15-minute resolution
Classes rarely start on the hour. The grid works at the resolution your timetable actually uses.
Classes and scheduling
Build the program once. Schedule it with confidence.
Define programs and levels, reuse class templates, coordinate resources, detect conflicts, stage changes, and publish deliberately.
The structure
Your programs and levels, not a template someone else chose.
Organizations define their own program and level hierarchy. Nothing is sport-specific or preconfigured, because the vocabulary that makes sense in a swim school is not the one that makes sense in a dojo.
A class carries capacity, coach, location, program, level, multi-day times, and resource assignment. Reusable class templates move through draft, published, and archived states, so next season starts from what worked rather than from an empty grid.
- Programs and levels defined by your organization
- Capacity, coach, location, program, and level on every class
- Multi-day classes with custom times
- Resource assignment per class
- Templates in draft, published, and archived states
Program · Recreational
Level 3
→ Set
Tue & Thu · 4:30–5:15
Multi-day with custom times
→ Set
Resource · Studio B
Organization-defined
→ Set
Capacity 14 · waitlist on
Auto-promotion on drop
✓ Ready
Illustration of class setup. Values shown are examples.
The grid
Plan against the room, not against a list.
Staff plan classes on a 15-minute resource-based weekly grid. Resource types are defined by your organization - rooms, floors, lanes, mats, apparatus, whatever your space is actually divided into.
Recurrence with variants
Weekly, biweekly, and monthly rules, with variants for the weeks that do not follow the pattern.
Conflicts before the save
Day and time overlaps and resource double-booking surface before a save is accepted, so a mistake never reaches a family.
Reef shows day and time overlaps, and double-booked coaches or rooms. It does not claim to detect every possible kind of conflict, and it does not optimize or auto-generate a schedule for you - the plan stays yours.
Draft, review, publish
Plan deliberately. Publish confidently.
The riskiest moment in scheduling is the half-finished change. Reef gives that moment somewhere safe to live.
Stage the change
Edits are held as a draft rather than going live one save at a time. A season rebuild can take an afternoon without sending an afternoon of notifications.
Review conflicts
The review screen shows what the staged plan would do and what conflicts with what, while the change is still yours to fix.
Publish deliberately
Publishing applies the staged plan and sends the automatic announcement, so coaches and families learn about it at the same moment.
Draft schedule changes before they go live.
Staging and review are screens, not an approval chain - Reef does not route a schedule through named approvers.
Alongside the class plan
The people schedule sits next to the class schedule.
Staff shifts, open assignments, personal schedules, and a shared calendar live alongside the class plan rather than in a separate tool nobody opens.
- Staff roles and recurring shift series
- Assignments and open shifts to fill
- Breaks and paid-hour totals
- My Schedule for each staff member
- Month, week, and day shared calendar with schedule blocks and previews
Paid-hour totals are a scheduling figure. Reef does not calculate payroll, and it does not sync with external calendar services.
Tuesday evening
Fully assigned
✓ Covered
Thursday 5:00–7:00
Open shift, unclaimed
! Open
Saturday morning
Recurring series
✓ Covered
Illustration of staff coverage for a week. Shifts shown are examples.
Who this touches
One change, understood correctly by everyone.
Owner · sees the plan and the cost of it
Staff · stages and publishes
Coach · sees their week
Guardian · gets the announcement
- Scheduling permissions are separate from billing and roster
- Location assignment scopes which schedule you are editing
- Publishing sends the announcement to the right audience
- Changes reach the family feed and notification preferences
Bring every role into the same current.
See how Reef can fit your programs, locations, staff, and families.