Fitness class schedule template: what to include and how to share it
Most instructors keep their schedule in three places at once: a notes app, an Instagram story, and their memory. Students end up asking the same question every week — "where are you teaching Thursday?" This guide gives you a schedule template that answers that once, plus the fields that reduce no-shows.
The seven fields every class listing needs
A schedule entry fails when a student has to message you to act on it. Each listing should be complete enough to book from on a phone, in under ten seconds.
- Class name — the format, not a clever title ("Vinyasa Flow 60", not "Thursday Vibes")
- Day and start time, with the time zone implied by the venue
- Duration, so students can plan around it
- Studio or venue name plus a street address that opens in maps
- Level or intensity, so newcomers self-select correctly
- Booking link that goes to the exact class, not a studio homepage
- Price or "included with membership", so nobody has to guess
A copy-and-paste template
Use this as the shape of every entry, whether you keep it in a spreadsheet or in LedBy:
Class: Vinyasa Flow 60 · Level: All levels · When: Thursdays, 6:30–7:30pm · Where: Grove Studio, 214 Elm St · Book: [direct class link] · Note: mats provided
The "Note" line is where you put the one thing students ask about most — parking, mats, arrive-early rules. One sentence, not a paragraph.
Handle recurring classes once, not weekly
Weekly classes should be entered as a recurring series with a start date and an optional end date, then edited only when a single occurrence changes. That way a cancellation on one Thursday does not require rebuilding the whole week.
In LedBy, a recurring class generates its own upcoming occurrences, and each occurrence gets a shareable link and an add-to-calendar action. Students who add one class to their calendar are far less likely to need a reminder from you.
Share one link, not a new graphic every week
A screenshot of your schedule stops being true the moment a class moves, and it is not clickable. A single public profile URL stays correct because it renders your live schedule.
Put that one URL in your Instagram bio, in your email signature, and on a printed QR sign at the studio door. Then your weekly post can be about the class itself instead of logistics.
Frequently asked questions
- What is the best format for a fitness class schedule?
- A live, linkable list ordered by next start time, with each entry showing class name, day, time, venue address, and a direct booking link. Static images and PDFs go stale and cannot be booked from.
- How do I handle a one-off cancellation in a recurring schedule?
- Cancel the single occurrence rather than the series, so the rest of the weekly pattern and its links stay intact.
- Should I list price on my schedule?
- Yes, or state that the class is included with a studio membership. Missing pricing is one of the most common reasons a first-time student stalls before booking.