CREATING

AND MANAGING CLASSES

Class Management

Scheduling Classes

Adding Additional Sessions of the Same Class

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Enrolling Students in a Newly Created Class

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Enrolling Students in Classes

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Create Enrollment

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Correct Records

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Class Management
LMS makes important class information easily obtainable. Managing classes involves entering class
schedules; enrolling students for classes; viewing the current schedule; and running reports to verify
instructors, room utilization and attendance for current, future or past classes.

Scheduling Classes
The flexibility of the LMS makes it possible to schedule a single class day, a class held on multiple days
with different class hours, or multiple sessions of the same class. First, select the class, and then add the
dates on the schedule.
To schedule a class, from Site Administration, in the Classes section, select Create class.

To enter a course, in the Basic Information section of the Create Class page, click the Choose button next
to the Course field.

In the Choose Course window, in the Search Filters section, type part of the course name, add a filter or
Output Options as needed, and then click the Search button. From the course list that appears in the
middle of the page, select the desired course, and click OK.

The selected course is input on the Create Class page. Continue to fill in the fields on the page using the
descriptions from each section.
Basic Information
Display Name Determine how the course name will appear on the schedule. It can be
modified, for example, to add a companys name to indicate a dedicated class
Description Provide additional information about the class. This will appear on the Class
Profile page below the Course Name. The course catalog description is already available on the
Class Profile page
Center This defaults to the Center of the person creating the class; change location by
selecting from the drop-down list
Minimum Students Set the minimum number of students required for the class to run
Maximum Students This field defaults to the maximum number of students set for the
classroom selected; to change this, enter a new value
Status The default selection is Not confirmed. Other choices include Confirmed, Cancelled and
Rescheduled. Mark a class Confirmed when you are creating a dedicated class, or set it as
Rescheduled if the course dates are changed or the class is postponed
Allow Self Enrollment Some Centers permit self-enrollment for Mentored Learning Sessions.
Check this box to allow students to enroll themselves into the class when they view it on the
schedule

Meeting Times
After the course information is entered, click the bar to expand the Meeting times section and add the
date and times during which the class will take place.
A common error is to schedule a multiple-day class by using the Add meeting time link. This will show the
class as one session starting the morning of the first day and ending the afternoon of the last day, e.g.,
Monday 8:00 AM through Friday 5:00 PM. If a class is held over multiple days, use the Add multiple
session times link. This creates separate sessions for each class day, making it possible to keep
attendance for each class day.
To demonstrate how to create multiple class sessions, the class scheduled in the example below will be
for Monday through Friday from 6:00 PM 10:00 PM. An additional session on Saturday from 8:00 AM
5:00 PM will show how to create a single class session.

Click Add multiple session times. Under Meeting times, in the Add Multiple Meetings section, fill in the
following fields, and then click OK:
# Meetings This defaults to the length of the selected course in 8 hour sessions . Adjust as
needed
Days This defaults to Monday through Friday. Modify by selecting the check boxes for the
desired class days
First Day Type the class start date or choose it from the calendar tool
Start Time This defaults to 8:00 AM. Specify the correct session start time
End Time This defaults to 5:00 PM. Enter the correct session end time

Changing the AM field to PM can be easily overlooked when scheduling an evening session.

To modify a single session time, locate the desired session, click the Edit link, and then change the date
or the session times to correct it.

To add a single class session, choose the Add meeting time link. Enter the session Start date, Start time,
and the End date and time. Default class times are can be modified using the drop-down menus. When
finished making changes, click OK to add the Saturday session.

When multiple day classes are scheduled correctly each class session is listed individually.

Finish creating the class by filling in how the class will be presented, the Instructor, and the Center(s)
that will be able to enroll students. These sections are described below.

HTML Description
Enter the description of a specialty class or any additional information the students may need for
attending the class. This does not replace the course description automatically displayed for the chosen
course; the HTML description appears under Details on the Class Profile page.
Delivery
Assign the type of class instruction and classroom location here. To set the class instruction type, expand
the Delivery section and then choose from the Delivery Type drop-down menu:
Physical Instructor-led training
Virtual A virtual connection to the Instructor
Physical & Virtual A combination of the Instructor in a classroom with students and other
students connecting virtually to the same session

To assign one or more classrooms to the session, in the Classrooms area, select the Add classroom(s)
link. This opens the Choose classroom window. The Choose classroom window, will filter for the
classrooms of the center running the class. Click on the selection box to choose the classroom and click
OK.

If a virtual class will be attended by students located in other Centers, filter to display the Center and
then assign their classroom for the class session.

Comment [jls1]: Which center assigns the room

in this situation?

A classroom or multiple classrooms may be assigned. However, assignment of the room is not required
at the time the class is created. If you do not assign the classroom, it will read as To be announced until
a room is designated.

Instructors
Specify who will be teaching the class. In the Instructors area, select the Add instructor(s) link.

In the Choose Instructor window, default filters are preset for the Role and Center, running the search
will find all the instructors for the center. More filters are available to refine the search on the Add filter
drop-down menu.
Default filters are as follows:
Last Name Enter the beginning of the Instructors last name
In Role The Instructor role is automatically provided
Belongs to center Your Center is selected. However, if you have made arrangements to use an
Instructor from another center, you can assign him/her by filtering for their Center

Click the Search button to display instructors.

Select the check box next to the Instructors name, and click OK to assign the Instructor to the class.

If an Instructor is not selected, To be announced will display instead of an Instructor name on the Class
Profile page.

Unless this is a dedicated class or you are opening the class to additional centers, there is no need to use
the Dedicated or Visibility sections. Select Save to create the class.

Dedicated

Visibility
Use this section to make a class available for enrolling students from other Centers. The class is
automatically scheduled to the Center creating it, and it is that Centers responsibility to maintain it.
Other Centers cannot make changes to it.
Expand the Visibility section, click the right-pointing arrows to expand the area lists, and then select the
participating Center(s).

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When finished, click Save. The scheduled class displays below Newly Added Classes at the bottom of
the page.

Adding Additional Sessions of the Same Class

You can quickly create more sessions of the same class if you are offering it multiple times on the
schedule. Once the first class is saved, return to the Meeting times section of the Create Class page, and
then choose the Start and End dates and Times for the additional class(es). Modify the Classroom
assignment and Instructor as needed, and save the class.
Enrolling Students in a Newly Created Class
To continue working with the newly created class, select the name of the class under Newly Added
Classes to open the Class Profile page and enroll students.

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Class Profile Page

The Class Profile provides details about a scheduled session of a class. The page can be reached by
clicking any of the Class Name hyperlinks found throughout the LMS. Expand or collapse sections on the
Class Profile to view information about a specific class.
Details link Displays the individual class sessions. Click the link to view class meetings dates
and times
Status Shows the confirmation status and minimum enrollment requirements
Enrollment Displays the number of available seats
Enrolled Students Presents a list of students enrolled
Center Visibility Displays Centers given permission to enroll students
Course Information Links to the course description
Notes Shows any notes related to the class, allows notes to be added

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Enrolling Students in Classes

Its fast and easy to enroll a student in a class or in a series of classes. Use Enroll Student for a single
student to enroll in one class, or to correct enrollment records. The Enroll Multiple Students option is
used to enroll student(s) in one or more mentored learning sessions. The multiple students enrollment
option cannot be used for Instructor-Led Training since an invoice or club must be related to each
enrollment.

Create Enrollment
To enroll a single student in one class session, open the Create Class Enrollment page from the Classes
section of the Site Administration page.

Basic Information
On the Create Class Enrollment page, in the Basic Information section, click the Choose button beside
the Student field.

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In the Choose Student window, the default filter is Last Name, which may be modified by choosing from
the drop-down lists. Additional filters are available from the Add filter drop-down menu. Search for the
student, select the check box next to the name, and click OK.

The students name is displayed in the Student field. Open the schedule by clicking the Choose button
beside the Class field.

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In the Choose Class window, use the Name filter to search for the class, select the check box next to its
name, and click OK.

Enrollment Status Defaults to Requested. However, Enrolled can be chosen to approve the
registration immediately
Completion Status Leave as Unknown for new enrollments
Classroom Automatically input when the class was chosen
Payment
An invoice, club membership or track should be chosen to complete the enrollment. Club memberships
are used to select clubs or tracks. To select an invoice, click the Choose button beside the Invoice field.
As an operations manager it is possible to enroll a student without any payment type by selecting None.

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Invoice
Once Invoice is selected from the Payment Type drop down menu, an Invoice search appears. Click the
Choose button to find the invoice to apply to the enrollment.

The default Search Filters are Company name and Contains product. The class from the enrollment is
entered into the Contains product filter. Other search filters are available such as: Invoice Number or
Invoice owner. Find the correct invoice, select it from the list, and click OK to enter it into the Class
Enrollment.

In the open window, the invoice detail opens. Select the product and click OK.

Students to be enrolled and the requested classes are checked against the sales order. Selected classes
and the number of students must match the order.

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If the invoice must be removed from the enrollment, click on the X to the right of the invoice number.

Club Membership or Track

Use the Club Membership selection from the Payment Type drop down menu for either a club
membership or a track. Click the Choose button beside the Club Membership field.

By default the Club Membership searches for the student and a track or club that is active and which
covers the class chosen for the enrollment. Click Search, select the membership to use from the search
results and then click OK.

This applies the club as the payment for the class.

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Coupon Pool
When the Payment Type of Coupon Pool is chosen from the drop down menu, a Coupon Pool search
appears. Click the Choose button to find the coupon pool to apply to the enrollment.

Enter the Company name in the search filter, the default filters search for an active coupon pool which
will allow enrollment into the chosen class. Search for the class, select the coupon pool to apply for
payment and click OK.

The information is entered for the payment.

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Notes may be added to the enrollment by expanding the Note section. If the note is of high importance,
check the box to outline the note in red when it displays. Then click Save to complete the enrollment.

When completed, the Class Enrollment displays as confirmation.

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Correct Records
Use Create Class Enrollment to correct records, for example, if a student attended class but was not
registered, the enrollment can be corrected once the class is completed.
Open the Class profile for the class you would like to correct enrollments and click the Enroll Students
link.

Choose the students name and the payment type and then Save.

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Open the Class Roster.

In the Class Roster update the Enrollment and Completion statuses. Once the Enrollment status changes
from Requested to Enrolled, the Completion status drop down menu becomes available. Save Changes
to update the records.

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