Help & quick start

Get your first schedule
up and shared.

Everything below is written for the first week. Start with the count-in, then use the rest as a reference when you need it.

Your first hour

Four steps, in order. Each one needs the one before it.

5

Name your studio and add your rooms

Sign in with the same email address you used at checkout. Open Studio Settings and enter your studio name, then add a room for every space you schedule into — Studio A, Studio B, the small room. Rooms become the columns of your grid, so it's worth getting them right before anything else.

While you're in there, set your day start and end times and your slot size. Fifteen-minute slots give you the finest control; thirty is easier to drag onto. You can change it later.

6

Add your teachers

Add every instructor who will appear on a class card. You don't need their email address for this — that's only for staff who will edit the schedule themselves, which is covered further down.

7

Place your first classes

Pick a day tab and start dropping classes onto the grid. Give each one a name, an age or level, a teacher and a length. Drag to move, drag the bottom edge to change the length.

The app watches for collisions as you go and flags a card when two classes want the same room, when a teacher or assistant is in two places at once, when a dancer group is double-booked across rooms, or when a teacher is scheduled outside the hours they've given you. The count sits in the header so you can see at a glance whether the day is clean.

8

Share the parent link

Open the share options and copy your parent link. Anyone with it sees a live, read-only view of your schedule — no account, no password. It updates the moment you do, so you never re-send a PDF because one class moved.

That's the count-in. Everything after this is optional and can wait until you need it.

Seasons

A season is a saved snapshot of a whole schedule. It's the safety net that makes it safe to experiment.

  • 💾 Save Season — stores what's on screen right now under a name you choose. Do this before any big rearrangement.
  • 📂 All Seasons — your list of saved schedules. Switch between them, archive the ones you're done with, or start a new blank one.
  • Make a copy — duplicates a season so you can change it without touching the original. This is the one to reach for week to week: copy last week rather than rebuilding. The name increments on its own.

Classes you've created but haven't placed on the grid are saved with the season too, so nothing gets lost when you switch.

Sharing your schedule

Three different links, three different jobs. Know which one you're handing out.

Parent link

Read-only. Class names, ages and levels, times, and your studio branding. Works on a phone — below tablet width it becomes a scrollable day list rather than a grid. You can also embed it in your existing studio website.

By default it follows whatever season you're editing. If you'd rather freeze it on a specific published season, choose that season when you copy the link and it stays pinned there no matter what you do in the editor.

Teacher names never appear on the parent link. They're stripped deliberately. Assume everything else on that page — class names, ages, times, branding — is visible to anyone the link reaches, including people you didn't send it to.

Teacher Booking Link

A staff-facing week grid where instructors book their own rehearsals, private lessons and solos into open studio time. They don't need accounts, which is the whole point — you send one link and they sort themselves out. Bookings are organised into named weeks.

Anyone with the booking link can add and remove bookings. They can't touch your classes, seasons, branding or settings — only the bookings. Still, treat it as a staff link, not something to post publicly.

Website embed

The same read-only view, sized to sit inside a page on your own site. Copy it from the share options and paste it into whatever your website builder calls an embed or code block.

Teachers & staff

Letting staff edit alongside you

In Studio Settings, add the email address of anyone who should be able to edit. They then create their own account using that exact address and they're in.

No invite email is sent. The app doesn't send email at all. Use the Copy invite message button — it writes the message for you, including the address they need to sign up with — and send it however you normally reach your staff.

Teacher availability

You can record the hours each instructor is actually available, and the schedule will flag any class placed outside them. One row per day, with four choices:

  • Not entered — you haven't said yet. Nothing is ever flagged. This is the default and it's a real answer, not a blank.
  • Available all day — they're open for anything in your operating hours.
  • Only between… — pick a start and an end. Times stop at your closing hour.
  • Not available — they're off that day. Anything scheduled gets flagged.

These hours are private staff data. They're stored separately from your schedule and are never readable from the parent link or the booking link.

Who's around

The side panel groups your instructors for the day you're looking at into who's in, who's off, and who hasn't given you hours yet. It reads the same information as the card flags, so the two can't disagree.

Collecting from families

Two tools that generate a private link per dancer. Each family can open only their own.

Collect Conflict Dates

🗓 Collect Conflict Dates generates a link per dancer where a family marks the dates they'll be away. You get it all back in one place instead of chasing texts in August.

Evaluations

Write an evaluation per dancer and hand each family a private link to read theirs. The writing was never the slow part — distribution was — so this is built around getting them out the door.

Both use a long random link per dancer. A family can open theirs and nothing else, and the list of them can't be browsed by anyone but you and your staff. Send each link to that family only.

Documents

A separate part of the app for the paperwork, if your plan includes it.

Fill in your studio profile once and it flows into every template: family survey, family handbook, instructor contract, competition interest form, competition team contract, dismissal letter, and welcome packet. Export to Word to keep editing, or to PDF to send.

Have a lawyer read your contracts. The templates give you a strong starting point and save you the blank page, but the instructor contract, the team contract and the dismissal letter carry real legal weight in your state. Get them reviewed before you use them.

Printing & exports

  • ⬇ Download as Spreadsheet — the whole schedule as a file you can sort, filter, or hand to whoever does your payroll.
  • Print / Save as PDF — fits to one landscape page, with the studio, day and season named in the header.

Print one day at a time. A full week across four rooms technically fits on a page, but the columns end up about thirty pixels wide and nobody can read it.

It's worth saving a PDF of any schedule you're relying on for something real — a recital, a competition weekend, payroll. Your own copy, in your own files.

Your subscription

Your Season Pass renews once a year. Open Manage Subscription in the app to see your next renewal date, update your card, download receipts, or cancel — it opens Stripe's own billing portal, so your card details stay with Stripe and never touch us.

Cancelling stops the next renewal. You keep access through the end of the period you've already paid for.

Still stuck

Email dance@freshcoastdance.com. It comes to a real person who built the thing, not a queue.

Tell us what you were trying to do, what happened instead, and roughly when — that's usually enough to find it. If a button isn't responding, mention which one and what browser you're on.