Managing Multiple Venues and Instructors Without Losing Your Sanity

As your class business grows, so does the complexity. One venue is manageable. Two gets tricky. Add more venues and multiple instructors, and suddenly you’re drowning in spreadsheets, text messages, and crossed wires. Without the right system, managing a bigger operation can feel impossible.

The good news is, Book That In was built for exactly this. It makes multi-venue and instructor booking simple by centralising your scheduling and giving you control over who sees and manages what.

1. Why Multi-Venue and Multi-Instructor Management Is Hard

Running larger teams brings challenges such as:

1. Clashing schedules - Instructors or venues double-booked without oversight.
2. Communication overload - Endless group chats and emails to keep everyone updated.
3. Limited oversight - Hard to see the bigger picture across multiple sites.
4. Security concerns - Staff accessing data they don’t need.

Without a proper system, these problems lead to stress, missed bookings, and unhappy customers.

2. Why Spreadsheets and Generic Tools Fall Short

Many providers try to scale with basic tools, but quickly hit walls:

1. No central view - Hard to see all classes and instructors in one place.
2. Manual updates - Changes aren’t reflected in real-time.
3. Data risks - Sensitive customer information shared too widely.
4. Unprofessional experience - Disorganisation filters through to families.

3. How Book That In Simplifies Multi-Venue and Instructor Booking

Book That In simplifies managing bookings for multiple venues and instructors by providing a centralised and efficient system designed to handle the complexities of a growing class business:

1. Central Scheduling Dashboard - View and manage all your classes, events, and bookings across different venues and instructors from a single dashboard. The Group Overview lets you see sessions organised by location, type, and schedule, so nothing gets missed.
2. Permission Controls for Staff - Add instructors and staff with role-based permissions. Roles such as Limited, Booking Admin, or Company Admin ensure each team member only sees and manages what’s relevant to them.
3. Automated Communication - Book That In automatically sends booking confirmations, reminders, and updates. You can customise templates under Company Settings → Emails to match your brand and style.
4. Resource Allocation - Assign venues and link instructors to classes or events, avoiding double-bookings. Registers and booking management can be filtered by staff or location for clarity.
5. Reporting Tools - The reporting features within Group Overview allow you to track attendance, bookings, and revenue across all venues and instructors. This gives you the insights you need to grow with confidence.

4. Step-by-Step: Setting Up Multi-Venue and Instructor Management in BTI

1. Add venues - Create each location in the dashboard with details and availability.
2. Add instructors - Give each team member their own login with appropriate permissions.
3. Set permissions - Assign roles so instructors only access their own calendars and group events.
4. Schedule classes - Allocate venues and instructors to sessions without conflicts.
5. Monitor performance - Use reports to review attendance, revenue, and activity across your business.

5. Benefits for Providers and Teams

For providers:

• Oversight across multiple locations in one system.
• Strong data protection with role-based access.
• Reliable reporting to support growth.
  
  

For instructors:

• Clear visibility of their own schedule.
• Reduced admin thanks to automated updates.
• Simpler communication with families.
  
  

6. Why Book That In Wins for Multi-Venue and Instructor Management

Unlike generic tools, Book That In was designed for class-based businesses managing multiple venues and staff. That means:

• A central dashboard for clarity and control.
• Staff permissions to keep data secure and relevant.
• Automated communication and reporting tools that scale with your team.
  
  

See how other providers are using BTI on the reviews page.

Final Thoughts

Managing multiple venues and instructors doesn’t have to be overwhelming. With Book That In, you get central scheduling, staff permissions, and reporting tools that grow with your business. That means less admin stress and more focus on delivering great classes. Ready to simplify your operations? Book your demo today.