An instructor has called in sick or can't make it to class. Here's how to find the affected sessions, fill the gap, and communicate the change to members quickly.
Step 1 — Find the affected sessions on the coverage grid
- Go to Classes in the sidebar, then select Coverage from the sub-navigation.
- Use the Filter by instructor dropdown to show only sessions assigned to the absent instructor.
- Note which sessions are affected this week. Sessions with no instructor after you remove the assignment will show as Red (no instructor assigned).
Step 2 — Assign a substitute
For a single session (one-off cover):
- Go to Classes, then Schedule.
- Select the session block on the calendar.
- Edit the Primary Instructor field on that session to the substitute coach.
- Save. The coverage grid updates to reflect the change.
For multiple sessions on the same day or week:
Repeat the above for each affected session. There is no bulk-reassign shortcut — each session is updated individually.
If the absence affects all future sessions from a template:
- Go to Classes, then Templates.
- Select the template for that class.
- Update the Primary Instructor to the new default, then select Save Changes.
- Generate a new batch of sessions for the upcoming dates — they will carry the updated instructor.
Note: updating the template does not change sessions already on the calendar. You still need to update each existing session individually for dates that have already been generated.
Step 3 — Communicate to members (optional)
If members have booked or are likely to attend, let them know about the cover. The quickest way is to send a direct message:
- Go to the session's roster page and identify who is booked.
- From Students in the sidebar, find and select those members.
- Use Send Message to notify them of the change.
For a broader announcement, use a Campaign from the Comms section.
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