Adding a new class: from planning to live

Everything between "we should run this" and a page people can buy from. Work top to bottom.

flowchart TD
  S["fa:fa-lightbulb A class is decided
date, venue, trainer"]:::plain --> Q1{"Has this class been
taught before?"}:::dec
  Q1 -- "no, brand new" --> NEW["fa:fa-file-circle-plus Accounting issues a new letter code
and sets the program up"]:::acct
  NEW --> PAGES["fa:fa-globe Build the catalogue entry and the
course description page, by hand, once"]:::wp
  PAGES --> ID
  Q1 -- "yes, it exists" --> Q2{"Do its days run
non-contiguously?"}:::dec
  Q2 -- "yes" --> SESS["fa:fa-layer-group Add a Session to the existing
course, no new Course ID"]:::hs --> STOP["fa:fa-circle-check Done"]:::ok
  Q2 -- "no" --> ID["fa:fa-hashtag Ask the sheet for the next
Course ID, e.g. HCS-219"]:::acct
  ID --> REC["fa:fa-pen-to-square Create the Course record in HubSpot
the one manual step"]:::hs
  REC --> AUTO["fa:fa-bolt Event page and tickets appear
as a draft"]:::wp
  AUTO --> PUB["fa:fa-eye A person checks and publishes"]:::wp --> LIVE["fa:fa-circle-check Live and selling"]:::ok
  classDef acct  fill:#fdf4e3,stroke:#d9ab3c,color:#8a6412;
  classDef hs    fill:#FDEBE8,stroke:#EF4C32,color:#a3301c;
  classDef wp    fill:#eef2f7,stroke:#7d8ca5,color:#28344a;
  classDef dec   fill:#fff5ee,stroke:#EB5825,color:#8a3d1e;
  classDef ok    fill:#eef6f3,stroke:#1d7a5f,color:#1d7a5f;
  classDef plain fill:#fff,stroke:#cdd3d9,color:#232b33;

The steps

What lives where

Thing	Made	How often
Catalogue entry	by hand	once per class
Course description page, what the class is	by hand	once per class
Course record, dates, venue, prices	by hand, in HubSpot	every run
Event page, one specific run	automatic	every run
Tickets	automatic	every run

Changing what the class is happens once, by hand, on the description page. Changing dates, venue or price happens in HubSpot and flows through on its own.

Naming rules

• One class, one number. Two runs of the same class are two different Course IDs. March and September are not the same class, even with the same material. Never reuse a number, including one from a cancelled class.
• Two or three digits after the letters: TFM-625. If a class has to slot between two existing numbers, drop the decimal point, between TSP-188 and TSP-189 is TSP-1885, meaning 188.5. Use sparingly.
• A real variant gets its own class template, not its own Course ID. A virtual HUE Communication Strategies uses template V-HCS but keeps a normal HCS-### ID, so it shares HCS numbering and revenue. A different room or trainer is not a variant, same template, new ID.
• A new program must be set up before its first class, the program code, a class template, and its full display name. The program field is a fixed list, so a code that isn't on it cannot be saved at all, and the class ends up with no program. Ask before inventing letters.
• Course names in HubSpot are internal labels like ToP Facilitation Methods · 2026-07-08 · Waukesha. Never put one anywhere a customer sees, public titles are generated from the program's proper name.
• Venue names differ on purpose. The sheet and HubSpot record the real venue city; the public page names the nearest city people recognise, the Waukesha venue is advertised as Milwaukee. Don't change either to match the other.