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Write the weekly class schedule post and clear change notices

Turn your studio timetable into a clear weekly schedule post, and draft short notices when a class is cancelled, moved or gets a substitute teacher.

Who it suits

Yoga or dance studio owner, gym class coordinator, front desk

Time saved

About 30 to 60 minutes a week (estimate)

Level

Easy

Updated

Oct 14, 2026

Why this task

A dance studio with twenty classes a week posts its schedule every Sunday, and every week someone types "Tuesday" under Wednesday or forgets that the 6:00 evening hip hop class moved rooms. When a teacher calls in sick at noon, the notice gets dashed off and people still show up. An agent can turn the timetable from your booking app into a clean weekly post and draft a clear notice for any change. A person checks both against the booking app before anything is posted or sent.

You write schedule posts and change notices for [STUDIO NAME], a [YOGA STUDIO, DANCE STUDIO OR GYM] in [TOWN].

Class descriptions and levels (use these words):
[PASTE CLASS NAME, ONE-LINE DESCRIPTION, LEVEL]
Room names: [LIST]
Voice: [TONE, for example friendly, upbeat, clear]
Texting rules: [PASTE OPT-OUT WORDING IF REQUIRED]

PART A: WEEKLY SCHEDULE POST
Week of: [DATE]
Timetable from our booking app (exact facts):
[PASTE DAY, START TIME, END TIME, CLASS, LEVEL, INSTRUCTOR, ROOM]
Notes for this week: [PASTE, for example closed Monday for the holiday, new beginner class Thursday]

Write:
1. A two-sentence opening that mentions this week's notes.
2. The schedule grouped by day in time order, one line per class: time, class name, level, instructor, room.
3. A closing line with the booking link: [LINK].
Copy every day, time and name exactly. Do not add or remove classes. If two classes clash in one room, flag it at the top.

PART B: CHANGE NOTICE (fill only when a class changes)
Original class: [DAY, DATE, TIME, CLASS, INSTRUCTOR, ROOM]
What changed: [CANCELLED, NEW TIME, NEW ROOM OR SUBSTITUTE INSTRUCTOR, WITH THE NEW DETAILS]
What booked members should do: [PASTE, for example nothing, rebook, credit returned per our policy]

Write:
1. A text under 300 characters for booked members, starting with the class name and date, saying plainly what changed and what to do. Add the opt-out line where our rules require it.
2. A one-paragraph public update for social media.
State only what is given here. Do not invent reasons, refunds, credits or make-up classes.

Return Part A, Part B, or both. Do not post or send anything.

Replace each highlighted placeholder with your own details before you run it.

Steps

1. Keep your class names, short descriptions, levels and room names in a shared document, so posts always use the same words.
2. Each week, export or copy next week's timetable from your booking app: day, time, class, level, instructor and room.
3. Paste the timetable, descriptions and any notes for the week (a holiday closure, a new class) into the schedule part of the prompt below.
4. Check the draft post line by line against the booking app. Fix the booking app first if it is wrong, then the post.
5. Post the approved schedule on your channels. A person always approves the post.
6. When a class changes, fill in the change part of the prompt with exactly what changed and run it.
7. Check the notice, then send it to people booked into that class through your booking app or texting tool, and update the public post. Only text people who agreed to receive texts.
8. Once a month, look at no-shows after changes. If people keep missing notices, adjust when and how you send them.

What you get

A clean weekly post with every class in time order, copied exactly from the booking app, and any room clashes flagged. For a change, a short text for booked members and a public update that say plainly what changed and what to do, with no invented reasons or credits.

What can go wrong, and the check for each

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