Creating Events
Scheduling events is one of the most common tasks you will do in Conductly. Whether you are booking a private lesson, setting up a weekly group class, or adding a staff meeting to the calendar, the process is straightforward.
Two Ways to Create an Event
1. Using the Schedule Button
Click the Schedule button in the top-right corner of the calendar page. A dropdown appears with three options:
- Lesson -- Create a private, one-on-one lesson
- Class -- Create a group class
- Event -- Create a general event
Select the type of event you want, and the full event form will open.
2. Clicking a Time Slot
In Day or Week view, click directly on an empty time slot to start creating an event at that specific date and time. The event form will open with the date and time pre-filled.
Clicking a time slot is the fastest way to create an event because the date and time are already set for you. Just fill in the remaining details and save.
The Event Form
When you create or edit an event, the event form opens in a modal window. The fields you see depend on the type of event you are creating.
Selecting an Event Type
At the top of the form, you can choose or switch between event types:
- Lesson -- A private, one-on-one lesson with a student
- Class -- A group class with multiple students
- Event -- A general event (meetings, recitals, etc.)
Common Fields (All Event Types)
| Field | Description |
|---|---|
| Name | A title for the event (e.g., "Piano Lesson", "Group Guitar", "Staff Meeting") |
| Date & Time | The start date, start time, and end time for the event |
| Duration | Automatically calculated from the start and end times |
| Location | The location and/or room where the event takes place |
| Instructor | The instructor assigned to teach or lead the event |
| Recurrence | Whether this event repeats (see Recurring Events) |
Private Lesson Fields
When creating a private lesson, you will also see:
| Field | Description |
|---|---|
| Session | The course session this lesson belongs to (for billing purposes) |
| Student | The student receiving the lesson |
Linking a lesson to a session connects it to your billing workflow. When the lesson is associated with a session, it can be included in invoices automatically.
Group Class Fields
When creating a group class, you will also see:
| Field | Description |
|---|---|
| Course | The course this class belongs to |
| Instructors | One or more instructors assigned to the class |
| Max Participants | The maximum number of students who can enroll |
General Event Fields
General events use only the common fields listed above. They are the most flexible event type -- no student or course assignment is required.
Step-by-Step: Creating a Private Lesson
- Click the Schedule button and select Lesson, or click an empty time slot in Day or Week view.
- Enter a name for the lesson (e.g., "Piano Lesson - Sarah").
- Set the date and time. Adjust the start and end times as needed.
- Select the instructor who will teach the lesson.
- Select the student who will attend.
- Choose a session to link the lesson to a course for billing.
- Select the location and room.
- Optionally, set up recurrence if this lesson repeats.
- Click Save to add the lesson to the calendar.
Step-by-Step: Creating a Group Class
- Click the Schedule button and select Class.
- Enter a name for the class (e.g., "Beginner Group Guitar").
- Set the date and time.
- Select the course this class belongs to.
- Assign one or more instructors.
- Set the max participants if there is a capacity limit.
- Select the location and room.
- Optionally, set up recurrence if this class repeats weekly.
- Click Save to add the class to the calendar.
Students enroll in group classes through the enrollment process, not directly on the event form. See the enrollment documentation for details on how students join classes.
Step-by-Step: Creating a General Event
- Click the Schedule button and select Event.
- Enter a name for the event (e.g., "Spring Recital" or "Staff Meeting").
- Set the date and time.
- Assign an instructor if applicable.
- Select the location and room.
- Click Save to add the event to the calendar.
Viewing Event Details
The Event Popover
Click any event on the calendar to open a quick-view popover. The popover shows key details at a glance:
- Event name and type
- Date and time
- Instructor(s)
- Location
- Students (for lessons and classes)
- Enrollment capacity (for group classes -- shows spots remaining and a capacity bar)
From the popover, you can:
- Edit -- Open the full event form to make changes
- Delete -- Remove the event from the calendar
- Email participants -- Send an email to the students and guardians involved
- Substitute instructor -- Assign a substitute teacher for this event
The Full Event Form
For detailed editing, click Edit in the popover to open the full event form. Here you have access to all fields and can make any changes to the event, including modifying recurrence settings.
Conflict Detection
Conductly checks for scheduling conflicts whenever you select a location and room for an event. How conflicts are handled depends on your school's Prevent Double Booking setting (found in Settings → Calendar):
- Enabled (strict mode) — Conductly prevents you from saving an event that conflicts with another event in the same room at the same time. You'll see an error and must pick a different room or time.
- Disabled (soft mode) — Conductly warns you about conflicts but allows you to save the event anyway. Useful for schools with flexible room usage (e.g., shared spaces, temporary overflow rooms).
By default, Prevent Double Booking is disabled. Enable it from Settings → Calendar if your school strictly enforces one-event-per-room-per-time rules.
Tips for Scheduling
Use courses and sessions for billing. Linking lessons to sessions ensures they are tracked correctly for invoicing. If a lesson is not connected to a session, it will not appear in automated billing.
Deleting an event is permanent for non-recurring events. If you delete a one-time event, it cannot be recovered. For recurring events, you will be asked whether to delete just one occurrence or the entire series.