help center article on waivers
Please note: Deleting the waiver does not remove previously signed waivers from the client’s profile. To see their previously signed documents, go to Clients > Select a client > Signed Documents. The previously signed documents will show