Feature
Chess class scheduling software
A batch is a recurring group: the same students, the same slot, week after week. ChessCore keeps that timetable, shows which coach teaches each batch, lets staff move a single class, and records who attended. This page walks through one example academy, Knight's Gate, with made-up students.
For the whole operating picture, see the ChessCore platform overview.
See how a batch is scheduledHow it works
From a batch rule to a marked register
Four steps carry a week at Knight’s Gate, a made-up academy, from the timetable to attendance.
Set the batch rule
Name, coach, days, start time, length, and centre or online. ChessCore creates the classes from it in the academy’s local time.
Review each coach’s week
See where each coach is needed as well as when, so staff can check commitments and travel before a change.
Move one class
Reschedule the single class, not the batch. The other scheduled classes stay as they were.
Mark the register
The coach marks each student for the class. An unmarked class stays blank, never counted as an absence.
Try the week
Move Thursday’s class, keep the batch
Step through the change Knight’s Gate makes when Grace is away: one class moves, two students are excused and credits follow your policy.
Intermediate B, class on Thursday 15 October
18:00 to 19:15, Thursday
Elena is at a tournament on Thursday 15 October. Intermediate B meets at 18:00 for 75 minutes.
- Roster 14 students
- Excused none yet
- Make-up credits not settled
- Reminders 24 h and 2 h, fixed template
Build a batch timetable
You set the batch rule once: name, coach, days, start time, length, and whether it meets at the centre or online. ChessCore then creates the classes from that rule, in the academy's local time. The table is a made-up example week at Knight's Gate, with times in America/Chicago (US Central).
For an online batch, a coach pastes a Zoom or Google Meet link, or the academy uses the built-in video classroom where it is switched on. The free chess class schedule maker is a separate tool: it prints a text timetable from what you type, and it does not save classes, record attendance or keep a schedule current.
One account can schedule several centres. Each centre is set up as physical, online or hybrid, and each batch is linked to its centre, so multi-centre scheduling is the same timetable with a centre label on every batch. How centres, branches and school programmes fit together is on chess academy management software.
| Batch | When | Where | Coach | Students |
|---|---|---|---|---|
| Beginners A | Mon and Wed 17:00, 60 min | Centre A (physical) | Daniel | 16 |
| Intermediate B | Tue and Thu 18:00, 75 min | Centre A (online) | Grace | 14 |
| Tournament squad | Sat 10:00, 120 min | Centre B (physical) | Grace | 12 |
Review each coach's week
A chess coach timetable should show where each coach is needed as well as when. In this fictional two-centre week, Grace teaches Intermediate B online for Centre A on Tuesday and Thursday at 18:00, then the Tournament squad at Centre B on Saturday at 10:00. Daniel teaches Beginners A at Centre A on Monday and Wednesday at 17:00.
Before moving a class, have staff check the coach's other commitments, student schedules and travel time. The centres share the academy account; a centre label does not separate branch data or replace that scheduling review.
Change a class and give make-up credits
Grace is at a tournament on Thursday, so Intermediate B's class moves to Friday at 18:00. You reschedule that one class, not the batch, so the other scheduled classes stay as they were. Two students cannot make Friday, and the coach marks them excused. ChessCore settles make-up credits according to the academy's policy, so whether those two earn a credit depends on the rules you have set.
Class reminders go out automatically 24 hours and 2 hours before a class, as fixed templates with no AI text, to guardians who have agreed to messages and outside quiet hours. After a class moves, tell the affected families directly as well instead of relying on reminders to carry the new time. See the WhatsApp integration page for the message rules.
A change can be made by hand in ChessCore, or by asking the AI copilot. The copilot asks for a click before it moves a class unless a staff member has switched on auto mode. Confirmed bookings are mirrored into Google Calendar, with sync status and automatic retry, and a family that books a trial class can also download a calendar file.
Capacity and waitlists
Each batch has a capacity, so you decide how many students fit in Beginners A before the room or the online class gets crowded. Before you set that number, read the guide on how to size and band batches. Waitlists work differently for two kinds of booking. Neither path sends waitlist notifications.
Bookable slots. When a slot a family books for themselves is full, they can join its waitlist. Families are kept in the order they joined. When a seat frees up, the next family in line gets 24 hours to take it. If they do not, the offer moves to the family after them.
Regular class sessions. A class session keeps its own waitlist, and nothing moves on its own. When a seat comes free, a member of staff moves the next waitlisted student into it.
Absences and make-up classes
A parent who knows their child will miss a class can send a leave request from the parent portal. It lands with your staff to acknowledge. The request does not mark attendance by itself, so the coach still records the class as usual.
A coach records the status first. ChessCore does not decide who attended. Coaches mark each batch and date and can add a lesson note and absence reason. Attendance statuses then settle make-up credits according to the academy's policy, as with the two students who could not make Friday above.
A credit records what the academy owes a student. The make-up class itself is arranged under the academy's policy, between staff and the family. For what families can see, read about the parent portal.
Record attendance for every class
The register sits on the scheduled class. The coach marks each student for that class, for example present, late or excused. Over a month the register shows each student's marks, such as Mateo S. with 6 present, 1 late and 1 excused out of 8 classes in Intermediate B, and Freya K. present at all 8. Where a coach did not record a class, such as two classes for Leo T. in Beginners A, the record stays blank. It is never counted as an absence or guessed.
Attendance feeds the student progress reports. Fees are invoiced separately, and how that works is on the billing page. A family that has only had a trial starts in the chess academy CRM, where Layla books the trial into Beginners A before the child is enrolled.
See how a batch is scheduledAt a glance
The rules a week runs on
24 h, 2 h
Class reminders
Sent before each class as fixed templates with no AI text, to guardians who agreed, outside quiet hours.
24 hours
To take a freed seat
On a bookable slot the next family in line gets 24 hours, then the offer moves on.
3
Kinds of centre
Each centre is physical, online or hybrid, and every batch carries its centre label.
.ics
Trial calendar file
A family that books a trial can download a calendar file, and confirmed bookings are mirrored into Google Calendar.
Blank
Unmarked classes
A class the coach did not record stays blank. It is never counted as an absence or guessed.
FAQ
Frequently asked questions
Who checks the coach timetable before a change?
Your staff should check the coach, student and location schedules before saving a change, including travel time between centres. Keep that review with the person arranging the class.
How does a make-up class work?
A coach marks the class, and ChessCore settles make-up credits from the attendance status according to the academy’s own make-up policy. Which absences earn a credit is therefore your rule, so write it down before you promise a family anything. A credit is a record of what the academy owes; the make-up class itself is arranged under the same policy.
Can I see my classes in Google Calendar?
Yes. Confirmed bookings can be mirrored into Google Calendar, with sync status and automatic retry. A family that books a trial class can also download a one-time calendar file (.ics).
Are class reminders sent automatically?
Yes. Class reminders go out 24 hours and 2 hours before a class as fixed templates with no AI text. They are sent only where the guardian has agreed to messages, and not during quiet hours.
Related features
Works with the rest of the academy
- Fees and UPI AutoPayOne invoice per fee, part payments kept as part payments, fixed reminder templates, Razorpay and Stripe.
- Parent portalFamilies check attendance, homework, reports and invoices with their own login, nothing to install.
- White label and your brandYour name, logo and colours on portals, emails and certificates, your own domain and your own app.
- Stockfish game reviewStockfish flags the mistakes, the AI drafts an explanation and the coach approves it.
- Student trainingPuzzle sets and homework from 6,095,563 rated puzzles, with completion and accuracy per assignment.
- Progress trackingMonthly reports built from attendance, games, ratings and coach notes, reviewed before AI text reaches a family.
- Live online classesBuilt-in video, a shared board the coach drives, screen sharing, a whiteboard, polls and recording.
- TournamentsSwiss, round robin, knockout, arena, team and simul events with live standings and FIDE reports.
Written by Abhishek Tiwari. See our editorial standards.
