Common questions about running group programmes on Courses. A course is built from a course template, published with real dates, and enrolled from Courses, never from the Appointments New Appointment form.
Courses versus services
What is the difference between a course and a service?
A service is one appointment: a groom, daycare, a stay, or a 1:1 training session. You create those on Services with New, then New Service, and staff book them from Appointments with New, then Appointment.
A course is a multi-lesson group programme with a class list, capacity and attendance: puppy school, scentwork, obedience, agility. You create those on Courses. Do not create a Regular service for a group course.
Service | Course | |
What it is | One appointment, or a repeating appointment for one pet | A published run of lessons that several pets enrol in together |
Where you create it | Services, New, New Service | Courses, New, New Course Template, then Publish New Course |
Where staff book or enrol | Appointments, New, Appointment, then pick a service | Courses, New, Enrol pet(s), or Manage, Enrol Pet on the course |
Public booking form | Pet owners tap Services | Pet owners tap Courses, and only when the template has Online booking on |
Lesson service | You do not create one | The template creates a Lesson service. Do not create that by hand, and do not pick it on the New Appointment form |
Rolling classes also live on Courses. Use Enrol in Rolling Course, not a Regular service.
Should I create a service for puppy school, scentwork, or a group class?
No. Create a course template, then publish courses from it.
Open Courses, select New, then New Course Template.
Once the template exists, select New, then Publish New Course.
A Regular service (or a Lesson service) for a group class puts it in the wrong place. Staff will not find it where courses are enrolled, and the New Appointment services list still will not treat it as a course. Services does not list a course's own lesson service either: you manage it through the template.
Use a Regular service only for a single appointment, including 1:1 training. See Creating your first course template.
Why can't I see my course in the booking form?
The staff New Appointment form lists Regular, Initial, Add-on and Stay services. It never lists courses. Enrol the pet from Courses instead:
Open Courses, select New, then Enrol pet(s), or select List, then Manage on the course, then Enrol Pet.
Choose the client and the pets, then the course, and select Enrol Now on Review.
If the course is not in that list, publish it first with New, then Publish New Course.
The template's Who Can Book rules can block a particular pet at enrolment, and its vaccination requirement can hold the pet's lessons until its certificate is approved. Neither is why a course is missing from the New Appointment form.
On the public booking form, pet owners tap Courses, not Services. The course appears there only when the template's Booking Settings has Online booking on.
Finding courses in Petboost
Where do I find the Courses section?
Courses is in the sidebar under What you sell, with Services. Once your business has an upcoming course it moves up beside Appointments, and Service Performers and Service Supporters always find it there.
What you are doing | Where to go |
Create course templates | Courses, New, New Course Template |
Publish courses | Courses, New, Publish New Course |
Enrol pets | Courses, New, Enrol pet(s) |
If your plan does not include courses, Publish New Course and Enrol Now carry a lock, and selecting them offers an upgrade.
I'm new to courses. Where should I start?
Start with Creating your first course template. It covers template setup and capacity for group classes.
General questions
What are courses in Petboost?
Courses are multi-lesson group programmes with a fixed schedule, a class list and attendance. Use them for puppy school, scentwork, obedience and specialised workshops. Create them and enrol pets on Courses, not on Services.
What's the difference between a course template and a course instance?
A course template is the blueprint for a programme you offer again and again, such as "Puppy School 6-Week Program". It sets the structure, capacity, recurrence and number of lessons, and you reuse it for many courses, so your templates are your course catalogue.
A course instance is one scheduled course created from a template, with real dates, enrolled pets and an assigned instructor: the actual class. The detailed answer has an example.
How many pets can I enrol in a course?
As many as the template's Maximum Capacity, from 1 to 50. Once that many pets are enrolled the course is full, though your team can still enrol a pet by confirming Enrol anyway?.
The room you hold the class in should take the whole group at once, so set the resource's Pets at a Time to at least your class size, as Why am I getting a "capacity problem" error? shows.
Typical group class sizes:
Small classes: 4 to 6 pets for personal attention
Medium classes: 8 to 10 pets for a good balance
Large classes: 12 or more pets for basic programmes
Consider instructor experience, the size of the space and how complex the training is when you set the capacity.
Why am I getting a "capacity problem" error?
A Capacity Problem warning on a service's Team & Resources tab lists each team member or resource with fewer places than the service needs. For a resource, raise its Pets at a Time:
Open Resources and select Manage on the resource used for your course.
Choose Capacity.
Under Capacity Configuration, set Pets at a Time to at least your class size.
Select Publish Changes, tick the box in Before You Publish, then select Publish Changes.
On a course template's Team Members tab, Capacity breakdown shows each instructor's places, and reads cannot book when Capacity consumed per enrolment is more than they have. See Creating Your First Course Template for the full capacity set-up.
How do I make my course a group class for multiple dogs?
Set the template's Maximum Capacity to your class size, not 1.
Open Courses, select Manage on the course template, then Manage Template.
Choose Course Structure.
Set Maximum Capacity to your class size, such as 6 to 8.
Select Publish Changes, tick the box in Before You Publish, then select Publish Changes.
Setting | Value for 1:1 | Value for a group class |
Maximum Capacity | 1 | 6 to 8 (your class size) |
Your resource, the training room or facility, also needs room for the group. You can change the template at any time with Manage Template.
Creating and publishing courses
How do I create a new course template?
Open Courses, select New, then New Course Template.
Work through Basic Information, Course Structure and Booking & Team, then select Create Course Template.
To refine the template later, select Manage on its card, then Manage Template.
How do I publish a course from a template?
The form has three steps: Course Setup, Scheduling and Review & Publish.
Open Courses, select New, then Publish New Course.
On Course Setup, choose the Course Template, the Team Member and the Location, then select Next.
On Scheduling, set the Start Date and Start Time, check the lesson dates, then select Next.
On Review & Publish, check the course, then select Publish New Course.
The course is open for enrolments as soon as it is published.
Can I modify a course after publishing?
Before the course starts, while it is Upcoming, you can change the schedule, the instructor and the location with Reschedule Course. Rescheduling moves the lessons of every pet already enrolled, and Send notification tells each customer.
After the course starts, while it is In Progress, you can change only the lessons still to come. Past lessons cannot be changed. Tell enrolled customers about every change.
After the course completes, it can no longer be changed, and it stays as a historical record.
What if the instructor isn't available on some dates?
You have several options:
Edit individual lessons: on Scheduling, select Edit on a lesson and move it.
Choose a different start date: avoid the conflict from the beginning.
Assign a different instructor: choose another Team Member, or use Change Instructor on a published course.
Run fewer lessons: lower the template's Number of Occurrences before you publish, or cancel the lesson afterwards with Cancel Course, Select Sessions.
Can I run multiple instances of the same course?
Yes. You can publish as many courses from one template as you like:
Different days: a Monday class and a Thursday class
Different times: morning and evening sessions
Different instructors: more teachers for more capacity
Different locations: courses at more than one facility
For example, a "Puppy School" template can become three separate Monday, Wednesday and Saturday classes.
Enrolments
How do I enrol pets in a course?
Enrol in Course takes you through the enrolment one step at a time.
Open Courses, select New, then Enrol pet(s).
On Client, choose Existing Client, search under Select Owner & Pets, and select the owner and the pets. For a new customer, keep New Client. Select Next.
On Course Type, choose the course template, then select Next.
If the template has an age limit and the customer is new, enter the pet's birthday on Birthday, then select Next.
On Course, choose the course under Select Course. Optional: add Notes. Select Next.
For a new customer, fill in Pet & Owner, then select Create & Continue.
On Review, answer Notify customer about the booking?, then select Enrol Now.
The pet is enrolled for every lesson of the course. To leave some lessons out, switch on Only Enrol in some lessons under the course. The Notes on this form are not saved to the lesson bookings. See Managing Course Enrollments for the whole form.
Why can't I enrol a pet in a course?
Common reasons:
Course at full capacity: no places remain
Pet ineligible: it does not meet the template's age, breed or other Who Can Book rules
Course not available: it has already started or completed
Service restrictions: the pet does not qualify for the course's lesson service
Your team can still enrol a pet past an age, breed, badge, prerequisite, capacity or attendance cap rule by confirming Enrol anyway?.
Can pets from the same owner enrol together?
Yes. Several pets from the same customer can enrol in the same course if:
Every pet meets the eligibility requirements
Enough places remain for all of them
The customer can manage several pets in the class
The instructor approves, where behaviour is a concern
What happens if a pet misses a lesson?
There is no absent marker. A lesson you never check in stays Confirmed unless Auto-start lessons is on in the template's Automatic Actions. Note the reason in the Course Notepad if you know it, and follow up with the customer.
Depending on your policy, you may offer a make-up:
A private catch-up session
The equivalent lesson in another course
Video or written material to review
No make-up, as part of your course terms
Set out your make-up policy when you sell the course.
Can I remove a pet from an enrolled course?
Yes. On a lesson appointment, select Manage, then Cancel Enrolment. You can also open the pet's attendee menu on the course page and select Cancel Enrolment. See How do I cancel a single enrolment?.
If the first lesson is Payment Declined, void that invoice first, then cancel the remaining lessons. See What if the first lesson payment declined?.
Course management
How do I track attendance?
Check each pet in and out of each lesson on the course page.
Open Courses, select List, then Manage on the course, then View Course.
On Overview, open the lesson.
On each pet's card, select Manage, then Check In when the pet arrives.
Select Manage, then Check Out when it leaves.
There is no absent marker. Add notes about the lesson in the Course Notepad. Checking pets in and out lets you follow up on absences.
What is the Course Notepad for?
The Course Notepad, a tab on the course's page, is one note for the whole course. Use it to record:
Lesson observations: how the class went
Individual pet progress: milestones and challenges
Group dynamics: how the pets interact
Customer feedback: questions or concerns
Incident notes: anything that happened
Training achievements: successes to celebrate
These notes help you improve future courses and keep customers informed. How do I create a waitlist for a full course? has the steps to write in it.
What are "Temporarily Reserved Places"?
Places you hold back by hand on the course's Temporarily Reserved Places tab. They:
Reduce the places open to enrolment, including online enrolment
Stay until you release them: they do not expire
Don't count as enrolled
Are not used up when a pet enrols: lower Reserved Places Count after the customer enrols
To hold places:
Open Courses, select List, then Manage on the course, then View Course.
Choose Temporarily Reserved Places.
Set Reserved Places Count.
Select Save Changes.
They suit a customer considering enrolment, a payment still being processed, or another special case.
How do I know when a course is starting?
The course's status changes to In Progress on the first lesson's date
Next Lesson on the course page shows the class that is coming up
Reminder notifications go out, if you have set them up
The lessons show on your calendar
Check Courses before lesson days, and filter it by Upcoming to see what is about to start.
Can I cancel a course?
Yes, though it is better to plan so you do not have to. How do I cancel a course? has the steps.
Before it starts, a cancellation is less disruptive to customers, any refunds are simpler, and you can notify every enrolled customer.
After it starts, some lessons have already been delivered, refunds may be partial, and customers are more likely to be unhappy.
Always explain the cancellation clearly, and handle any refunds under your own policy.
Capacity and scheduling
How do I handle waitlists?
Petboost has no built-in waitlist. Instead:
Note interested customers, for example in the Course Notepad
Publish another course from the same template if demand is high
Contact the next customer when a place opens because a pet cancels
Plan future courses from the demand you see
What if I need to change the schedule?
Use Reschedule Course, which checks the instructor and the resource again for the new dates.
Open Courses, select List, then Manage on the course, then Reschedule Course.
On Scheduling, set the new Start Date and Start Time, or select Edit on a lesson to move it.
On Review & Reschedule, choose Send notification or Reschedule silently, then select Reschedule Course.
For a course that has started, you can move only the lessons still to come. Tell customers straight away, think about their commitments, note the reason for the change, and update any promotional material.
How do I manage holidays and closures?
When you publish a course, review the lesson schedule for holidays, and select Edit on a lesson that falls on one to move it.
For a published course, move the lessons still to come with Reschedule Course, tell enrolled customers early, and extend the course's end date if you need to.
Integration questions
How do courses work with services?
Creating a course template creates its lesson service, and the template holds everything about it:
Course template: the eligibility rules, pricing and structure
Age and breed restrictions: on the template's Who Can Book tab, through Manage Template
Pricing: the Course Price, one price for the whole course, set when you create the template and on its Pricing & Payments tab
A pet must meet the template's rules to enrol in the course. To set them:
Open Courses, select Manage on the course template, then Manage Template.
Choose Who Can Book.
Switch on Age Restrictions and set Minimum Age and Maximum Age, or select Edit Breeds beside Included Breeds or Excluded Breeds.
Select Publish Changes, tick the box in Before You Publish, then select Publish Changes.
How do team members work with courses?
Instructors are team members:
Only the team members the template allows are offered when you publish, marked Eligible only
Check Availability checks their availability when you publish a course
They can teach several courses if their capacity allows
What they can do on Courses depends on their role
How do resources work with courses?
A course's Location is either a resource or a street address, and a course can block other resources too:
Choose a room or area you have saved picks one of your resources, and Manually Enter Street Address takes any address
A saved location is blocked for each lesson: its other bookings cannot take that time, and the lesson shows on its calendar column. A typed address blocks nothing
Also blocks, under Advanced options in Course Setup, blocks further resources the same way, such as the groomer whose table the class uses. Keep the venue as the Location so customers still see its address
Check Availability flags a saved location or an Also blocks resource already in use at a lesson's time; a typed address is not checked
The resource needs room for the whole class
The instructor's working hours, not the resource's, decide when lessons can run: Check Availability flags a lesson outside them
Pricing and payment
How is course pricing handled?
Course pricing is:
Set on the course template, as the Course Price
One price per pet for the whole course, not per lesson
Billed on the pet's first lesson: the whole course fee sits on that lesson's invoice, and the other lessons carry no charge
A course is usually priced below the same lessons booked one at a time, for example $300 for a 6-week course where 6 single lessons at $60 would be $360.
Can I offer discounts on courses?
Set the base price on the template, as the Course Price on Pricing & Payments
To charge less per pet when an owner enrols several pets together, add tiers under Multi-Pet Discounts on the same tab
The enrolment forms have no price field, and a discount code does not apply to a course enrolment
Troubleshooting
"Course not appearing in list"
Check:
The status tabs on Courses: Show All, Upcoming, In Progress and Completed
On List, Filters: Time Frame starts on Today & Future, so a finished course needs Past or All. On either view, a cancelled course needs Show Cancelled
That you have permission to view courses
"Can't publish new course"
Verify:
The template exists and is set up: create one with New, then New Course Template, if you need to
The team member is available, on Team Members
The location or resource is available, on Resources
You have permission to create courses
"Enrolment failing"
Common causes:
The course is at full capacity
The pet does not meet the eligibility requirements: check its profile on Customers & Pets and the template's rules through Manage Template
The course has already started or completed
A permissions issue
"Lesson dates not generating correctly"
Review:
The template's recurrence pattern, through Manage Template, Course Structure
The start date you chose
The number of lessons on the template
Holidays and closures, and the instructor's availability on Team Members
Planning courses
How often should I run courses?
It depends on demand and capacity:
High demand: run continuously, with several courses at once
Moderate demand: quarterly or seasonal courses
Specialised programmes: as interest builds
Watch your enrolment numbers to decide how often.
How far in advance should I publish courses?
A timeline that works for many businesses:
Publish: 3 to 4 weeks before the start date
Promote: from 4 to 6 weeks ahead
Open enrolments: 2 to 4 weeks ahead
Prepare: in the final week
This gives customers time to plan and commit.
What size class works best?
Consider:
Instructor experience: new instructors start with smaller classes
Training complexity: advanced skills need smaller groups
Space: the size of the room
Safety: more control with fewer pets
Profitability: balance quality with revenue
Start small and adjust as you see how it goes.
Deleting and cancelling courses
Can I delete a course that has already started?
No. Petboost has no way to delete a course, started or not, which protects attendance records, enrolment history and any payments already taken. Cancel it instead.
Scenario | What to do |
Need to stop the course entirely | Cancel Course, Entire Course, which cancels every lesson still to come |
Want to remove it from your active list | Cancel it before its first lesson: a cancelled course is hidden until you switch on Show Cancelled |
Need to end early but keep records | Cancel Course, Select Sessions, and pick the remaining lessons |
After cancelling:
Lessons already run stay in the course's history
Enrolled customers are notified if you choose Send notification
The cancel step returns a card prepay, or keeps the cancellation fee and returns the rest. A cash, bank transfer or Other EFTPOS prepay is marked for you to return. Issue Refund remains for a lesson that was Paid by a later charge
The course record is kept
Tip: While a course is still Upcoming, you can cancel or reschedule it freely. Plan carefully before the first lesson to avoid complications.
Group classes and capacity
How do I set up group classes with capacity limits?
A group class needs the right capacity in two places: the course template and the resource where you hold it.
Open Courses, select Manage on the course template, then Manage Template.
Choose Course Structure and set Maximum Capacity to your group size, such as 8. This is how many pets can enrol in each course.
Select Publish Changes, tick the box in Before You Publish, then select Publish Changes.
Open Resources, select Manage on the room or outdoor area you use, and choose Capacity.
Set Pets at a Time to at least your group size, then select Publish Changes, tick the box in Before You Publish, and select Publish Changes.
Enrolment stops at the template's Maximum Capacity. Pets at a Time is how many pets the room can hold at the same moment, so set both to suit the class.
You can change the template's capacity at any time with Manage Template, and a resource's on Resources. A capacity change applies straight away to every course published from the template, including courses already running. Pets already enrolled stay enrolled, even if the new capacity is lower.
See Creating Your First Course Template for the full set-up.
How do I create a waitlist for a full course?
Petboost has no built-in waitlist. Keep one in the course's notepad:
Open Courses, select List, then Manage on the full course, then View Course.
Choose Course Notepad.
Add the customer's name, the pet's name, their contact details and the date they asked.
Select Save.
If a place opens, for example after a cancellation, contact the next customer on your list.
Strategy | How to do it |
Publish another course | Publish from the same template on a different day or time |
Increase capacity | If your room allows, raise the template's Maximum Capacity with Manage Template |
Schedule a future course | Use the waitlist to plan your next course dates |
Offer priority notification | Tell waiting customers they will be first to know about the next course |
Tip: Review your waitlist notes regularly. Steady demand for one programme is a reason to run it more often or with more places.
Scheduling and holidays
What happens if a course session falls on a public holiday?
Petboost does not detect public holidays when it generates lesson dates, so review the schedule yourself.
When you publish a course:
On Scheduling, check the lesson dates Petboost lists.
If a lesson falls on a holiday, select Edit on it.
Move it to another date, such as the next day or the following week.
Select Check Availability, or Re-check Availability, to check the instructor and the resource for the new date.
For a published course that has not finished:
Open Courses, select List, then Manage on the course, then Reschedule Course.
On Scheduling, select Edit on the lesson that falls on the holiday and move it.
On Review & Reschedule, choose Send notification to tell enrolled customers, then select Reschedule Course.
Once a course has started, only the lessons still to come can move. If the course's end date has to move, tell customers as early as you can.
Tip: Before you publish, compare the lesson dates with your local public holidays. A few minutes of checking saves rescheduling later.
How do I cancel a single session without cancelling the whole course?
To move one lesson:
Open Courses, select List, then Manage on the course, then Reschedule Course.
On Scheduling, select Edit on the lesson and move it.
On Review & Reschedule, choose Send notification or Reschedule silently, then select Reschedule Course.
The form checks the instructor and the resource again for the new time.
To cancel one lesson entirely, for example when the instructor is ill or the venue is unavailable:
Open Courses, select List, then Manage on the course, then Cancel Course.
Choose Select Sessions and pick the lesson.
Optional: under Write a message for pet owners, explain why.
Choose Send notification or Cancel silently.
Select Cancel Selected Sessions.
Things to consider:
Skipping a lesson reduces the sessions delivered, which may affect how customers see the course's value
If the course is sold as a set, such as "6-Week Puppy School", consider adding a replacement session
Notify customers promptly, ideally at least 48 hours ahead
Record the reason in the Course Notepad
Moving and managing students
Can I move a single student to a different course instance?
Yes. Petboost moves an enrolled pet from one course to another.
Open Courses, select List, then Manage on the current course, then View Course.
Find the pet's card in the row of enrolled pets at the top of the course page, open its menu and select Move to Another Course.
Under Sessions to move, choose Entire Course or Select Sessions, then select Next: Choose Course.
Pick the destination course and the same number of lessons, then select Next: Review.
Under Notify customer?, choose Send notification or Move silently, tick the confirmation box, then select Confirm Move.
Select Move Attendee.
The destination course must:
Be based on the same course template
Have at least as many remaining lessons as you are moving
Be listed: full and in-progress courses are hidden until you open Options and switch on Show Full Courses or Show In Progress Courses
Common reasons to move a pet:
The customer's schedule has changed and they need a different day or time
The pet is not ready for the current level and needs a later course
The original course was cancelled and its students need a new home
The pet missed too many sessions and would benefit from starting again
After the move:
The lessons you move leave the original course. Lessons that have already passed stay there
The pet joins the lessons you picked on the destination course
With Send notification, the customer receives one email and SMS per lesson moved. With Move silently, nothing is sent
The lesson bookings keep their price and payment. Nothing is charged or refunded
How do I handle a student missing a session?
When a pet misses a lesson:
Leave the pet's lesson unchecked in. A lesson you never check in stays Confirmed unless Auto-start lessons is on in the template's Automatic Actions.
Add a note in the Course Notepad with the reason, if you know it.
Follow up with the customer to check in and share what was covered.
Make-up options to consider:
Option | Suits |
Private catch-up session | High-value courses where each lesson builds on the last |
Join another course's equivalent lesson | When you run several courses from the same template |
Written notes or a video summary | A lighter option that still keeps the pet on track |
No make-up, as part of your course terms | When your policy is clear up front and the content is less sequential |
If a pet misses two or more sessions in a row, contact the customer, and consider whether it would do better in a later course (see Can I move a single student to a different course instance?). Record every conversation in the Course Notepad.
Tip: Set your absence and make-up policy before the course starts, and include it in your enrolment confirmation or welcome message.
Can I offer make-up sessions for missed classes?
Yes, managed outside the course itself. Petboost has no dedicated make-up session feature, but you have several options.
Join another course. If you run several courses from the same template, such as Monday and Thursday Puppy School, a student who missed Monday's Lesson 3 can attend Thursday's Lesson 3. Before that lesson, select Move to Another Course on the pet's card and choose Select Sessions to move just that lesson. Lessons that have already passed cannot be moved.
Book a private catch-up. Book a one-off appointment for the pet on Appointments. This suits courses where each lesson builds on the last.
Send self-study material. Share lesson notes, training instructions or video recordings with the customer, and record in the Course Notepad that you sent them.
Offer no make-ups. If your policy has none, say so clearly at enrolment, to avoid misunderstandings and refund requests later.
Tip: Whichever you choose, record in the Course Notepad how you handled each absence.
Multi-pet enrolments
Can multiple pets from the same owner enrol in the same course?
Yes. On Enrol in Course, choose Existing Client: every pet of the owner you pick under Select Owner & Pets is listed, and you can select several at once.
For each pet to enrol:
It must meet the course's eligibility requirements, such as age, breed and service restrictions
Enough places must remain for all the pets, since each takes one place
The customer must be able to manage several pets in a group class
The instructor should approve if behaviour is a concern
Factor | Guidance |
Class dynamics | Two dogs from the same household may watch each other rather than the instructor. Discuss with the customer whether this suits them |
Capacity | Two pets from one owner take two places, the same as two pets from different owners |
Pricing | Each pet pays the Course Price, unless the template's Multi-Pet Discounts sets a lower price per pet for that many pets. The price is fixed when you enrol |
Attendance | Each pet's attendance is tracked on its own, so if one is ill the other can still attend |
Attendance and progress tracking
How do I track attendance across all sessions?
Attendance is tracked lesson by lesson within each course.
Open Courses, select List, then Manage on the course, then View Course.
In the lesson timeline on Overview, open the lesson.
On each enrolled pet's card, select Manage, then Check In, and later Check Out.
Add any notes about the lesson in the Course Notepad.
There is no absent marker. The course page's lesson timeline shows each lesson's status (Completed, In Progress, Upcoming or Up Later), each pet's lesson keeps its own booking status, and the Course Notepad keeps a running record of what you observed.
Use | How |
Follow up on absences | Check after each lesson and contact customers whose pets were absent |
Track engagement | A pet that is often absent may need a schedule change or a conversation |
Course completion records | At the end of the course, review attendance before you issue certificates |
Improve future courses | Patterns of absence, such as a drop-off in the last session, can inform your schedule and content |
Tip: Check pets in and out, and update the Course Notepad, straight after each lesson while the details are fresh.
Templates and course structure
What's the difference between a course template and a course instance? (Detailed)
This is one of the most common questions from new users.
A course template is the blueprint:
It defines the structure of a programme: name, capacity, recurrence, number of lessons, duration and price
It is reusable: one template can make many courses
It is part of your course catalogue, the standard programmes you offer
You can change it at any time with Manage Template, and a capacity change also applies to courses already published from it
For example, "Puppy School - 6 Week Programme" with a capacity of 8, weekly lessons of 60 minutes
A course instance is the scheduled class:
It is one dated course, created from a template
It has real start and end dates, an assigned instructor and a location
It has enrolled pets with attendance records
It moves through the statuses Upcoming, In Progress and completed
For example, "Puppy School starting Monday 5 October 2026 at 10am, taught by Ayla Bennett in the Training Room"
One template can run as several courses:
Course | When | Instructor | Location | Enrolment |
Puppy School, Monday 10am | October to November 2026 | Ayla Bennett | Training Room | 8 pets enrolled |
Puppy School, Thursday 6pm | October to November 2026 | Jonah Reid | Outdoor Area | 6 pets enrolled |
Puppy School, Saturday 9am | December 2026 to January 2027 | Ayla Bennett | Training Room | Not yet published |
Capacity is read from the template. If you change the template's capacity from 8 to 10, every course published from it, including courses already running, allows 10 pets.
Online enrolment and publishing
How do I publish a course for online enrolment?
Staff enrol from Courses. Pet owners can enrol themselves only when the template has Online booking on.
Staff enrolment, for every course:
Open Courses. If the course is not published yet, select New, then Publish New Course.
Select New, then Enrol pet(s), or select List, then Manage on the course, then Enrol Pet.
Choose the owner and the pets, then the course, and select Enrol Now on Review.
Do not use Appointments, New, Appointment. That form does not list courses.
Pet-owner enrolment:
Open Courses, select Manage on the course template, then Manage Template.
Choose Booking Settings.
Under Self-Service Booking, switch on Online booking.
Select Publish Changes, tick the box in Before You Publish, then select Publish Changes.
Ask the pet owner to open your public booking form and tap Courses, not Services.
When a template is created, the same switch is called Enable Self-Service Booking. If Online booking is off, the course does not appear in the public Courses list, and staff still enrol from Courses.
If someone phones or emails to enrol, follow the staff steps. Do not create a Regular service so it appears on the New Appointment form.
Course management actions
How do I cancel a course?
Open Courses, select List, then Manage on the course, then Cancel Course. On the course's page, Cancel Course is under Course Actions.
Under Cancel Course or Sessions, choose Entire Course.
Optional: under Write a message for pet owners, give the reason.
Under Notify customer?, choose Send notification or Cancel silently.
Select Cancel Entire Course.
What happens:
Every lesson still to come is cancelled, with its bookings
With Send notification, each enrolled customer is notified once
The cancel step returns a card prepay, or keeps the cancellation fee and returns the rest. A cash, bank transfer or Other EFTPOS prepay is marked for you to return. Issue Refund remains for a lesson that was Paid by a later charge
A course cancelled before its first lesson shows CANCELLED; on a course that has started, the lessons already run stay in its history
Trap: Cancelling cannot be undone. To change one lesson, reschedule it instead.
How do I cancel a single enrolment?
You can cancel one pet from a lesson appointment or from the course page. Both open the same form.
From a lesson appointment:
Open any of that pet's lesson appointments from Appointments.
Select Manage, then Cancel Enrolment.
Under Cancel Enrollment or Sessions, choose Entire Course or Select Sessions.
If a cancellation fee is due, choose whether to charge or waive it.
Choose whether to notify the customer, then confirm.
From the course page:
Open Courses, select List, then Manage on the course, then View Course.
On the pet's attendee card, open the menu and select Cancel Enrolment.
Follow the same form steps as above.
What happens:
The remaining lessons you selected are cancelled for that pet
A card prepay on the first lesson is refunded, or the cancellation fee is kept and the rest is refunded
The place opens for another enrolment
The customer is notified if you chose to send a notification, including what happened to any prepay
Past Paid lessons stay on the roster. Voided lessons also stay, marked Voided. They are not selected again.
If the first lesson is Payment Declined, void that invoice before you cancel the rest. See What if the first lesson payment declined?.
What if the first lesson payment declined?
Course payment sits on lesson 1. If that card is declined, you choose whether to write the invoice off or keep chasing it. Writing it off does not take the pet off the remaining lessons: you still cancel the enrolment after the void.
To write the invoice off and remove the pet from the remaining lessons:
Open Courses, select List, then Manage on the course, then View Course.
On the pet's card for the first lesson, select Manage, then View Lesson Card.
Under How Much, open Manage and select Void Invoice.
Confirm. The lesson status becomes Invoice Amount Void, and the course roster shows Voided, not Not Paid.
Select Manage, then Cancel Enrolment. You can also do this from the pet's attendee menu on the course page.
Leave the remaining lessons selected. The voided lesson and any past Paid lessons stay on the roster and are not cancelled again.
Choose whether to notify the customer, then confirm.
If the first lesson is already voided: skip Void Invoice. Select Manage, then Cancel Enrolment, and cancel the remaining lessons. Do not void again.
If you want to collect the declined payment: do not void. Stay on the first lesson's invoice and chase the card or take payment there. The pet stays enrolled until you cancel the remaining lessons.
How do I move an attendee to a different course?
Open Courses, select List, then Manage on the current course, then View Course.
Find the pet's card in the row of enrolled pets at the top of the course page, open its menu and select Move to Another Course.
Under Sessions to move, choose Entire Course or Select Sessions, then select Next: Choose Course.
Pick the destination course and the same number of lessons, then select Next: Review.
Under Notify customer?, choose Send notification or Move silently, tick the confirmation box, then select Confirm Move.
Select Move Attendee.
The destination must be based on the same course template and have at least as many remaining lessons as you are moving. Full and in-progress courses are hidden unless you switch on Show Full Courses or Show In Progress Courses under Options.
What happens:
The lessons you move leave the original course. Lessons that have already passed stay there
The pet joins the lessons you picked on the destination course
With Send notification, the customer receives one email and SMS per lesson moved. With Move silently, nothing is sent
The lesson bookings keep their price and payment. Nothing is charged or refunded
Common reasons: the customer needs a different day or time, the original course was cancelled, the pet is not ready for the current level, or a scheduling conflict came up.
How do I reschedule a course?
Open Courses, select List, then Manage on the course, then Reschedule Course. On the course's page, it is under Course Actions.
On Course Setup, change the Team Member or Location if needed. The template cannot be changed.
On Scheduling, set the new Start Date and Start Time, or select Edit on a lesson to move it.
Select Check Availability to check the instructor and the resource, then select Next.
On Review & Reschedule, check the new schedule and choose Send notification or Reschedule silently.
Select Reschedule Course.
What happens:
The lessons still to come move to the new schedule, with every enrolled pet's bookings
With Send notification, enrolled customers are notified
Lessons already completed stay as they were
The calendar updates for you
The lessons follow the template's recurrence pattern: the reschedule form has no pattern to change.
Can Service Supporters cancel courses?
No. The Service Supporter role cannot:
Cancel courses
Create courses
Reschedule courses
Manage course templates
Service Supporters can:
View courses and enrolments
Enrol pets in courses
Move attendees between courses
See Roles & Permissions for full details.
How do I create a rolling class?
Rolling classes sit on Courses under Rolling Classes. The create form's heading is Create Rolling Class, with a BETA badge.
Open Courses, select List, then Rolling Classes.
Select New Rolling Class.
On Programme Info, enter the Programme Name, Description, Pack Price and Session Duration. Description is required: say what the programme covers and its goals, or select Generate with AI to have Grazi draft it.
On Curriculum, choose Simple Rolling or Structured Curriculum.
Complete Class Schedule.
Check the class on Review & Create, then select Create Rolling Class.
To enrol a pet later, select New, then Enrol in Rolling Course.
How do I archive a course template?
Templates are never deleted, only archived.
Open Courses, select Manage on the course template, then Manage Template.
Select Archive Template and confirm.
To bring it back, select Unarchive Template.
Related articles
Creating Your First Course Template: step-by-step first-time setup
Getting Started with Courses: course structure and templates
Publishing Courses: create new courses
Managing Enrollments: enrol pets and manage class capacity
Course Lifecycle: track progress and manage active courses
Instructors are set up on Team Members and locations on Resources. Enrolled customers and their pets are on Customers & Pets, and course lessons show as appointments on Appointments. Business-wide Booking Settings, Notifications and Automatic Actions are in Settings, and each course template has its own tabs of the same names.
Need help? Contact support or select Get Help in your dashboard to chat with our team.