How Gyms & Fitness Centers Would Use Schedule Utopia

Schedule Utopia is perfect for letting people know when facilities, rooms, pools, etc. are available, and for sending notifications if one of your class’s details change. This is especially useful if a room or time is changed or a class is canceled; people won’t show up expecting there to be a class.


Set up your gym/center as an organization in the system.  Please make sure you have the proper permission to be the administrator for your facility or that you invite that person to administrate this organization once you have created it.  You would probably want to invite someone from each department to manage their department’s calendar if that is how your facility is set up.


Set up the calendars for each type of class/room that you have that can be scheduled for use.   This can be for multiple facilities, locations, fields, rooms, as well as volunteers and instructors of classes, etc.  You can then invite people to see this calendar and follow it (or them if more than one).  (This can be done directly through Schedule Utopia or share to Facebook
or Twitter.) You can invite certain people to administrate a calendar.  You can create certain calendars as private which are only viewable by those that are invited to follow it.  For instance, you would want a class instructor to potentially also manage that class calendar so if they need to cancel a class, it can be done the moment they know it is canceled – not delaying anything from reaching the participants of that class immediately.

If the person you invited already has an account, they can just login and follow any of the calendars that are public or that you invite them to.  If they don’t have an account already, they will need to set up an account before they can follow a calendar or manage one. Each person can then begin adding their own information, events and activities to their calendar.  Administrators can add things to the calendar(s) that they are asked to administrate, this information would be viewable to all followers of those calendars.


It would be a good idea to embed any public calendars right on to your website for viewing. This is easily done, and most webmasters or content systems will allow you to copy and paste the code you need.  That wa,y this is the only set of calendars you really need to  have.  The organization calendar will compile all calendars onto the overview in the system so you can view it holistically in the system.

It’s also a good idea to add a “news” or “events” type of calendar for activities that apply to everyone – like something important that needs immediate attention (like a cancellation) or any “news” that you want notifications sent out immediately.  If someone follows this “news” calendar, they will automatically get notified via their preferred method when it gets revised.

You can now easily manage all of your volunteers, classes, instructors, events, room scheduling, etc., all in one place, while being able to inform all of your participants/students by just updating the calendar – no calls or emails need to be sent.  It will also communicate to them via their preferred means of notification instantly and automatically when the calendar has changed.

It would be a good idea to tell people to get the unlimited texting (SMS) plan if they want to receive the text updates. (Once the mobile app cue is available, those with smart phones won’t need the texts).  The text cost is the only cost for this, otherwise it is 100% free.

COMING SOON:  We are working on iCal and Outlook Syncing. We are also working on creating private events so an entry could be private (i.e. for staff/committees only) – you can already create a private calendar (that is invite only to share) .  You can see all the features in development here.

 *text message rates may apply. Please see your cell carrier for text messaging rate