This article helps Multi-Site Admins resolve the most common scheduling issues in Playground, from students not appearing on classroom schedules, to the Forecast enrollment view not matching expectations, to schedule changes that aren't saving correctly.
Understanding Scheduling in Multi-Site Admin
Scheduling in Playground operates at the individual site level. The Schedules page (under Scheduling in the left navigation) gives you a weekly view of student and staff schedules across five tabs: Students, Staff, Resource view, Time off requests, and Templates. A key distinction that causes a lot of confusion: a student has two separate classroom associations in Playground, their assigned classroom (set on their profile) and their scheduled classroom (set within their schedule). These are independent, do not sync automatically, and behave differently across features.
Student Not Showing on Classroom Schedule
This is one of the most frequently reported scheduling issues. A student's schedule has been updated to move them to a new classroom on a future date, but when you filter the Schedules view by that classroom, the student doesn't appear.
Using the Wrong Classroom Filter
The Students tab on the Schedules page has two different classroom filters, and they do different things. Using the wrong one is the most common cause of students appearing to be missing.
Classroom | Filters by the classroom listed on the student's profile (their assigned classroom). This does not reflect their scheduled classroom or future classroom moves. |
Scheduled classroom | Filters by the classroom listed in the student's schedule. This is the correct filter to use when looking up which students are assigned to a classroom for a specific week. |
From your Admin Dashboard, navigate to the site and click Scheduling in the left navigation, then select Schedules.
On the Students tab, click 1 filter (or Add filters) to open the filter panel.
Set the filter to Scheduled classroom and select the classroom you're looking for.
Use the week navigation arrows to move to the future date the student is scheduled to join.
💡 If a student still doesn't appear after selecting Scheduled classroom, confirm their schedule has actually been updated — open the student's profile, scroll to the schedule section at the bottom of the Overview tab, and verify the classroom and start date are correct.
Forecast Enrollment Not Matching Student Profiles
The Forecast enrollment view (under Scheduling → Forecast enrollment) shows upcoming classroom capacity based on student schedules. Admins frequently expect changes to a student's profile classroom to appear in Forecast automatically, but that's not how it works.
How the Forecast Pulls Data
The Forecast tab pulls its data exclusively from the classroom listed in each student's schedule, not from the classroom assigned on their profile. These are two separate fields that do not sync with each other.
If you update the student's schedule | The Forecast will reflect the change. ✅ |
If you update the assigned classroom on their profile only | The Forecast will not change. ❌ |
If you want both to match | Both places must be updated manually, there is no automatic sync. |
Open the student's profile and scroll to the Schedule section on the Overview tab.
Update the classroom and days in the schedule to reflect the correct assignment.
Navigate to Scheduling → Forecast enrollment and advance to the target week to confirm the student now appears in the correct classroom.
💡 Only students with recurring schedules appear in the Forecast view. Drop-in or one-off schedule entries will not show up.
🚨 If a student's billing plan changes (e.g. from full time to part time), their schedule does not update automatically. You must update the schedule manually to keep billing and scheduling in sync.
Schedule Changes Not Saving
Some admins report that deleting a schedule time slot appears to succeed, the confirmation window closes, but the time slot remains on the schedule when they look again.
Close any extra Playground tabs so only one is open in your browser.
Do a hard refresh: press Cmd + Shift + R on Mac or Ctrl + Shift + R on Windows to force the page to reload without cached data.
Try the deletion again. Click the timeslot, select Delete this timeslot, and click Confirm.
If the issue persists across multiple browsers and users, contact Playground support, this may require a backend fix for that specific schedule entry.
💡 This issue was most commonly reported when a student had been moved to Dropped status but still had active schedule entries. Checking and updating the student's status first can sometimes resolve the problem.
Staff Schedule Showing 0.00 Hours
The Staff tab on the Schedules page shows each staff member's total scheduled hours for the week. If all staff are showing 0.00 hours, there are no schedule entries recorded for that week, this isn't an error, it just means shifts haven't been entered yet.
From the Schedules page, click the Staff tab.
Use the week navigation arrows to confirm you're viewing the correct week.
Click a staff member's name to open their schedule and add or verify shift entries for that week.
💡 Staff schedules and staff clock-ins are separate. The Staff tab on the Schedules page shows planned shifts, not actual clock-in data. Actual hours worked are tracked separately under payroll.
Schedule Templates
Schedule templates let you save a recurring schedule configuration and apply it quickly instead of re-entering it each time. If you open the Templates tab and see "No schedule templates," none have been created yet for that location.
From the Schedules page, click Manage schedules in the top right.
Select Create new template to build a reusable schedule template, or Import from Procare if you're migrating from Procare.
💡 Templates are site-specific. A template created at one location is not available at other locations in your organization.
FAQ
What's the difference between a student's assigned classroom and their scheduled classroom?
What's the difference between a student's assigned classroom and their scheduled classroom?
A student's assigned classroom is the classroom shown on their profile overview, it's used for general enrollment and display purposes. Their scheduled classroom is the classroom listed within their recurring schedule entry, and it's what drives the Forecast enrollment view and the Scheduled classroom filter on the Schedules page. The two are independent and do not sync, if you move a student to a new room, you need to update both their profile classroom and their schedule classroom manually to keep everything consistent.
Why doesn't the Forecast enrollment view show all my students?
Why doesn't the Forecast enrollment view show all my students?
The Forecast view only shows students with recurring schedules. Students with drop-in or one-off schedule entries are excluded.
Confirm the student has a recurring schedule set up by opening their profile and reviewing the schedule section at the bottom of the Overview tab.
Make sure you're viewing the correct week in the Forecast view — use the week navigation to advance to the date their schedule becomes active.
If I change a student's billing plan, does their schedule update automatically?
If I change a student's billing plan, does their schedule update automatically?
No. Billing plans and student schedules are separate and do not sync. If a student switches from full time to part time (or any other change), you need to update their schedule manually to reflect the new days and hours. The Forecast view will only update once the schedule itself has been changed.
Can I apply a schedule template across multiple locations at once?
Can I apply a schedule template across multiple locations at once?
No, schedule templates are site-specific. A template created at one location is only available at that location. To use the same template structure at multiple locations, you'll need to create it separately at each site.
Why is a student showing in the Forecast but not on the classroom Schedule?
Why is a student showing in the Forecast but not on the classroom Schedule?
This happens when the filter on the Students tab is set to Classroom (profile classroom) instead of Scheduled classroom.
Go to Scheduling → Schedules → Students tab, open the filters, and switch the classroom filter to Scheduled classroom.
Navigate to the week the student's schedule becomes active. They should now appear.
Can I see schedule information for all my locations in one view?
Can I see schedule information for all my locations in one view?
No, the Schedules page is site-level only. There is no enterprise-wide schedule view. To review scheduling for each location, use the location switcher at the top of the dashboard to navigate into each site individually. The Forecast enrollment view is also site-level and must be checked per location.