Work with Schedules

Create a Schedule

Schedules are settings created and maintained at the site level. You must Choose A Site from the drop-down menu at the top of the page for multiple sites.

1. Go to Settings (left menu) > Manage All # Schedules link on the Site Settings card to open the Schedules tab at the site you selected.
   Note: Be sure you have the right site selected at the top of the page.
   
   
   
2. Explore the following options for different schedules:
   • The color circles indicate how many classes are using the schedule.
   • There is an Expand iconto expand/collapse existing schedules on the page.
   • Use the arrow on a single schedule to expand it.
   • You can switch to another site as needed from the Choose a Site drop-down, and you will see the schedules change.
3. Click the Actions Menu> Create a schedule.
   
   
   
4. Add a Schedule Name and click Next.
   • Select the first day of the week for the schedule and enter the Open/Close times.
   • Click the next day of the week and the same times will be added. Modify the days and times as needed.
5. Click Save. The schedule has been created and can be assigned to a class.

On the Schedules tab, select the card for a schedule to see the Details and Classes tab. In the Details tab, you can do the following:

• Click on the Schedule name to open a window to change the schedule's name.
• Click on Classes or the Classes tab to see the classes the schedule is assigned to.
• Click on Days & Times to modify the selections. The schedule can't be modified if a class has been assigned to it.
• Use the Actions Menuto delete a schedule if no classes have been assigned to it.

Import a Schedule From Another Site

If your organization has multiple sites, an Owner or Admin can import Schedules from one site to another. This is very helpful and will save you setup time if you want to use the same schedules at different sites.

In this example, an administrator wants to import the schedule from the Little River site to the new North Hampstead site.

1. Go to Settings (left menu) > View Details link.
   Note: Select the site you want to import the schedule to at the top of the page.
   
   
   
2. Click the Actions Menu> Import Schedules from a Site to open the Import Schedules window.
   
   
   
3. Select the site you want to Import Schedules from by using the drop-down menu. Use the top checkbox to select all the schedules in the list (example shown) or select only an individual schedule from the list.
   
   
   
4. Click Import # Schedules. A confirmation message pops up in the upper right corner and the selected schedules are immediately imported to the site. The schedules are visible in the Schedules tab and Schedule details can be edited as needed.

Add a Schedule to a Class

To enroll children in classes, a schedule must be assigned to it. Assign a schedule to a class by doing the following:

1. Go to Programs & Classes (left menu) > View All Classes link located on the Programs & Schedules card to open the Classes page.
   Note: Be sure you have the right site selected at the top of the page.
   
   
   
2. Select the class that needs a Schedule. This will open the Details tab for the class. Click the Schedules link.
   
   
   
3. Use the drop-down menu to select an existing Schedule or click the + Add button to create a new schedule for the class.
4. Add Tuition (optional) and how often it will be billed for this class's schedule. Then click Save.

Modify an Existing Schedule

As an Owner or Administrator, you can modify an existing schedule part-way through a class to accommodate the needs of already enrolled children. It's a 3-step process: first, you have to create a new schedule for the class, next move the children from the old schedule to the new one, and then delete the old schedule.

Step 1 - Create a New Schedule

1. Go to Programs & Classes (left menu) > View All Classes link located on the Programs & Schedules card to open the Classes page.
   Note: Be sure you have the right site selected at the top of the page.
2. Select the class to make the changes to. This will open the Details tab for the class. Click the + Add button to add another schedule.
   
   
   
3. Click the green + NEW button in the Class Schedules window.
   
   
   
4. Add a Name in the Schedule Name window (Step 1 of 2), and click Next.
   
   
   
5. Select the days of the week and add the Open and Close times in the Schedule Days/Times window, then click Save.
   Note: Click the green + button to split hours for the same day.
   
   
   
6. Add the tuition on the Class Schedules page, and click Save. The new schedule will appear in the Schedules section of the class Details tab.

Step 2 - Move Children to the New Schedule

1. Click the Enrollment tab on the Class page. You will see the existing schedule you want to delete and the children enrolled in the class.
2. Click the Options icon> Move.
   
   
   
3. Enter the information in the Move Child window. 
   • Which Class are we moving to? - Be sure you select the same class. 
   • Are they attending class today? - Set the toggle to No if the child will not be attending the class today, otherwise leave the setting as Yes and the move will happen after the class has been completed for the day.
   • Which schedule are we moving to? - Be sure you select the new schedule you just created. 
   • Start Date - Enter the date the child will start on the new schedule.
   • Drop Reason - We recommend you use Other. 
   • Click Move. You will see a Move Completed window confirming all the details. 
4. Click Ok. Repeat this procedure until all the children in the class have been moved to the new schedule. You will now be able to move to step 3 and delete the original schedule.

Step 3 - Delete the Original Schedule

It's best to delete the old schedule if it is not in use by any classes. However, you can choose to keep it if you intend to use it at a later date for a different class. To delete the original schedule proceed as follows:

1. Go to the Details tab for the class.
2. Click the Schedule you want to delete in the Schedules section.
3. Click Delete in the Class Schedules window.
   
   
   
4. Confirm you want to delete the schedule and click Delete. The schedule will immediately be removed from the Schedules section.