# The office timetable and its alerts > See every class session, deal with what needs the office, book or cancel anyone's place, change or cancel a session, and change a whole week at once. Who this is for: Anyone with “Run classes” or “Book and take rolls for anyone” (by default: Administrator, Head Coach, Casual Staff). Last checked in release 2026.10.23, on 23 October 2026. Source: https://sportsclubos.net/help/classes/office-timetable/ The office timetable shows every class session, with who is booked, and lists at the top the things the office needs to deal with. From a session you book or cancel anyone's place, let someone in from the waitlist, open the roll, change the session or cancel it. ## Before you start You need to be able to book and take rolls for anyone. Casual Staff and the Head Coach can by default. Changing a session, **Change a week**, **New class** and **Stop this class** are for whoever runs classes: the Head Coach by default. Your club can change this on Roles & permissions. ## Open the timetable Open Club > Classes > Timetable. The heading says how many sessions are shown and how many of their places are booked, for example **3 sessions · 28 of 34 places booked**. - **‹** and **›** move a day (or a week), and **Today** comes back to today. - **Day** or **Week** chooses how much is shown. - **By place** shows a day with a column for each court or room and the times down the side. Court bookings made by members show as **Booked by a member**, so you can see what else is on. In a week, **By day** shows a column for each day. - **List** shows the same sessions as a table, with the date, time, class, coach, place, how many are booked and its flags. Club > Classes > List opens it straight away. - The sentence under the buttons narrows what is shown: **Showing all classes with any coach at any place.** Choose a kind of class, a coach or a place in it. Each session shows its time, name, coach and booked places, such as **6/10**, and its flags: **Full**, **2 waiting**, **Cover**, **Below minimum**, **Roll not taken**, **Cancelled**, and **Check** where the coach's Working with Children Check needs attention. ## What needs the office The box at the top, for example **13 things need the office**, lists: - **Roll not taken**: a session finished with people not marked. **Open the roll** opens it to take it now. - A session below its minimum inside its decision time, with **Run it** and **Cancel it**. - A session that **does not hold** a court, with the reason, for example a court closed for repairs. **Open it** opens the session. - **A class waiting as a draft**, with **Open it**. - A fee taken off after its invoice was paid, so the member is owed it back, with **Invoices**. - A coach's Working with Children Check that has expired, is about to, or is not recorded, when they are down to take junior sessions in the next two weeks, with **See coaches**. Notices to the office are only shown here. Sports Club OS does not email them. ## A session Press a session. Its panel shows the class, the date and time, the place and coach, how many are booked and its flags. - **Open the roll** opens the roll for the session. See [Take the roll on your phone](https://sportsclubos.net/help/classes/take-the-roll/index.md). - **Booked** lists each person with how their place is paid, for example **$22 on account** or **Term**. **Cancel**, then **Press again**, cancels that person's place. The message says what happens to what they paid, the same as when a member cancels. > **Note:** That message is the one a member sees, so it may read as if it were speaking to the member, for example "The $22 comes off your account." It describes what happens to the person's place and fee, not yours. - **Waiting, in order** lists the waitlist. **Move up** moves someone up one place. **Let in** gives someone a place straight away when there is one free, or when a place has been offered to them. - **Book someone in**: type a name, then press **Book**, or **Add to waitlist** if the session is full. Each person found says whether they can come, for example **Juniors 9 to 12**. The office can book outside the class's booking window, and the person is told by email. ### Change a session 1. Press **Change this session**. 2. Change the **Coach**, the time it **Starts**, the number of **Places**, or **Where** it is. 3. Choose **This session only** or **This and all after**. A different coach for one session shows as cover, "Priya (for Tom)". Sessions already changed by hand keep their changes. 4. Press **Save**. A clash is shown before you save: another session in the same place, a member's court booking, or the coach somewhere else. A clash of place stops the save; a clash of coach can still be saved. **Stop this class**, then **Press again: no more sessions**, ends a repeating class. No more sessions are made, and coming sessions nobody has booked are taken off the timetable. Coming sessions with people booked stay on, and the message says how many, for example **Stopped. 2 sessions with people booked are still on: cancel them to tell everyone.** ### Cancel a session 1. Press **Cancel it**. 2. Under **Why**, choose **Wet courts**, **Coach away**, **Not enough people** or **Something else**. **The note that goes to everyone booked** is filled in for the reason. Change it if you like. 3. Read what will happen, for example **3 people will be told. 3 make-up credits will be given.** ![The Cancel this session panel over the class list: 8:30am Blue ball tennis, Tennis court 1, 3 of 6 booked; Why, with Wet courts chosen from Wet courts, Coach away, Not enough people and Something else; the note that goes to everyone booked, "Sorry, the courts are too wet to play on, so this session is off."; "3 people will be told. 3 make-up credits will be given."; and Keep it and Cancel the session and tell them.](https://sportsclubos.net/help/img/classes-cancel-session-1600.webp) *Before you press, the panel says how many people will be told and what happens to what they paid. Shown in release 2026.10.29 · Classes · as a Head Coach.* 4. Press **Cancel the session and tell them**, or **Keep it**. Everyone booked is emailed the note. Pass sessions go back on the pass, fees on an account come off it, and children enrolled for the term get a make-up credit where your club's settings give one. A session's court is let go on the booking calendar. > **Note:** Casual Staff are shown **Cancel it**, but cancelling a session is for whoever runs classes (the Head Coach by default) and for the session's own coach, so pressing it as Casual Staff is refused. Ask whoever runs classes to cancel it, or to give your role that permission on Roles & permissions. ## Change a week For a holiday week, or a coach who is away: 1. Press **Change a week**. The panel lists every session in the week, each with a tick box. 2. Tick the sessions to change. **Tick everything taken by** ticks one coach's sessions; **Tick all** and **Clear** tick or untick everything. 3. Choose **Set a cover coach** and **Who is taking them?**, **Move place** and **Move them where?**, or **Cancel them**. 4. Press **Change 4 sessions**, or for cancelling, **Cancel 4 sessions…**, which opens the cancel panel above for all of them. ## Messages **Messages**, on the timetable, lists what was sent about classes for the last six weeks: when, to whom, what it was about and the words. Choose a kind from **Every kind** to see one kind only. Each message says whether it was sent and, if not, why, for example when the person has no email address or has switched those emails off. ## Also on the timetable - **Terms**: see [Terms and enrolment](https://sportsclubos.net/help/classes/terms-and-enrolment/index.md). - **New class**: see [Make a class](https://sportsclubos.net/help/classes/make-a-class/index.md). - **The public page** opens the public What's on page, and **Foyer screen** opens today's classes as a TV shows them. See [The public What's on page](https://sportsclubos.net/help/classes/whats-on/index.md). ## If something goes wrong - **A session shows Check.** The coach's Working with Children Check has a problem. Fix it on Club > Classes > Providers, **Coaches**: see [Providers, coaches and who collects the fees](https://sportsclubos.net/help/classes/providers-and-coaches/index.md). - **The timetable says "There are no classes yet".** Your club has not made any. **Load the starting timetable** puts in sample classes with made-up coaches, and **Make the first class** starts your own.