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How do I change the room, teacher, or location for a day?

Teacher out sick, or a room unavailable? Move a whole day of lessons and classes to a new teacher, room, or location at once with Batch Update in Opus1.io. Open the day on Schedule, click Show filters and narrow the calendar to the lessons you want to change, then click Batch Update, turn on Update staff, Update room, or Update Location, and click Proceed with batch update.

Applies to: Owner, Manager, Staff
PLUS Feature: No
Plan: All
Last updated: October 23, 2026

Table of Contents

  1. Overview
  2. Who can run a batch update
  3. Load the day you want to change
  4. Choose what to change
  5. What a batch update leaves alone
  6. How group classes are handled
  7. Notify families and teachers
  8. Run the update
  9. Cancel or close the day instead
  10. FAQ
  11. Related Articles

Overview

Some days the schedule is right but the details are wrong. A teacher calls out sick and a colleague is covering. The piano in Room 2 is being tuned. A satellite location has no heat, so everything moves across town. Every lesson still happens at its usual time, but each one needs a different teacher, room, or location.

Batch Update on the Opus1.io schedule changes all of those lessons and classes in one pass, and sends families and teachers the usual change notice. Why: without it, your front desk opens each lesson, edits it, and saves it one at a time, which on a busy teaching day can mean 30 or 40 edits and as many chances to miss one.

Batch Update changes who teaches and where. It does not change times, cancel lessons, or close the studio. For those, see Cancel or close the day instead.

Who can run a batch update

Batch Update is part of the day-to-day scheduling work that front desk staff handle in Opus1.io.

Role Can run Batch Update on the schedule
Owner Yes
Manager Yes
Staff Yes
Limited Staff No

If you do not see the Batch Update button, the person signed in does not have this permission. An owner, manager, or staff member can run the update instead. For the full list of what each role can do, see Roles & Permissions.

Load the day you want to change

Batch Update works on whatever the Opus1.io calendar is showing, so the filters decide which lessons change. Get the calendar down to exactly the lessons you mean before you open the window.

  1. Open Schedule and choose a day view: Day View - By Room, Day View - By Staff, or Day View - By Service.
  2. Move to the date with the arrows, the calendar button, or Today.
  3. Click Show filters, then narrow the calendar:
    • Staff limits the update to one or more teachers. Use this when a teacher is out.
    • Service limits it to one or more services, such as only your piano lessons.
    • Room lets you pick a location, then a room. Use this when a room is unavailable.
  4. Click the round Batch Update button in the blue button row above the schedule. Its icon is a calendar with a pencil. A window titled Batch Update Appointments/Classes opens.

ℹ️ Note: Show active only hides empty columns on the calendar. It does not remove any lessons from the update. Only the filters do that.

Week and Month views use the same button. On those views, every matching appointment and class in the week or month is included, up to 100 items. That is useful when a teacher is out for a full week. Stay on a day view when you only mean that one day. For more on the filters themselves, see How do I filter for specific staff, services, and locations on the main schedule?

Choose what to change

Turn on only the changes you want. Proceed with batch update stays unavailable until at least one of these is on.

Option What it changes Use it when
Update staff Replaces the teachers on each lesson with the teachers you add. You can add more than one. A teacher is out and someone is covering, or two teachers are swapping a day.
Update room Assigns the room you pick. Leave the room blank to clear the room from each lesson. A room is being repaired, rented out, or double-booked.
Update Location Moves the lessons to the location you pick. A location is unusable and lessons are moving to another one.
Apply to future (appointments only) Also changes later dates in each recurring lesson, starting from the date on the calendar. The change is permanent, such as a teacher taking over a student's weekly lesson.
Recurring lessons and Apply to future

Leave Apply to future (appointments only) off for a one-day fix. A substitute covering a sick day should not become the student's teacher from now on.

Turn it on when the change is meant to stick. Opus1.io then updates the lesson on the calendar date and every later date in that recurring lesson. It also updates the student's subscription, which is the ongoing enrollment that schedules and bills their lessons:

  • The first teacher you add becomes the primary teacher on the subscription.
  • The location you choose becomes the subscription's location.

The window states both of these before you continue.

⚠️ Warning: A location change on a subscription can change how later invoices for that subscription are billed. Check with whoever handles your billing before moving recurring lessons to a different location. See How do I assign a Billing location to a subscription?

Apply to future applies to private appointments only. Class dates stay on the single date you are viewing.

What a batch update leaves alone

A few limits are built into every batch update in Opus1.io. Knowing them up front saves you from wondering why some lessons did not change.

  • Only active and completed lessons change. Canceled, on hold, and closed lessons stay as they are.
  • The limit is 100 items at once. Above that, the window says "Too many calendar items, please refine your search criteria." Tighten the filters, or update the day in smaller groups, for example one teacher at a time.
  • Nothing to update. If none of the lessons on the calendar can be changed, the window says "No applicable calendar items selected."
  • Location changes need one time zone. Update Location is available only when every selected lesson is in the same time zone. Otherwise the control reads "Location update disabled - all appointment locations must be in the same timezone."
  • Room changes need one location. Update room is available when every selected lesson is already at one location, or when you are also choosing a new location. Otherwise it reads "Room update disabled - select events in the same location."

How group classes are handled

Group classes come along on an Opus1.io batch update, but they follow different rules from private appointments, and the window says so: "Batch updating location has no effect on class dates."

  • Teacher. Update staff changes the teacher on each class date on the calendar.
  • Room. A class date takes the new room only when Update Location is also on and set to the location where that class already meets. To give a day's classes a new room, turn on Update Location, choose the location they already use, then choose the room.
  • Location. A batch update never moves a class to a different location. Open the group class itself and change its location there.

Notify families and teachers

By default, Opus1.io sends the usual change notice to the families and teachers on every updated lesson. You can add a Notification message that goes out with it, such as "Ms. Rivera is out today, and Mr. Chen will be teaching your lesson at the usual time."

To make the change quietly, turn on Do not notify the participants (Clients & Staff). The Notification message box disappears when you do. This suits small corrections nobody needs to hear about, like fixing a room assignment that was entered wrong.

Run the update

Opus1.io shows you what it is about to do before anything changes.

  1. Read the summary at the bottom of the window. It shows how many items will change, for example "12 appointments/class dates will be updated!" With Apply to future on, that count is only the lessons on the calendar. Each recurring lesson in it is then also updated from that date forward.
  2. Click Proceed with batch update.
  3. Confirm with Proceed when asked, for example "Are you sure you want to update 12 appointments?"
  4. Wait while the window shows that it is updating the appointments and class dates. Larger updates take longer.
  5. A notice says Events updated successfully, and the schedule shows the new teacher, room, or location.

Cancel or close the day instead

If the lessons are not happening at all, Batch Update is the wrong tool. Opus1.io has two other paths, and the choice depends on whether families should get a makeup.

Situation What to use What families get
Lessons still happen, with a different teacher, room, or location Batch Update, as described above The same lesson, with a change notice
Lessons are canceled and your policy gives makeups Batch Cancel, the round button with an X on the same day view Credits under each service's staff cancellation policy. See How do I cancel a full day of appointments/group classes?
The studio is closed for a holiday or snow day and there are no makeups Closed dates on the location, then Set All As Closed No credit. See Why are lessons still scheduled on my closed dates?

For more on the difference between a canceled lesson and a closed one, see Canceling vs. Closing Appointments and Group Classes.

FAQ

Can I move a whole day of lessons to a different time?
No. A batch update in Opus1.io keeps every start time as it is. To move a lesson to a new time, update it on its own, or use Change Recurring Schedule for a recurring lesson. See Rescheduling Single & Recurring Appointments.

Can I undo a batch update?
There is no undo button. To reverse a one-day change, filter the calendar to the same lessons and run Batch Update again with the original teacher, room, or location. If Apply to future was on, the subscription's primary teacher and location changed too, so check those on each student's subscription.

Can I change the teacher on just one lesson?
Yes. Open the lesson from the client's or teacher's Upcoming Schedule and change the instructor there. See How do I assign a substitute teacher?

Can I send families a separate email about the change?
Yes. The mail icon on the main schedule sends one email to everyone with a lesson that day. See How do I allow Opus1 to send batch emails from the main schedule?

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