Create Booking

What: That teachers and super users 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:

1. Load the relevant teacher’s profile by searching in Super Search or by clicking “Resources” and “Teacher/User” then finding the teacher from the list.
2. Click the shield icon to load their schedule 
    
    
3. Double-click on the schedule where you want to add a booking. 
    
    
4. Select the type of booking you wish to add:
   • “Create Tuition” – this is for lessons or for ensembles
   • “Create Adhoc Booking” – this is for bookings such as meetings or concerts
   • “Create multicourse booking” – this is for bookings that can be published to the Course Catalogue with two or more instruments where it will become a single course booking once a student has been booked onto it.

5. On the following screen, enter the course information: 
    
    
   Select the relevant course from the “Course” drop-down menu.
   If required, “Title” can give the booking a more specific name i.e. “SLA Tuition at Primary School”.
   Choose either the teacher or a member of admin to be the owner from the “Owner” drop-down menu.
   Under the “Time and Venue” section, select the “Length in Minutes” (if to be different from the Course Type selected under “Course”).

   Set the “Start Date” and “Start Time” accordingly, and then determine the interval i.e. every day, week, etc. and whether it is an ongoing booking or whether it last for several sessions. “Occurrences” are a set number of sessions after which the booking will end, and “Ongoing” will continue from the start date throughout the academic year and onwards.

   Choose from the “Venue” drop-down menu where the booking will take place.

6. Once done, click “Next” to move onto the “Registration Configuration” page.

If you have set “Ability Level” (#1) in your setup, you will then need to set what it is for the booking.

Select from the “Signup Method” (#2) drop-down menu from:

“Using max number of students” – usually used for bookings with a set number of spaces, which you can set in the below box upon selection of the above. 
 
 
 

“Using max number of students with waiting list overflow” – similar to the above but allows more students to sign-up and remain on the waiting list until a space is available.

“Using unlimited number of students” – for bookings that do not have a set number of students and can accommodate any that sign-up.

“Using waiting list only” – this will be used in most cases setup via this method and for most lessons. Students remain on the waiting list until assigned to the tutor and/or booked into the booking.

Note: This needs to be setup regardless of whether the booking will be published to the Course Catalogue, though no Course is automatically published.

1. 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.
2. 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.
3. 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.
4. If adding the booking via a teacher’s schedule, they will automatically be added to the “Assign Teachers (Optional)” tab, however you can add one or more by clicking the “Add Teacher” (#1) button. 
    
    

In the subsequent window, find the teacher you require either by scrolling or searching, check the box next to their name (#2) and then click “Add selected and continue” (#3).

You will then be required to select the following items: 

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.

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.

1. If adding the booking from the teacher’s schedule where a student has been assigned to them from the Waiting List, the student will already be assigned, however you can add students via the “Assign Students (Optional)” tab. 
    
   

If the student is on the system but has not submitted an application via the Waiting List, click “Add Existing Student” where you will see the below menu:
 

Search and select the required student, before clicking “Add selected and continue”.

You can then select if the fee needs to be overridden, and how the parent/guardian is to be notified of the new booking from the three options below: 
 
 
 

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.

1.  Once done, click “Save and go to edit lesson” to view the booking details (the first screenshot), or “Save & Send For Approval” to view on the teacher’s schedule (the second screenshot).

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.