Section «Lessons»
This section maintains the schedule of your training center.
Content:
In order to go to the section, click on the menu on the left "Lessons".
View modes
The section can be viewed in three modes:
- Display in the form of a calendar ;
- Display in the form of a table ;
- Schedule of work of teachers .
Calendar display
Classes are colored according to the room in which they are scheduled.
The names of locations and rooms are displayed in the calendar header if no more than 7 rooms have been added to the branch.
In order to line up lessons by room, check the “build” box.
The calendar can be viewed by day, week, or month. To switch, click on the arrow. You can always return by clicking "Today".
Filtration of lessons is carried out by the following parameters:
- by client, group, subject, teacher or comment;
- by the status of the lesson;
- by type of lesson;
- by location or separately by room.
Display in the form of a table
Completed, canceled and one-time and normalized planned classes are listed in separate tabs.
To filter lessons, click on the "Filter" button in the upper right corner, select the required parameters and click "Apply".
The applied filter can be saved by clicking "save", and then quickly applied by clicking on the arrow on the "Filter" button.
Display or hide columns in the table through the "Fields settings". To sort activities by value in a column, click the column name.
Working hours of teachers
Lessons are colored depending on the teacher who is teaching the lesson.
To add a work schedule for a teacher, go to his personal card, on the right in the item "Working hours" click "update".
The schedule is added for whole hours for each day separately. To select an hour, click on it and it will turn blue. You can also select all days and hours at once or only certain days and set up a schedule with an interval of up to 15 minutes. Hours and days are derived from those selected in the calendar settings.
Free time for recording is displayed in green, time is already occupied by a lesson card, activities outside the working schedule are marked in pink.
The top bar shows which color each teacher belongs to.
The graph can be displayed on a daily or weekly basis.
You can also filter by subject and specific teacher.
In order to be able to apply a filter by subject, the qualification must be indicated on the teacher's card.
If you want to schedule a lesson outside of the teacher's working hours, the system will issue a warning about this. It will be possible to add a lesson.
Teachers can edit their own work schedule. To do this, in the system settings in the section "Teachers" - "Teacher account" the checkbox "Can edit his work schedule" must be active.
Types of activities
By default, the system has three types of activities:
- "Private" - only one student can be enrolled in a lesson;
- "Group" - classes are planned for groups of permanent composition. Read more about working with the "Groups" section in the article;
- "Trial" - you can add several clients to the lesson.
Upon request in the technical support chat, we can add an additional type of lesson for you, for example, "Practice". Learn more about practicing in the video.
Schedule entries can be one-time and regular.
One-time lesson - held once without any frequency. It is displayed on the system with a square icon and the inscription "single" (one-time).
Regular lessons - lessons that are held at regular intervals, for example, every Monday at 13:00. Displayed with a button icon and st (static).
Occupation statuses
A lesson in the system could be:
- Scheduled;
- Finished - displayed in the schedule with a check mark;
- Canceled - the lesson is crossed out.
How to add a one-time lesson
The first way: press the blue "Add" button in the schedule;
The second way: select the required time range in the calendar and click the "Add" button;
The third way: click on the "+" at the top of the screen, being in any section of the system;
The fourth way: in the client card in the upper right part of the screen in the "Lessons" line click "add" (only private and trial lessons are planned).
Select a lesson type and fill in the fields on the lesson card.
You can immediately create a lead card from a trial lesson card.
The checkbox "Online registration" appears if you have configured the "Wizard" recording form widget or the "Online schedule" widget.
If you need to schedule a lesson in the past, then go to the system settings (wrench at the top of the screen) in the "Lessons" - "Lesson settings" section and check the "Allow to plan lessons in the past" checkbox in the "Additional options" section.
How to add a regular schedule
Group lessons
Go to the group card, on the right side of the screen in the "Regular lessons" section click "add".
A separate regular schedule is planned for each group.
Private lessons
Go to the client card, on the right side of the screen in the "Regular lessons" section click "add" - "Individual".
Trial lessons
In the calendar click the gray button "Other" - "Regular lessons".
Then click "+ add" and fill in the fields of the schedule card.
In the "Stream URL" field you can select the stream that was previously created in the system settings (the wrench symbol at the top of the screen) in the "Lessons" - "Online streams" section, then a link to the conference will be displayed in the lessons scheduled for this schedule. In the stream settings there should be a tick “For regular schedule” in the “Destination” field. More details about online training can be found in the article.
In the "Period" field you can click "calc" and enter the number of weeks for which the validity period of the regular schedule will be calculated.
The checkbox "Online enrollment enabled" appears if you have configured the "Wizard" recording form widget or the «Online schedule» widget.
How to teach a lesson
Click on the class card and click "Finish".
Uncheck the missing boxes and select the reason for the skip.
If you need to add a student to the lesson, then in the "Who was?" enter your full name and select from the list.
You can also remove from the lesson by clicking on the "-" in the client line.
Give marks to those present, write the topic of the lesson and homework.
If your study center does not put grades and you do not need to indicate the topic of the lesson and homework, then in the system settings (wrench at the top of the screen) in the section "Lessons" - "Lesson settings" uncheck "Home work", "Lesson topic", "Marks" under "Show properties".
If you want to attach a file to an activity, such as homework, then click "Upload new one" in the "Attachments" field.
You can specify an individual note for the client. If you need to go to the student's card, then click on the arrow in his line.
Click the "Save" button, so the lesson will be conducted.
You can immediately add a lesson that has been taught, to do this, go to the display in the form of a table, click the blue "Add" button and select the type of lesson.
If you need to conduct a future lesson, then in the system settings in the "Lessons" - "Lesson settings" section, check the "Allow to close future lessons" checkbox in the "Additional options" section.
You can set up the automatic conduct of classes. To do this, go to the system settings in the "Lessons" - "Lesson settings" section and check the "Close yesterday lesson automatically" checkbox in the "Additional options" item, then the system will conduct classes for the day at night, by default all students will be marked as present.
How to cancel a lesson
Click on the class card and click "Cancel".
The lesson will be crossed out, the room in which the lesson was planned will be free.
If canceled by mistake, you can click "Revert".
Classes that you have completed are not canceled. You can delete, re-schedule, and cancel the lesson (if the lesson is on a regular schedule, it will be scheduled automatically).
How to reschedule a lesson
Click on the class card and click "Open".
Change the date and / or time of the lesson.
Click "Save".
How to delete a lesson
Click on the class card and click "Open".
Click on the red trash can icon in the lower left corner.
For mass deletion of lessons, go to the display in the form of a table, select the lessons with a tick and click on the red "Remove" button.
Please note that if you delete the lessons learned, the funds will be returned to the clients' balances.
Classes on a regular schedule are not deleted, they can only be canceled.
Calendar settings
In the calendar click the gray button "Other" - "Calendar settings".
In the "Working days" field check marks are given to the days that will be displayed in the calendar and in the teachers' work schedule.
The field "Working time" indicates the range of time that will be displayed in the calendar and in the work schedule of teachers.
In the "Interval" field you can configure the interval with which the time will be displayed in the calendar. For example, if you select the minimum interval "5 minutes", then one line in the calendar will be equal to five minutes.
In the "Default unit" field is selected, by default open the calendar for the day, week, or month.
In the "Card" field check the box whether to display in the calendar:
- the name of the room in which the lesson is planned;
- the subject for which the lesson is planned;
- the type of lesson and the clients or groups that are enrolled in the lesson;
- the teacher who conducts the lesson;
- a commentary on the lesson;
- the group participants that is registered for the lesson.
- if you check the box "Use line breaks", then each parameter of the lesson will be displayed on a new line.
In the “Options” field you can check the box “Arrange lessons by room”, then classes will be immediately organized by rooms in the calendar.
How to add holidays
In the calendar click the gray button "Other" - "Holiday management".
Then click "+ add", write a name, for example, "New Year" and specify the period.
For mass cancellation of classes on a holiday, click on the green lightning icon.
Take your time to click on the zipper, as if you cancel by mistake, you will need to manually return each activity.
"Lesson schedule" report
In the calendar click the "Reports" - "Lesson schedule" button.
The report is formed separately for each teacher or for all teachers at once.
Check the boxes to display in the report:
- Column with room;
- Column with the teacher;
- Column with a subject;
- Column with a group - it means whether or not to display the composition of the group;
- Column with a comment.
If you uncheck all the boxes, then at least the report will display the date, day of the week, time of lessons and group names or client names.
Also check the boxes for which types of activities to generate a report.
The report can be printed or saved in pdf and sent, for example, to a teacher or administrator.
Report «Register of lessons»
In the calendar click the button "Reports" - "Register of lessons".
The report is formed for each teacher separately.
Check the boxes for which subjects and types of activities to generate a report.
In the report you can view the number of classes held, the number of students present, the duration of the lessons held, the rate for each individual class and the total salary for the period.
"Missed lessons" report
In the calendar click the "Reports" - "Missed lessons" button.
In the report you can view a list of clients who missed classes during the period due to the selected reasons.
The report displays the amount that was debited when skipping, and the amount that would have been debited at the student's rate if he attended the lesson, so you can view the total amount of losses.
From the report you can go to the card of the client who missed the lesson, and to the card of the teacher who taught the lesson.
"Unprofitable lessons" report
In the calendar click the button "Reports" - "Unprofitable lessons".
Choose what types of classes to generate a report for and whether to generate a report for clients whose customer is a legal entity.
Through the report you can track students whose subscription is incorrectly linked and the funds are not automatically debited during classes.
From the report you can go directly to the customer card.
How to upload lessons to a file
Go to the display in the form of a table, you can first apply a filter, then click the gray button "Other" - "Export to file".
"Lesson prefill" option
The data will be automatically filled in when planning a one-time private lesson in the client card.
In order to activate the option, go to the system settings (the wrench at the top of the screen) in the " Lessons" - "Lesson settings" section, in the "Pre-filling the lesson with" field select:
- "Assigned teacher": the teacher, who is indicated as the responsible one in the client's card, will be substituted. If there are several teachers, then all will substitute;
- "Linked subscription": the item specified in the "Tariffs" section of the client's card will be substituted;
- "Previous lesson": the room, subject and teachers from the client's last lesson will be substituted.
Option «The lesson requires confirmation»
In order to activate the option, go to the system settings (wrench at the top of the screen) in the "Basic settings" - "Main settings" section and check the "The lesson requires confirmation" box.
In the display in the form of a table, the lessons conducted will be highlighted in red. The administrator can check the correctness of filling, then select the lesson with a tick and press the "Confirm" button.
Custom fields in the lesson card
Customize the lesson card for yourself, for this, go through the wrench to the "Customization" - "Custom fields" section, click the " + add" button .
In the "CRM model" field, select "Lesson Model".
For example, let's create an additional field "Lesson No".
In the field type we will leave "String", in the "System name" field press "auto".
Now you can specify the lesson number in the lesson card.
Then you can apply a filter or sort by an custom field in the table display.
What does the number next to the Lessons section mean?
The number of lessons notification shows you how many scheduled lessons have not been marked as completed in the last 2 days.
You can quickly find your activities by applying the following filter on your calendar:
Click on the arrow to switch to previous days and mark the activity.
The notification can be turned off, for this go to the system settings (the wrench at the top of the screen) in the "Basic settings" - "Notifications" section and uncheck the "About yesterday failed lessons" checkbox in the "Other notifications" item.
Why is the lesson on a regular schedule displayed with a square icon?
When classes open on a regular schedule, the system remembers the parameters and further changes to the regular schedule do not affect such lessons. Activities are displayed with a square icon and “regular” (normalized).
