Courses Date prepared: Prepared by: Section One Section One - Course Setup, an introduction ..........................................................................

2 Section Two - Resource Setup..............................................................................................2 Section Three - Category and Term setup............................................................................3 Section Four - Skills Setup...................................................................................................5 Section 5 - Course Creation....................................................................................................6 Section Six - Exporting/Importing Courses, An Introduction ..................................................10 Section Seven - Exporting Courses....................................................................................10 Section Eight - Modifying Import File..................................................................................12 Section Nine - Importing Courses.......................................................................................12 Section Eleven - Front Of House.........................................................................................16 Section Twelve - Viewing Details of Courses within Bookings ...............................................18 Section Thirteen Viewing Details of Courses within Front of House..................................19 Section Fourteen - Moving A Member....................................................................................20 Section Fifteen - Cancelling A Course Session.......................................................................22 Section Sixteen - Re-Enrolling Members................................................................................23

25/06/12 Lindsi Blakeman

S E C T I ON O N E - C O U R S E S E T U P ,

A N I N T R O D U C T I ON

The courses functionality is designed to allow the user to easily enroll a member onto a series of pre created sessions which make up a Course. The courses are setup through the Bookings application and members can be added either through Bookings or FOH with more functionality offered by the latter. Courses can either be created using an import spreadsheet or manually through the booking application. If you wish to create the courses manually then you will need to have a resource setup in a similar fashion to below to allow the choice of both activity and instructor. S E C T I ON T W O - R E S O U R C E S E T U P In the bookings application a new resource will be required. This can be added by going to Manage -> Resources -> New Physical. This will open up the add resource form. The information is filled out as below with the Resource name usually associating to the type of Course (Gymnastics, Climbing, Swimming). The resource type will always be set to physical and as parent will always need to be ticked. All other options in the configuration are as for a normal location.

In the linkage tab of the resource configuration then the resource needs to be linked to 2 sub types: 1. An activity subtype for the type of activity that is taking place. Eg If the course is for swimming then link it to the appropriate pool activity subtype so that lane hire, half pool hire or whole pool hire can be chosen as required.

2. An instructor subtype for the group of courses that is taking place. Eg if this is a swimming course then link it to the appropriate sub type that contains all the instructors for swimming. NOTE: A number of the reports for the courses application are based around there being an instructor attached to the booking and the sub type they are a member of as such this step is very important.

In the availability tab enable all days to be booked at all times. No other configuration is required against the resource so click on OK to create the resource. S E C T I ON T H R E E - C A T E G O R Y
AND

TERM

SETUP

For easier searching of courses within the bookings and FOH applications courses are assigned a main and sub category. The main category is usually related to the type and level of course (Eg Swimming Level 1 or Beginners Gymnastics) and the sub category related to either the day or time of the course (Eg Monday or AM). Terms also allow the separation of one group of courses from another, adding terms against a course allows you to find members who have not re-enrolled for the latest term. To create a new Main Category in the bookings application, go to Manage -> Courses -> Main Category. In here the Name of the main category is added and then Active is checked to make it available within the bookings application. Course stills can be added to the main category so that the skills gained within a course can be printed on the register and ticked off as completed (to create a new course skill please see the section Four Skills Setup). Once the appropriate information has been entered click on OK to create the main category.

To add in a new sub category in the bookings application go to Manage -> Courses -> Sub Category. In this form the following information is required: 1. The name of the sub category 2. The main category this sub category belongs to 3. The default capacity allowed in this sub category 4. The default in inventory item that is charged for enrolment 5. If the course sub category is active and so is available to the bookings application 6. Once this has been completed click on OK to create the new sub category.

To add in a new term in the bookings application, go to Manage -> Courses Booking Course Terms. In this form a short name for the course term is added followed by: 1. The dates it will be available S 2. Search drop downs 3. The order in which it is to be displayed in the list 4. Once the term information has been added then click on Add to add the new term. NOTE: It is recommended to end the term names in the year so that when looking at re-enrollments after the system has been running for a year the previous years pupils are not found when reporting on terms.

S E C T I ON F OU R - S K I L L S S E T U P To add a new Course Skill to the system in the bookings application, go to Manage -> Courses -> Course Skills

In this form a name (eg Swim 50 metres continuously using 1 stroke) and description for the skill can be added.

These can then be assigned to the main category using the skills tab contained within the main category configuration. To add the appropriate skill highlight it and then click on the arrow to add it into the Selected Skills Column. The skills in this column will be printed on the Course Register.

S E C T I ON 5 - C OU R S E C R E A T I ON To add a new course in the bookings application go to Manage -> Courses -> Add Course

This will open a new form in which the name of the course can be entered (Eg 1800 Group 1), the main and sub category that the course is a member of. Upon selecting the sub category the inventory and capacity will be automatically populated, these can be overridden if required. The course term and be selected.

Once this information has been entered click on new event in the bottom right hand corner, in this new form the Event name is entered which will on most occasions be the same as the Course Name. The resource to select in the dropdown will be the resource created in the resource setup section of this document. In here select the appropriate activity, instructor and sectors uses. In the drop in price select the price per session if the member were to drop in.

The event type can either be selected dates or recurrence. If you are having multiple sessions per week at different times then use selected sessions and choose the dates and times then click on add to add it into the available sessions. If the sessions are the same time every week for a number of weeks then use the recurrence option and enter the appropriate information.

Once the sessions have all been added click on OK to create the event. This will return you to the new course screen with the new event in place.

Click on OK. The course will then be created and you will be asked if you want to schedule the course now. Click on OK and all the sessions within the course will be generated and a message displayed. As with all the bookings screens to leave the course you will need to click on cancel to close the window.

S E C T I O N S I X - E X P OR T I N G /I M P O R T I N G C OU R S E S , A N I N T R O D U C T I O N Courses can also be exported and imported into the bookings system in bulk. This is used to export the current terms courses, make any changes to these for the new term and then importing the courses again. S E C T I O N S E V E N - E X P OR T I N G C OU R S E S To export the current sessions in the bookings application go to File -> Import/Export -> Export Course. This will display a wizard which allows you to select the course categories and date ranges you are wanting to export to Excel.

Highlight the main categories that require exporting and then click on the > arrow to add them into the right hand column. Any main categories in the right hand column will be exported. Clicking on >> will add all the main categories into the right hand column. Modify the date range so that the From date is the first date of the term which currently exists within the system and the To date is the last date of that term. Then click Next

A list of courses which are then going to be exported will be displayed, if not all the courses you require are displayed then click on Back to make changes to the main category selection or date ranges. If the correct courses are shown click Next.

The final step of the Wizard is to choose the file path to where the Excel file will be exported. Click on browse and choose the file path and name then click on Save to return to the export wizard. Finally click on Export to produce the Excel file.

Once the file has been exported a message will be displayed to say that the selected courses have been successfully exported. Click on OK to close the wizard.

S E C T I O N E I G H T - M OD I F Y I N G I M P O R T F I L E The Excel file which is produced contains a number of columns which relate to the names of fields when creating the course manually. The most common changes which will be made to the course export sheet would be to change the Term and Start date values. Once the appropriate changes have been saved in the Excel file this can then be imported back into the bookings module. Need to ensure that any modifications and written exactly the way the courses are within the bookings module. SECTI ON NINE - IMPORTI NG COURSES To import the modified Excel file within the bookings application go to File -> Import/Export -> Import Course. This will load the course import wizard.

In the first screen of the wizard click on Browse and select the Excel file which needs to be imported and click on Open. Once the file path field is populated click on Next.

The next screen will show the courses which are due to be imported. Click on Process to validate the import file against the bookings system.

If there are any errors file with the data provided in the import file then a warning will produced which will outline the errors in the file. You will need to cancel the wizard and fix the Excel file and then start the import again.

Once the import file is valid the message Your file is successfully processed will be displayed.

Click on next at the bottom of screen and now the final step of the wizard will be displayed which shows the number of courses which will be imported. NOTE: At this stage the courses have still not imported

Clicking on Finish will import the courses and a message to say the data has been successfully imported when the process has finished. Click on OK to end the import wizard.

S E C T I O N T E N - E N R OL L I N G M E M B E R S

I N T H E B O O K I N G M OD U L E

The courses can now be viewed in either the bookings or FOH applications. To search for courses in the bookings application click the Courses icon at the top of screen. This will display the search courses screen below. From here you can filter the courses returned by selecting Main and Sub Categories and also the date range or course terms you are wanting to search in. Then click on search and the list of courses will be returned. Double clicking on one of the courses in the list at the bottom of the screen will display the details about the course. To print the course registers select the appropriate tick boxes to the left of the course names and then select print register at the bottom of screen, the registers will then be exported into Excel and can then be printed out.

To add a member onto the course click on the attendees tab and then a list of members enrolled onto the course will be displayed. To add a member, click on Add member at the bottom of the screen. Search for the member and click on select and they will be added to the course, click on OK and the course will be updated with that member and a message displayed to show the member has been added. Then click Cancel to close the course screen. NOTE: If adding a member onto a course after the course has started then they will only be charged for the number of sessions remaining. Also if a members membership entitles them to a discount and the membership runs out half way through the course they will only be discounted for the sessions before the end of their membership.

S E C T I O N E L E V E N - F R O N T O F H OU S E To enrol members onto a course within FOH click on the bookings tab and then select Courses from the folder list, this will then display a list of main categories, and then selecting a main category will display the appropriate sub categories. After a sub category has been selected all the courses within that sub category will be displayed.

After the appropriate course has been selected click on enroll member and the member who is contained within the member passport will then be enrolled onto the course. Options will be displayed to enroll the member onto either the whole course (includes past sessions), all future sessions left in the course, selected sessions (user can pick which sessions the member wants to go to).

Each of the options above is controlled by a security token so that the options provided to each user can be limited depending on requirements.

The appropriate fees will then be added to the basked in FOH and can be paid off to complete the enrolment.

SE CTI ON TWE LV E - VIE WI NG DET AI LS

OF

C OU R S E S

WITHIN

BOOKINGS

To find out which members have been enrolled onto a course through the Bookings application, click on the Courses option at the top of screen and then select the appropriate Main and Sub Categories, there are 4 date parameters which can be searched: 1. Current Only 2. Current and future 3. Past 4. All The results can also be filtered by selecting a course term. Once the appropriate filters have been placed against the search click on Search. A list of available courses will then be displayed.

Double clicking on one of the results will display details about the course. There are a number of tabs which display different information: 1. Schedule - displays the number of sessions and start and end dates of the course. 2. Schedule Summary shows the dates and times of each of the individual sessions. 3. Attendees shows the members enrolled onto the course 4. Waiting List shows members who want to enrol onto the course should a space become free 5. Attributes used for online courses, currently not in use.

SE CTI ON THIRT EE N VIE WI NG DET AI LS

OF

C OU R S E S

WITHIN

FRONT

OF

HOUSE

To find out which members have been enrolled onto a course through Front of House, go to the Bookings tab at the top of screen and then select Courses. Available Main Categories will be displayed, upon selecting one of the main categories the appropriate sub categories will be displayed and when a sub category is selected then the available courses will be selected. There are options to apply filters to the courses for that sub category. There are 4 date parameters which can be searched: 1. Current Only 2. Current and future 3. Past 4. All The results can also be filtered by selecting a course term. To see the details about a course click on the question mark at the top right hand corner of the bookings section of the screen and then click on the course you would like to see more information about.

S E C T I O N F O U R T E E N - M OV I N G A M E M B E R Within the FOH application there is the ability to move a member from one course to another. To carry this out navigate to the course which the member is currently enrolled into. When in the course click on Move Member (you will be asked to authenticate that you want to move the member). A booking course movement screen will be shown. This replicates the screens shown when enrolling a member through FOH.

After the appropriate Main and Sub Categories are selected available courses will be displayed. Select the course onto which the member wants to be moved and then select Move.

Select if they are going to all future or selected sessions of the course they are being moved onto.

Once the appropriate option has been selected a price difference screen will be displayed. If there is no difference in cost between the 2 courses then just an OK button is displayed. If there is a difference in cost between the 2 courses then you will be asked if the member wants to pay for this now, pay later of if the difference in cost needs to be removed (This is controlled by a security token)

Once the member has been moved they will remain in the original course they were enrolled in however they will now have a status of moved.

When the member swipes into FOH then there will be an event displayed within the member control screen to show the course that they were moved from and moved to.

S E C T I O N F I F T E E N - C A N C E L L I N G A C O U R S E S E S S I ON To cancel a session navigate to the required course within the bookings application and select the Schedule Summary tab, highlight the session which needs to be cancelled and click on Cancel Session

Upon cancelling the course you will be asked if you wish to give users who have paid for the course a credit note which can be used against future purchases.

After a selection has been made the course session will be cancelled and a message produced to confirm this. Click OK to finish the session cancellation.

S E C T I O N S I X T E E N - R E -E N R OL L I N G M E M B E R S It is possible to re-enroll all or a number of members from one course to another with just a couple of clicks. To do this navigate to the appropriate course within the bookings application and then click on the Rollover Attendees button at the bottom of the screen.

A course attendee rollover screen will be displayed. To select the course onto which the members will be rolled over onto click on Search at the top right and then select the new course you wish the members to be enrolled onto. If certain members do not need to be rolled over then click un check the tick box to the left of the appropriate members name. Once the appropriate members are selected click on Rollover.

Once the members have been rolled over a message will be shown to say that the attendees of the course have been rolled over.