What: That teachers and SuperUsers can create courses in the teachers' schedules where the teachers can then add their students.
Why: You must create courses in the teacher's schedule in order for the teacher to be able to drag students into their schedule.
It is also possible to publish courses in the Course Catalogue so that students can apply for or book a place on a specific day and time in the teacher's schedule. See more in the guide “Publish in the course catalogue”.
How:
Follow the steps below to setup a booking on a teacher’s timetable:
Step 1: Open the teacher's schedule
- Find the relevant teacher’s profile by searching in Super Search or by clicking “Resources” and “Teacher/User” then finding the teacher from the list.
- Click the shield icon to load their schedule
Step 2: Choose what you want to create
Double-click in the schedule on the day and time where you want the booking. The window "What do you want to create?" opens.
- "Create Tuition", for lessons and ensembles.
- "Create Adhoc Booking", for bookings such as meetings or concerts.
- "Create multicourse booking", for bookings that can be published in the Course Catalogue with two or more instruments, and that become a single course booking once a student has been booked onto it.
You can also double-click on a date that is marked as a holiday. The window opens as usual, and SpeedAdmin checks which booking types are allowed on exactly that date before you continue.
A booking type that cannot be used on the chosen date is shown greyed out and cannot be selected. If one or more options are unavailable, an information banner is shown in the window.
Step 3: Enter the course information
- Select the relevant course in the "Course" dropdown.
- If needed, use "Title" to give the booking a more specific name, for example "SLA Tuition at Primary School".
- Select either the teacher or a member of the admin staff in the "Owner" dropdown.
- Under "Time and Venue", set "Length in Minutes" if it should be different from the course type selected under "Course".
- Set "Start Date" and "Start Time".
- Set the interval, for example every day or every week.
- Choose "Occurrences" for a set number of sessions after which the booking ends, or "Ongoing" to continue from the start date throughout the school year and onwards.
- Select in the "Venue" dropdown where the booking takes place.
- Click "Next" to move on to the "Registration Configuration" page.
A course that does not run on the chosen date is greyed out in the "Course" dropdown, with the reason: "This course is not available on this date according to its teaching plan.
Step 4: Set the registration configuration
If you have set “Ability Level” (#1) in your setup, you will then need to set what it is for the booking.
You can choose between the following signup methods (#2):
"Using max number of students", for bookings with a set number of spaces. Enter the number in the box that appears.
- "Using max number of students with waiting list overflow", the same as above, but more students can sign up and remain on the waiting list until a space is available.
- "Using unlimited number of students", for bookings without a set number of students.
- "Using waiting list only", used in most cases and for most lessons. Students remain on the waiting list until they are assigned to the teacher or booked onto the booking.
The signup method must be set whether or not the booking is published in the Course Catalogue. No course is published automatically
- If you wish, you can add a short description of the booking in the “Description” box (#3), which will appear in the Course Catalogue when published.
- If applicable, you can click to “Enable Age Restrictions” (#4) for the course, and specify between which years the student must be born to apply.
- You can also set which variables should be shown or hidden in the Course Catalogue if the booking is published (#5). If the eye is crossed-out, it will be hidden on the Course Catalogue.
Step 5: Assign teachers (optional)
The teacher whose schedule you are working in is added automatically. To add more teachers, open the "Assign Teachers" tab.
- Click "Add Teacher"
- Find the teacher by scrolling or searching, and tick the box next to the name (#2).
- Click "Add selected and continue".
Set the following for each teacher you add:
Show in Activity – this determines whether the teacher’s name displays in the Course Catalogue, Publish Pipeline or on the student’s Activity page.
Salary Rate – the rate which the should receive for payment for this booking.
Hour Calculation Type – whether this is to be included in their hour calculations.
Department – which department this booking will belong to (this relates to those which you would have setup in “Department and Categories” in under the “Course” tab of “Settings”).
Time Factor - this determines if the booking should count extra time for the tutor. Setting as “1” will calculate the duration as set earlier in the process, whereas setting it lower or higher than “1” will decrease or increase the time.
Add extra time:
Extra Minutes – this adds additional time to the teacher’s booking (this could be setup/pack-down, etc.)
Extra Minutes Factor – as with Time Factor, this does the same for any Extra Minutes added to the booking.
Step 6: Assign students (optional)
If a student has already been assigned to the teacher from the waiting list, the student is added automatically. You can add more students on the "Assign Students (Optional)" tab.
Click "Add Existing Student" if the student is in the system but has not applied via the waiting list, or "Add student from waiting list" if the student is on the waiting list.
Search for the student, select the student and click "Next".
- Choose whether the fee should be overridden.
- Choose how the parent/guardian should be notified about the new booking.
If the student is on the Waiting List, click “Add student from waiting list” where you will see a similar menu to the above but for those on the Waiting List – the process is then the same.
Step 7: Save the booking
Finish the booking in one of two ways
- "Save and go to edit lesson" opens the booking details
- "Save & Send For Approval" shows the booking in the teacher's schedule
Note: If you need to create several courses of the same type, you can copy a booking by clicking onto the relevant one on the teacher’s schedule via the “Schedule” or “Planning Mode” tabs, and then clicking the “Copy” icon. This can be done as many times as required, and edited by clicking the booking and selecting the “Edit” pencil icon.
Things to be aware of:
A greyed-out booking type or course means that it is not set to run on that date in its teaching plan. If the date should be available, adjust the "Academic Teaching Plan" or the "Holiday & School year plan" in the settings first, and then create the booking.
If you need to create several bookings of the same type, you can copy a booking. Click the booking in the teacher's schedule on the "Schedule" or "Planning Mode" tab, and click the "Copy" icon.
You can copy a booking as many times as you need. Edit each copy by clicking the booking and selecting the "Edit" pencil icon.