Navigation: Settings > Spaces
First make sure you have set up your Locations under Settings > Locations.
What are Spaces?
Spaces (or rooms) represent dedicated spaces within your location.
Linking your sessions/classes to specific spaces helps with organisation and ensures members know where each session/class takes place. You can have multiple spaces associated with a single location.
Adding a Space
Click the "Create new+" button.
Enter a descriptive name for your space (e.g., "The Arena", "Dance Studio").
Select the location this space belongs to from the dropdown menu.
Click "Save".
Adding Space Details to a Space
Spacess can accommodate different types of sessions/classes with varying capacities. Here's how to define these spaces:
Click on the name of the space you want to edit, or click the gear icon and select "Edit".
If required edit the Title or Location
Select “Add”
Choose the Class Type from the dropdown list (e.g., Learn to Belay, Yoga 101 etc).
Set the number of available places in the space for this specific class type.
Optionally, enable "Seat selection" if you want members to choose their spot within the space during booking.
Note: Unlimited capacity is the default setting for spaces without defined details.
Remember to Save your work!
Adding Availability Rules to a Space
By adding Availability Rules, you can prevent double bookings for sessions, group bookings, and classes. This allows you to offer a full schedule in your service store without worrying about manually managing availability for your scheduled items.
Selecting the Add button will create a new rule below the current working Rule.
Input a Rule name
Booking and Participant Maximums
Maximum Concurrent Bookings: Set the number of bookings that this space can accommodate at one time. Once either number is reached all other sessions/slots will be marked as unavailable. (Zero is unlimited)
Maximum Concurrent Participants: Set the number of participants that this space can accommodate at one time. Once either number is reached all other sessions/slots will be marked as unavailable. (Zero is unlimited)
For both Maximum Bookings & Participants, once either number is reached all other sessions in the same time slot, will be marked as unavailable in the Service Store. In the Schedule the booking time slot will still be present, but the title will be pixelated allowing admin users to book if required.
Session Overlap: Set the number of overlapping scheduled sessions this space can accommodate. (Zero is unlimited)
If overlapping scheduled sessions share this space, the first booked sessions up to the maximum entered above will be allowed. Once the specified number of uniquely booked sessions is reached, no other sessions for the time period can be booked. This corresponds to a "first booked wins" model.
Rule details. Using the selectable options, define when this rule is in place.
Decide if the Rule has a Start and/or End Date.
Add in a time Duration if required.
Remember to Save your work!
Linking Spaces to Sessions/Classes
Every Session in Clava needs to be assigned to a space, even if your location only has one space.
When creating a new class, locate the "Location/Studio"* field.
Select the relevant studio from the dropdown menu that includes all your previously created spaces.
Benefits of Using Spaces
Organised Scheduling: Clearly define where each class takes place, improving member experience.
Automatic Capacity: Set default capacities for different class types within a studio, saving time when creating new classes.
Seat Selection (Optional): Allow members to choose their preferred spot in the space during booking (if enabled).
By effectively using Clava's space management features, you can streamline your class organisation and provide a more informative experience for your members.