Objective
Save accurate scheduling references while preserving records already used by classes.
Before you begin
- Have approved location addresses, time zones, room capacities, and closure dates. Obtain the approved location identifier for a room’s Location field.
- Use an account allowed to administer organization records. Check affected classes before changing or retiring a scheduling reference.
Instructions
Open Settings > Locations
Review Locations & calendar controls and Managed records. Check existing names before adding a record.
Add or edit a Location
Choose Record type > Location, then enter Name, Address, Time zone, and Status. Use Add record for a new location. To correct an existing location, select its Edit control and then Save record.
Add or edit a Room
Choose Record type > Room. Enter Name, the approved location identifier in Location, and Capacity as a positive whole number. Select Add record, or Save record when editing.
Record an approved Closure
Choose Record type > Closure. Enter Name, Start date and End date in YYYY-MM-DD format, and Closure reason. Choose Entire studio or Selected locations in Closed-date scope. For Selected locations, select every affected location before choosing Add record.
Save calendar controls separately
Review Allow cross-location enrollment, Closure notice days, and Room conflict behavior. Select Save changes only for approved policy edits, then verify Current active values. A managed-record save and a policy save are separate actions.
Check the saved record and affected schedule
Confirm the record appears under Managed records with the intended state and details. Open the affected class and Schedule to check its location, room, and dates. Follow the studio’s separate process for rescheduling classes or notifying families.
Archive only an eligible record
Check the dependency count beside a record. Select Archive only when the record is no longer needed and the action is available. Referenced records require approved dependency resolution first.
Result: The approved location, room, or closure is saved, calendar controls show the intended active values, and affected schedule work is identified.
Troubleshooting
A closure or room cannot be saved.
Check that the room has the approved Location identifier and a positive Capacity. For a closure, check the date format, end date, reason, and at least one Selected location when that scope is chosen. Reload before retrying an unconfirmed save.
Archive is unavailable or dependent records are reported.
Review the affected classes and ask a Studio administrator to approve reassignment or retention. Do not create a replacement just to bypass the dependency. Contact Orbit support if an approved correction still fails.
Result
Use the saved references in class setup and verify any required schedule changes separately. A closure record alone is not confirmation that classes were canceled or notices were delivered.
Support
Ask a Studio administrator to approve scheduling impact or retirement. Contact Orbit support for a persistent record or dependency error.