Configure Class Session Available Notification

Modified on Fri, 13 Mar at 4:47 PM

If a class session is fully booked, you can add interested clients to a waitlist. A waitlist consists of clients who wish to attend a session that has already reached its maximum capacity. When a scheduled attendee cancels or reschedules, the system automatically triggers a notification to waitlisted clients, allowing them to book the newly available spot. In this article, we will guide you through the steps on how to configure the "Class Session Available" notification to notify clients of openings.

Things to Know

In order to utilize the class waitlist feature, ensure the following settings are configured:
Access Control: Staff must have the Schedule Classes/Events permission set to Edit
Hidden Settings: Contact your account manager or the support team to enable the "Enable Client Waitlisting" and "Enable Client Waitlist for Classes on Scheduler" hidden settings.
Class-Level Setting: The "Enable Waitlisting" toggle must be turned ON inside each individual class modal (it is OFF by default). You can enable it when scheduling a class or at any time after the class has been created.
When clients click Book Now, they are redirected to your booking widget. Note: Once redirected, clients can view and book any available class session, not only the specific session they originally joined the waitlist for.
This notification is deliverable via email, SMS, and push notification channels.
SMS Segment Calculation & Billing:
- SMS costs are calculated per segment, not per message. Carriers treat each segment as a separate message for delivery and billing, so every segment is counted and charged individually. This billing method is determined by carriers and is not specific to MyTime.
- Segments per message are based on length and encoding
- Encoding Standards
  - GSM Encoding:
    - GSM-encoded messages (standard letters, numbers, and symbols) allow up to 160 characters per segment.
    - If the message is longer than 160 characters, it will be split into concatenated segments of 153 characters each.
  - UCS-2 Encoding:
    - UCS-2 messages (special characters, emojis, or non-Latin alphabets) allow up to 70 characters per segment.
    - If the message is longer than 70 characters, it will be split into concatenated segments of 67 characters each.
    - Even a single emoji forces UCS-2 encoding, reducing per-segment capacity and potentially doubling the number of segments.
  - Note: Concatenation headers are hidden data that let the recipient’s phone reassemble multiple segments into a single message.
  - Each recipient receives their own copy, so the number of segments per message is multiplied by the number of recipients to calculate billing. Example: A 2-segment message sent to 50 recipients counts as 100 billable segments. If each segment costs $0.02, the total cost would be 100 × $0.02 = $2.00. Learn more about SMS segments & billing here
- For franchise businesses using global marketing, if the “Allow Child Accounts to Edit Global Automated Marketing Templates”hidden setting is enabled, any edits made to the template at the child account level will apply only to that child account.

To customize your templates:

Navigate to Marketing > Automated Messages
Scroll to the Class Session Available template
Hover over the template and select View
From here you can edit the following (if your subscription allows):
- Delivery By: You can specify a fallback delivery method (email, SMS, push notification) when the primary method is unavailable. Learn more here
- Use if available: This is the primary method that will be attempted first
- Use if other methods not available: This method will be attempted if the primary option is unavailable (because contact information is not on file or the user opted out)
- Never Use: This method will not be used, even if none of the other options are available
- Reply-to Name: This is the name that appears when clients reply to an automated email. By default, it is pulled from the business name set on the Business Profile page.
- Reply-to Email: By default, this is set to the location's email address. If no email is configured for the location, the system will use the location owner's email instead. If the hidden setting "Use a specific reply-to email for outbound emails" is enabled, the system will use the email address entered in the "Reply-To Email for Outbound Emails" field.
- Subject Line: The subject line of the email as it will appear in the client’s inbox.
- Add Directions: Add directions for each location; they will appear in appointment-related emails.
- Class-Specific Instructions:Include tailored instructions for each class. These instructions will automatically appear in all class-related email, SMS, and push notifications. Learn more here.
- Body of the template
Once you've finished making changes, click Save to update the template.

For more information, contact us at support@mytime.com or (385) 233-6964.

Related Articles: