Virtual Scheduler FAQs

TABLE OF CONTENTS

• Youtube Walkthrough - LM Virtual Scheduler
• How Do I Add An Additional Device/New Studio?
• How Do I Create And Edit My Schedule?
• How Do I Create My Own Custom (Non Les Mills) Programs?
• How Do I Duplicate An Associated Club's Timetable?
• How Do I Export The Timetable To PDF or CSV?
• How Do I Find My Username?
• How Do I Replace My Old iPad With My New One?
• How Do I Reset My Password?
• How Do I Schedule A Virtual Class In Another Language?
• How Do I Specify A Born To Move Release?
• How Do I Swap The Studio That The iPad Is Connected To?
• How Do I Use Multi-Site Management?
• How Does On-Demand Work?
• What Is The Link To Access The Les Mills Virtual Scheduler?
• What Languages Are Available And How Do I Set A Default?
• What Should I Do If The Wrong Class Is Playing?
• Why Are Some Programs Showing As 'Expired' On The Scheduler?
• Why Is The Release I Specified No Longer Playing?
• Why Is The Release Number I Specified Blank On The Scheduler?

Youtube Walkthrough - LM Virtual Scheduler

Please find below a link to video guides on: Scheduling a class, Scheduler Settings and Setup, Scheduler Timetable Export 

https://www.youtube.com/playlist?list=PLCzr8bZECkgCyrptdfh7DmaXkCE7maWow

How Do I Add An Additional Device/New Studio?

• To add an additional iPad to your account, contact your Les Mills representative who can arrange a new studio that's ready to connect your new iPad.
• Once the studio has been added by your Les Mills representative download the App onto your new iPad and login with your username and password, select the required studio and begin setup.

How Do I Create And Edit My Schedule?

• Once you have logged into the Scheduler with your Virtual username and password you will see the Timetable screen.

• To rename your studios click on the pencil symbol beside the studio name (highlighted below in yellow) and type the new name for that studio. Name the studios as you call them within your facility e.g. Cycle Studio, Group Fitness Studio, Mind/Body Studio. 

• You can add more studios here, but if these studios are going to be running Virtual classes then these also will need to be set up by your Les Mills Customer Experience Manager.

Scheduling a class:

• Select the date you want to schedule your class. You can either click on the date box on the left to select the week (a calendar will pop up) or use the arrows to scroll through to the date (highlighted below). Select the date, then the pop up will close and take the calendar to that week. 

• Select the timeslot where you want to schedule your class. A pop up screen will appear with more options for you to complete.

• Once you have selected the timeslot for scheduling, the pop up Below) will provide more options. You will notice the TIME and DAY have been pre-populated based on the time/day you selected on the calendar view. The time can be edited e.g. you can schedule at 01:10 as opposed to just 01:00.

• Choose your class under the Group Fitness dropdown menu; here you will be presented with all the program options you have available to schedule. 
  • This includes LIVE (Instructor-led) and Virtual classes. 
  • Select the class you want to schedule. 
  • An On Demand option is available, allowing you to schedule timeslots where members can select their own choice of program on the app to play within this time. 

• Choose the type of class, options are filtered by duration or may be labelled by style (beginner for example). 

• Choose your release. 
  • There are three types of releases available per Virtual program:
  • Latest (the most recent/new release); 
  • Random (the scheduler will randomly select a release from the back catalogue); or 
  • Specify (you choose the release number). 
    • If you choose to SPECIFY, the RELEASE field will appear. Only the programs and release numbers available for that device will appear for scheduling e.g. RPM 92 for the Cycle Studio device. Select your chosen release number. 

• Click on the arrow next to language options to open up the other languages you're able to schedule a Virtual class in.  To add languages to your account, please contact your Les Mills Customer Experience Manager. 

• Click CREATE and your class is scheduled. (please allow 20 minutes for the class to sync with the App timetable and ensure your iPad is online). The below is an example of a completed schedule.  Class with a black play symbol are Virtual classes. Classes without a play symbol are Live (instructor-led) classes. 

• To edit an existing class, click on the class in the Scheduler which will open up available options to SKIP or REMOVE. 
  • SKIP removes the class for that week only. 
  • REMOVE deletes the class from the timetable.  
  • After making any changes to the start time, Program, type or release, click UPDATE to save your changes. 

How Do I Create My Own Custom (Non Les Mills) Programs?

• Click on the Group Programs tab (highlighted in yellow). 

• Click on Create New button.

• Add name, workout type and image for your custom program. 

This program will be available to be scheduled as per any other program in the ‘Setting up your timetable' section.

How Do I Duplicate An Associated Club's Timetable?

• If your club is part of a chain, you can select to mirror an associated clubs timetable.   This is useful if your head office wants all clubs on the same timetable and reduces the time it takes for a manager to add classes one by one.  
• To access the feature, navigate to: 
  • Settings > Manage Devices.  
  • Under 'Mirror Studio' toggle ON to display the available studios.  The club name, followed by the studio name will be displayed.
• Once you've selected a studio to mirror, click save. 

• An error message will display to alert you that the timetable is mirroring another studio and can't be edited. 

If you decide to remove the mirroring (toggling mirror studio to OFF), your timetable will revert to a  blank timetable.

How Do I Export The Timetable To PDF or CSV?

• To the top right of the homepage you will see options to export the timetable to .CSV or PDF.  If you need to edit the timetable, then .CSV is your best option.  For a version that needs limited customization, choose PDF.

• Below is an example of a timetable that has been exported to PDF.  There are options to the right to customize the timetable for your organisation, including adding a heading, logo and colours. 
• To add Les Mills program logos, open 'Schedule' and select the 'show program logos' option.
• Once you're happy with the format, click 'Download to PDF 

How Do I Find My Username?

• Your username can be found in your onboarding email. It can also be found within the Virtual Scheduling tool by navigating to ‘Settings’ and then ‘Club Preferences’ (see image below).  

How Do I Replace My Old iPad With My New One?

Below is the procedure to unlink/remove the connection to the old app install so you can connect it to the new iPad:

1. Log into the Virtual scheduler tool via your desktop at www.lesmillsvirtual.com with your Virtual username and password.
2. Click on the Settings icon and select 'Manage Devices' .
3. To the right you will see options to ‘REMOVE DEVICE’. Click on the option that corresponds to the device you would like to remove.
4. Click the Green button: 'SAVE' to process the device unlinking.
5. Once this has processed, it will take 5 minutes for the Virtual App to become ready for connecting/pairing with your studio timetable.
6. Log into the Virtual app on your new iPad with your Virtual username and password and select your studio from the list and begin setup.
7. If these steps do not work, delete the Les Mills Virtual App from your iPad and try the steps again. Be sure to wait 5-10 minutes after deleting the App to redownload and try again.  

How Do I Reset My Password?

• Please click here to access the Virtual Scheduler login page and click 'Reset Password', as below.

• You will then be taken to the page below to enter your username or the email associated with your account. Click 'confirm'
• An email will be sent to your registered email address with instructions on how to reset your password. Occasionally this email will go to spam/junk so be sure to check all inboxes.

IMPORTANT: once your new Scheduler password has been created please update the password on your Virtual iPads to maintain synchronization with the Scheduler timetable by clicking on 'Login with my new password', as below:

How Do I Schedule A Virtual Class In Another Language?

• Virtual scheduled classes will use the default audio + subtitle language you selected in Club Preferences.In order to view or change audio + subtitle options for a class

1. Click on the schedule to create a new class
2. Select class type if applicable
3. Click Language Options 
4. Select your desired audio + subtitle language
5. Click Create

How Do I Specify A Born To Move Release?

• Due to the way BORN TO MOVE has been uploaded it has to be specified in order for the correct release to play. Below is an example of what a specified class will look like.
• There are no plans to change this at this stage.

How Do I Swap The Studio That The iPad Is Connected To?

• In the LES MILLS Virtual scheduler, studio schedules can be assigned to different iPad devices. 
• To manage these, navigate to the 'Manage Devices' page in Settings once you are logged into the scheduler via your desktop.  
• The below image shows where Virtual's ipad can be switched over to Studio 2 by selecting Virtual's ipad from the drop down.

How Do I Use Multi-Site Management?

• The Multi-site login is useful for clubs with multiple facilities that have Virtual, specifically GFMs and Club Managers responsible for managing the Virtual schedule for multiple facilities.
• To sign in, choose LOG IN WITH MULTISITE CREDENTIALS. Or, you can sign in through your Les Mills Connect portal. 

• Once you are signed in, you will be able to choose which club you would like to manage the Timetable for within the drop down menu at the top of the website. If you need to change sites, simply click the down arrow and choose the club you would like.  

Copying Schedules:

Each available studio has an option to copy its current schedule to another studio

• Across different clubs or within the same club 
• Classes will be created for matching Les Mills programs and custom group programs
• Any existing classes in the destination Club schedule will be overwritten when copying a new schedule over 
• Copying takes a few seconds and changes will sync to the destination Studio’s iPad in minutes
• Schedule templates (for Summer, Winter, etc) can be created by adding studios (without linking any device), populating them and copying over to required studios when needed

To copy a Schedule, navigate to Settings > Manage Devices. From this page, choose COPY SCHEDULE

• Next, choose where to copy the schedule to:

• Lastly, finish this action by confirming by selecting COPY

How Does On-Demand Work?

Once an on demand slot has been scheduled a member can scroll to the classes screen and select a class to play. 

Note: you can also play an on demand class in admin mode by unlocking the padlock at the top right hand corner. 

• Within the classes screen users can filter by genre, intensity, duration.
• It is also possible for members to select their desired language/subtitle options by clicking on the 3 dots to the bottom right.
• The option to "Begin Workout" appears as the option to begin the class.
• Once the member taps the Begin Workout option there will be a delay of one minute before the class starts to give them time to setup. The necessary equipment is also listed under the class title.
• Once the class has commenced the scrub bar provides options to pause the class, or jump to specific sections of the class separated by tick marks. 

A demo video of how to play an On Demand class from the iPad can be found through the link below:

https://www.youtube.com/watch?v=qhgelp-brt8&list=PLCzr8bZECkgCyrptdfh7DmaXkCE7maWow&index=11

What Is The Link To Access The Les Mills Virtual Scheduler?

• Please login via a desktop using your LES MILLS username (123456@lesmillsvirtual.com) and password created by you. Not the temporary password in the on-boarding email. 
  • Virtual Login
• If you have not changed your temporary password please follow the below link to access the scheduler on your desktop and begin setup: 
  • Virtual Sign-up
• Please refer to the solution 'What are the steps to activate my account for the first time' for a detailed step by step guide: 
  • Onboarding - What Are the Steps to Activate My Account for the First Time?

What Languages Are Available And How Do I Set A Default?

What languages are available? 

The languages available for scheduled virtual classes and on-demand are determined by: 

• Whether the program/release has been produced with a given audio language and/or subtitle language track
• The permitted languages assigned by your Les Mills Agent

Setting a default language for your club 

You can set the default audio and subtitle language for your club. To view or change the default language, simply:

• Log into Virtual Scheduler
• Click Settings > Club Preferences
• Change Audio Language and/or Subtitle Language
• Click Save Changes

What Should I Do If The Wrong Class Is Playing?

This is usually caused by a mistake in scheduling. Check your Virtual scheduler and confirm you have the following content: 

1. Check the correct studio is selected - match the name on your iPad timetable with the studio name.
2. Check the 'incorrect class / timeslot' and confirm you have the right day and week.
3. Check the class type is correct, Live / Virtual.
4. Check the correct release is selected - click on the class and check Random / Latest / Specify.
5. Check the schedule has been sent to the iPad successfully - hover the mouse over the small icon to the right of the studio name. This will show you the status of the iPad (Storage + last seen online).  If your iPad has been offline, changes you make to the scheduler will not sync to the iPad. 

For advice on how to stop a class and start a new one follow the below link: 

https://lesmillsvirtualapp.freshdesk.com/support/solutions/articles/36000084216-i-scheduled-the-wrong-class-and-now-it-s-playing-how-do-i-stop-the-class-and-start-a-new-one- Need to Link This to correct FAQ after move

Why Are Some Programs Showing As 'Expired' On The Scheduler?

1. If you have specified a release on the Scheduler and that release expires, the class will appear as 'expired' on the timetable and no class will play. To resolve, reschedule the class as a Specific release, Latest release, Random release, or Sequentially.  Note: One Virtual release expires every quarter, before new content is released, to maintain 8 releases per program.

2. If a whole program is showing as 'expired' then it may have been removed via the Select Programmes feature.  If you would like to re-enable this program follow these steps:

• Unlock the padlock to the top right of the APP
• Navigate to SETTINGS > Manage Downloads > Select Programmes
• Check that all the required programs are enabled on the device.

3. If the above two checks do not resolve the issue, please contact your Customer Experience Manager to check that the program is active on your account.

Why Is The Release I Specified No Longer Playing?

• When a ‘specify’ release expires it will be removed from the iPad on next sync and removed from the random rotation AND in the scheduler, it is instantly replaced with the latest release – still a specify class but just the release number is changed to the latest release number.

Why Is The Release Number I Specified Blank On The Scheduler?

• This is because the release number you specified has either been removed or has expired. 
• The class will play as normal but another available release will play.  
• It is advised to re-select another release or change the scheduling to 'random', 'latest', or 'sequentially'.