Run group classes and manage available places
A group class has one scheduled time and several available places. It is different from an individual appointment, where a customer books a separate time.
How it works
Section titled “How it works”There are three parts to set up:
- A meeting type describes the kind of class, such as “Evening yoga”, and supplies its starting capacity and communication settings.
- A class is a Google Calendar event, or a repeating series of events, opened for registration in omotto. A session is one date in that series.
- A place is one person’s space in a session. One registration can hold several places.
Creating a meeting type alone does not schedule any classes. First connect Google Calendar and configure an active calendar, then create the type and actual sessions.
A registration made through omotto reserves places in one session, not automatic attendance in every week of the series. The capacity check uses the requested number of places, so a registration for three people needs three free places.
Where to find it
Section titled “Where to find it”Open Meetings for classes, the Service selector for meeting types, and Group classes → Participants for a class’s roster. Business-wide booking limits and approvers are under Bot → Handbook → Our policies → Booking; invitations and reminders for the whole business are under Meetings → Appointment messages, and archived meeting types are restored from Meetings → ⋮ → Archived appointment types. See booking rules and reminders.
Set it up
Section titled “Set it up”The calendar must be active and offer the selected group-class meeting type. Check the calendar and type selections before creating anything.
Creating, renaming, moving and cancelling classes requires permission to manage meetings. Managing participants is a separate permission; someone with only that permission can work on the participant list without changing the class schedule. Changing the permanent staff list also requires permission to manage the Google Calendar connection. Ask the workspace owner to check your permissions if controls are missing.
Set up a group-class meeting type
Section titled “Set up a group-class meeting type”- Open the Service selector. If Edit availability is active, turn it off first to see the selector.
- Choose New service inside the menu. To edit an existing type instead, choose the pencil icon beside its name (Edit meeting type).
- Enter its Name.
- Set Meeting kind to Group class.
- Check Default number of places.
- Under Can be offered on, check that the intended calendar offers this type.
- Check that Active is on.
- If this is a new type, choose Apply.
The existing-type editor saves changes automatically. For more about creating and editing types, see meeting types.
Route 1: create a new regular or one-off class
Section titled “Route 1: create a new regular or one-off class”- Select the calendar that will hold the event.
- Navigate to the intended week.
- Open More actions.
- Choose New class….
- Select Meeting type.
- Check Places and the schedule fields in Settings below.
- Choose Create the class.
To start from a selected time block instead, turn on Edit availability, then drag across the desired time. Choose the class option if the type chooser appears. This uses the selected block’s date, time and length as the starting values. If you already chose an availability-window kind during this session, the chooser no longer appears; use More actions → New class… instead.
The New class… menu route starts from 09:00–10:00. It uses today if today is in the displayed week, otherwise the first day of that week. A past starting point is moved forward, so always check the proposed time. This is a starting suggestion, not the meeting type’s duration.
If the form warns that the proposed time has already passed and adjusts it, check the new date and time before sending again.
If the time overlaps another event, review the busy-event details. Create anyway explicitly accepts that overlap; it does not move or cancel the other event.
Route 2: turn an existing Google event into a class
Section titled “Route 2: turn an existing Google event into a class”Use this when the event is already on the connected calendar.
- Open More actions.
- Choose Add a class from an existing event.
- Select Calendar.
- Select Calendar event.
- Select an offered group-class Meeting type.
- Check Places.
- Choose Create the class in the picker.
A suitable Google event can also be selected directly on the calendar; its conversion form uses Turn into a class.
The conversion uses the event’s existing schedule. For a recurring event it applies to the whole series, not only the selected date. Sessions are made available within the booking window. A non-repeating event becomes one session.
Events omotto created for individual customer appointments cannot be converted. The event picker searches only from now through the configured booking window. If no events appear, check the selected calendar, make sure the event was created there independently of an omotto customer appointment, and check its date against Maximum under Booking horizon and approval boundary. Use Show advanced options to see that boundary; see booking-window settings. If the type is missing, add it to that calendar’s offered types first.
Existing invitees are considered when counting places. If conversion says it cannot read or count the invitees, correct the Google guest list and try again. When the warning concerns additional guests, inviting those people individually can make the count clear.
Settings
Section titled “Settings”Meeting-type settings
Section titled “Meeting-type settings”| Setting | What it does | Starting value or effect |
|---|---|---|
| Name | Identifies the type. A newly created class initially uses this as its Google event name. | Enter your own name. Renaming the type is not the same as renaming an existing class event. |
| Meeting kind | Group class means several customers share a scheduled session. Individual appointment means a separate appointment. | An ordinary new type starts as Individual appointment. The class-creation shortcut preselects Group class. Check it when reusing a type. |
| Default number of places | Suggests the capacity when you create a class of this type. | Switching to Group class with no capacity supplies 10 places. You can change this before creating a class. |
| Can be offered on | Controls which configured calendars offer the type. | A calendar with no type restriction offers all active types. Check the actual calendar selection. |
| Active | Allows new registrations of this type. Turning it off does not remove events already on Google Calendar. | On for a new type. |
Class length and timing come from the session’s own schedule, not the individual-appointment duration, buffer or start-time interval fields. Those individual-appointment controls are hidden for a group type.
New-class fields and calendar selection
Section titled “New-class fields and calendar selection”| Field | Meaning and options | Starting value or rule |
|---|---|---|
| Calendar | The configured calendar receiving the Google event. This selection is in the toolbar, not inside the new-class form. | Choose the correct calendar before opening the form. |
| Meeting type | An active Group class type offered on this calendar. | Choose a type; individual types are not offered here. |
| Places | Maximum places for each session of this class. | Prefilled from the meeting type. Enter a positive whole number; new-class creation allows up to 10,000. This is a place count, not a promise that Google can email that many guests. |
| When | Regular repeats weekly on selected days. One-off creates a single session. | Regular. The form does not create monthly or every-other-week patterns. |
| Start date | Identifies the first session’s date when a date adjustment needs to be shown. | The date comes from the calendar selection, not an editable date field. For a regular class, the first session is on the first selected weekday on or after that date. For another date, use a new block in Edit availability when the type chooser is available; otherwise use New class… and check its suggested date. |
| Days | Weekdays on which the regular class repeats. More than one is allowed. | Starts with the selected block’s weekday. At least one must remain selected. Not shown for One-off. |
| Start time | Local start time for the session or recurring sessions. | Starts with the selected calendar time. Check the time zone used by the calendar. |
| Length (minutes) | Duration of each session. | Starts with the selected block’s length. Use a whole number of minutes, at least 15. |
| Ends before date | Optional end boundary for a regular class. | Empty means no chosen end date. The date is excluded: a session on that date is not created. It must be after the first session. |
For example, a Monday class with Ends before date set to a particular Monday does not include that Monday. Choose One-off if you want only one session.
Staff emails and standing invitees
Section titled “Staff emails and standing invitees”Recognised staff do not use customer places. This includes workspace members, the connected Google account and the standing invitees for that class’s meeting type or calendar. Do not use a staff setting for someone attending as a customer.
Staff who never take a class place starts empty and can hold up to 100 addresses. Use it for instructors without an omotto login. Adding an address affects future class counts too. It does not itself send an invitation.
From Mark as staff, the optional Add to the staff list checkbox makes the email a permanent staff entry. It starts unchecked. Without it, the mark applies to this session only. If the person has no valid email, you lack connection-management permission, or the permanent list is full, handle the remaining sessions separately and correct the staff list in settings.
Standing invitees on the meeting type starts empty. For classes, these addresses are recognised as staff when they are on the event; creating a class does not add them as invitees. Invite instructors to the event directly in Google Calendar. Confirm any warning about an address outside the workspace rather than adding customers here to avoid a full class.
Invitations and reminders
Section titled “Invitations and reminders”The meeting-type editor includes the communication settings below. These share the business-wide invitation and reminder settings.
| Setting | Options and effect | Default |
|---|---|---|
| Invite customers to this meeting type’s calendar events | Inherit (on) or Inherit (off) follows the business setting. On enables invitations for this type; Off disables them. A customer still needs a verified email. Standing staff invitees are separate. | Inherit. New business-wide invitation settings start on; check your saved value. |
| Send reminders for this meeting type | Inherit the business setting, force On, or force Off. These are omotto messages, not Google’s own calendar alerts. | Inherit. New business-wide reminder settings start on. |
| Reminder lead time (minutes) | Positive whole minutes before the session. A multiple of 1,440 means local calendar days, preserving the local clock time across a daylight-saving change. Other values mean elapsed minutes. | Blank inherits the business value, initially 1,440 minutes: one day before. Inherit (… minutes) clears the override. |
| Reminder copy override | Separate English and Hebrew text for this type. The supported placeholders are %{service} for the meeting type’s name and %{when} for the session’s time. Reset to default removes that language’s override. |
No type-specific override. The same-language business text is used next, then the built-in customer text. |
Class reminders apply to active omotto registrations linked to a customer conversation. Adding someone only to the Google event does not create an omotto chat reminder. Sending still depends on the messaging consent and channel availability; a reminder setting is not a delivery guarantee.
The detailed roster belongs in the staff participant list. omotto only publishes the detailed roster in a Google event description while its invitees are recognised as staff. When customers are invited, the description uses participant-safe text instead. Do not paste confidential customer information directly into a shared event description.
What happens when…
Section titled “What happens when…”You change the default capacity
Section titled “You change the default capacity”The class keeps the capacity it was created with. Later changes to Default number of places apply to future class creation, not existing classes.
An existing class can appear in the event picker again. Replacing its meeting type or capacity requires confirmation, and is refused while participants still hold places. Do not use a type-default change as a way to fix an oversold session.
A customer registers, cancels or moves their places
Section titled “A customer registers, cancels or moves their places”Registration is subject to the configured booking window, customer limits and approval rules, and any required verification. A full session does not accept additional places. A session whose guest list cannot be read does not accept new registrations either.
Moving a customer’s registration to another session is different from moving the class itself. The destination must have enough places. A refused move does not give up the original booking. Cancelling or moving a registration that holds several places affects that registration’s whole quantity.
A booked place does not depend on a calendar invitation being sent or accepted. If an invitation has been attached, the old place can remain held while removal from the old Google event is being confirmed. Being removed is not a free place yet.
You need to check or change the participants
Section titled “You need to check or change the participants”- Find the class in Group classes.
- Choose Participants.
- Find the session date you need.
The list combines Signed up through omotto registrations and people Invited on the calendar. A person may hold more than one place. Read the number of places, not just the number of names.
| Participant action or status | What it means |
|---|---|
| Cancel the booking | Cancels an omotto registration. Confirm the whole quantity shown. Without a Google invitation, the places become available immediately; with one, they remain counted until its removal is verified. omotto tries to send a cancellation message, but delivery depends on the conversation’s channel being available. Contact the customer directly if needed. |
| Update the number of places | Corrects the party size for an invitee added on Google Calendar. It is not the editor for a registration made through omotto. Check this when someone’s additional guest count decreases and the old total remains. |
| Mark as staff | Excludes a calendar invitee from the place count for this session. It is not a way to cancel a customer’s omotto booking; use Cancel the booking for that. |
| Back to participant | Reverses a staff mark so the person counts as a participant again. |
| Send calendar invitation | Appears for an eligible existing omotto registration after invitations are enabled and a verified customer email is available. Changing the invitation setting alone does not invite earlier registrants automatically. |
| Invited, Invitation on its way, The invitation failed, Being removed | Show the state of the Google invitation, separately from the place reservation. An invitation failure does not free a held place. |
| Place taken — the participant’s details were erased | Personal details are no longer shown, but the place is still counted. Do not assume an unnamed row is available capacity. |
An invitee added directly in Google Calendar is removed there, not with Cancel the booking. For a registration made through omotto, removing its Google invitation by hand is not cancellation: omotto may restore it. Cancel the registration in omotto instead.
You rename the class
Section titled “You rename the class”- Select the class block on the calendar.
- Choose Rename….
- Edit Class name.
- Choose Update name.
This updates the main Google event’s name. For a series, it is a series-level name change, not a new meeting-type name. The field allows up to 200 characters.
You move just one session
Section titled “You move just one session”- Select the class block on the calendar.
- Choose Move class….
- Set Date.
- Set Time.
- Check This class only and the participant-notification choice.
- Choose Move class.
This class only describes the scope; it is not a whole-series option. The session keeps its participants and duration. Other dates in the series are unchanged. You can also drag the class block to propose a new time.
Notify registered participants starts checked in both the move and cancellation dialogs. It controls omotto’s participant messages. omotto tries available channels and can keep trying until the relevant session time; it does not guarantee every participant receives a message. Google’s own event updates are separate. If you clear it, arrange any necessary communication yourself.
When the target overlaps another event, inspect the conflict before choosing Move anyway. That choice accepts the overlap, not a booking for an alternative time. A past time or a clock time that does not exist on that date cannot be used.
For changes to the overall recurring schedule rather than one session, edit the series in Google Calendar. Google asks which occurrences a recurring-event edit should apply to; check that choice carefully. See Google’s recurring-event instructions.
You cancel a session, stop registrations or delete a series
Section titled “You cancel a session, stop registrations or delete a series”These actions are different:
| Action | What happens |
|---|---|
| Cancel class… on a calendar block | Cancels that session and removes its Google event. Review Notify registered participants, then confirm Cancel class. The other sessions in a recurring series are not cancelled. A session that has ended cannot be cancelled this way. |
| Cancel the class in the group-class list | Stops registrations for that class but leaves the Google event on the calendar. Existing calendar invitees are not the same as cancelled registrations with delivered notices. Do not use this as a substitute for notifying people that a session will not happen. |
| Delete series… | Removes the class series and its Google event. This is offered only when eligible: participant history, unreadable rosters, open incidents or another pending operation can prevent deletion. |
| Cancel class and leave event on calendar | Alternative offered when deletion cannot establish that the full series is empty, such as an open-ended series. Stops class registrations without deleting the Google event. |
If the screen says removal or deletion will finish in the background, refresh and check the final state. Do not create a replacement event while the result is unclear.
A class has ended
Section titled “A class has ended”Choose Show classes that have ended to load older classes. Their participant history is kept. An Ended status is not an empty class, and an unreadable historical list is not proof nobody attended.
A booking in an ended session cannot be cancelled to free a place. A meeting type with retained participant history may need to be archived rather than removed; active scheduled classes must be handled before the type can be archived. See archiving meeting types.
Troubleshooting
Section titled “Troubleshooting”| What you see | What to do |
|---|---|
| No class type or no new-class action | Check that the calendar and group type are active, that the calendar offers the type, and that you have meeting-management permission. |
| Oversold | Compare the participant list with the real attendance plan. Correct genuine staff marks and calendar-invitee quantities. Cancel mistaken omotto registrations through Cancel the booking, and remove mistaken Google-only invitees in Google. Contact affected customers before changing their plans. Do not expect a type-default change to resize this class. |
| list not fully read or a participant-list warning | Do not treat the displayed count as final. New registrations for that session are paused. Check the guest list and Google connection, then refresh. Contact support if it stays unreadable. |
| Google no longer shows the calendar | Reconnect the Google account that owns it and check access to the calendar. New registrations are paused; existing classes are not automatically cancelled. If the calendar was deleted, resolve the event and participant arrangements directly rather than waiting for reconnection to restore it. |
| An event or session is gone | It cannot accept registrations. Check Google Calendar and contact the participants; the retained list is not a newly bookable session. |
| Setup is waiting, or an event was created but class setup did not complete | Send the same form again. If it still fails, find the event already created in Google and use the existing-event route. Do not start by creating another copy. |
| Invitation failed or cannot be attached | The place is held. Check the customer’s verified email, the invitation setting and the actual Google invitee. Where the warning directs you to do so, invite the person manually on the calendar. If an address appears as a different Google account, correct the invitee there. |
| Being removed or places still held | Check whether the cancelled person’s invitation still exists in Google. Refresh after correcting it. Do not resell a place still shown as held; contact support if removal stays stuck. |
| Move outcome still being checked | Check the actual event time in Google and refresh the page. Avoid a second, conflicting move while the outcome is unclear. |
| Not delivered | The participant update was not delivered in time. Contact the participant directly; changing the class time is not proof they received the news. |
If Google says an invitation was sent but the guest cannot find it, ask them to check their inbox and spam and respond to the invitation. Their Google Calendar invitation settings can prevent an unfamiliar sender’s event from appearing automatically. See Google’s invitation troubleshooting.