The Class Activity Scheduling Page is designed to configure and manage classes or programs. This page allows users to define program details, set up tuition, configure scheduling, and manage various settings related to a class offering. Before you schedule a class, ensure the following tasks are completed: 1. **Set up the [[Semester|Semester]] or Term**: Prepare the term during which the classes will take place. 2. **Identify [[Instructors]]**: Verify that instructors are listed with the Instructor role in their account profiles. 3. **Establish [[Core Program]]**: Ensure a core program type is set up for each class, though this can also be done on the fly. 4. **Configure the [[Skip Date|Skip Date]]**: Enter all holidays and non-working days to allow accurate calculation of end dates and class days. 5. **Set up [[General Ledger Accounts]] Accounts**: Enter Tuition and Fee/Lab cost accounts and confirm their availability in drop-down lists. 6. **Assign Studio/Classroom Locations**: Ensure all locations are configured in the system. 7. **Verify Security Roles**: Ensure you have the necessary permissions to access scheduling menus and screens. ### Accessing the Scheduling Screen 1. Navigate to the **Admin Home** menu in the main menu bar. 2. Find the **Class Setup and Scheduling** in the upper-left corner. 3. Click the **Class/Activity Scheduling** link. This opens the scheduling interface, which consists of stacked, collapsible panels. Each panel contains related input controls, and you must complete required fields before closing a panel. The sequence ensures a logical workflow for scheduling classes. --- ## Summary of Scheduling Sections ### 1. **Core Program Selection** - Choose the [[Core Program|Core Program]] associated with the class. - Expand the embedded panel to create a core program type if needed. ### 2. **Instructor and Semester** - Select the instructor and the semester/term for the class. - Art Center Canvas (ACC) will generate a class code based on the program type and semester. You can overwrite this code if desired. ### 3. **Pricing Details** - Enter member and non-member prices. - If prices are identical, input the same amount in both fields to avoid errors. - Specify any additional fees and select GL Account numbers for tuition and fees (even if there are none). - Decide if the class is taxable and if so what tax rate to use. ### 4. **Instructor Compensation** - Set the compensation rate and type (e.g., flat fee, per class, per hour, or per student). - Enter travel allowances if applicable. - Use the notes section for studio setup details requested by the instructor. ### 5. **Class Size and Description** - Input minimum and maximum class sizes. Defaults from the program type are pre-filled but can be adjusted. - Review and edit the catalog title and course description if necessary. ### 6. **Scheduling Details** - Enter the number of sessions and specify the frequency (daily, weekly, or monthly). - Input start and end dates. ACC calculates end dates automatically, considering skip dates. - Add start and end times and assign a studio/classroom location. - Include any advisory comments in the **Activity Notes** section. - Check the **Waitlist** box to maintain a waitlist for full classes. --- ## Finalizing and Managing Classes At the bottom of the screen, you'll find several action buttons: - **Save**: Save your entries or edits. - **Copy**: Duplicate an existing class for another semester. - **Cancel**: Cancel the class. - **Attach Image**: Upload a display image for the class listing on public web pages. By following this structured approach, you can efficiently schedule classes and manage course offerings in Art Center Canvas. For further details on specific panels, refer to the additional links provided in the interface. --- # **Page Overview** | **Page Section** | **Field** | **Description** | | ----------------------------------------- | ---------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Navigation Panel** | | | | | **Find a Class** | Dropdown menu to search for existing classes. | | | **Edit Class Days** | Filter classes by program type or view all available classes. | | | **Add Images** | Add images to the program display. | | | **Copy** | Duplicate an existing program setup. | | | **Clear/New** | Clear the unsaved changes and open new. | | | **Cancel This Class** | Cancel this class. | | | **Restore Class** | Restore a Cancelled class. | | | **Save Changes** | Save updates to the current class setup. | | **Header** | | | | | **Class Status** | Displays the current class status (e.g., Active, Canceled). | | | **Code** | Unique catalog ID auto-generated for the class. | | | **Title** | Editable field to define the name of the class. | | | **Preview** | Hyperlink to access the class on the web page. | | **Program Type Selection** | | | | | **Program Type** | Dropdown to select the program type/category (e.g., workshop, seminar). | | **Optional Program Details** | | | | | **Medium 1** | Dropdown for selecting the primary medium used in the class. | | | **Medium 2** | Dropdown for selecting a secondary medium used in the class. | | | **Class Level** | Dropdown to set the level of the class (e.g., Beginner, Intermediate). | | | **Keywords** | Text field for adding searchable keywords or tags relevant to the program. | | **Code, Instructor, & Semester** | | | | | **Instructor 1** | Dropdown to select the primary Instructor. You must first designate a person as an [[Instructors\|Instructor]] | | | **Instructor 2** | Dropdown to select the secondary Instructor. You must first designate a person as an [[Instructors\|Instructor]] | | | **Semester** | Dropdown to select the semester or term during which the class will occur. | | | **Code** | The unique code used to identify the class. | | **Tuition and Account Setup** | | | | | **Member Cost** | Field to specify tuition costs for members. | | | **Non-Member Cost** | Field to specify tuition costs for non-members. | | | **Member Per Diem** | Tuition costs for members for a single day if allowed. | | | **Non-Member Per Diem** | Tuition costs for non-members for a single day if allowed. | | | **Fees** | Additional fees field (e.g., materials fees). | | | **Fees Type** | Dropdown to categorize additional fees (e.g., flat, percentage). | | | **Allow Deposits** | Allow deposits. If so fixed amount or percentage. | | | **Deposit Amount** | Define the required deposit amount, if applicable. | | | **Promo Code** | Used for custom scenarios such as PWYC (pay what you can) models. | | | **Tuition Account** | Assign the financial account for this program. | | | **Fee Account** | Designate which account receives the fees. | | | **GL Class** | General Ledger class associated with this program. | | | **GL Subclass** | General Ledger Subclass associated with this program. | | | **Taxable** | If classes are set as Taxable in the [[System Configuration]] you can fine tune that here. Disabled by default. | | | **Tax Rate** | Select the tax rate for the class if the class is taxable. You must have already set up the | | **Title, Description, and Other Details** | | | | | **Min Age** | Minimum age required for class enrollment. | | | **Max Age** | Maximum age allowed for class enrollment. | | | **Min Size** | Minimum enrollments required for class to take place. | | | **Max Size** | Maximum enrollments allowed for class. | | | **Require Approval** | Require approval before enrollment in a class. | | | **Members Only** | Toggle to restrict the class to members only. | | | **Display Only** | Toggle to make the class visible but not enrollable online. | | | **Publish** | Toggle this class visible and enrollable online. | | | **Questionnaire** | Select a [[Questionnaires\|Questionnaire]] for this class. | | | **Form Required** | If a questionnaire is selected this toggles it as required or optional. | | | **Offered Online** | Toggle to indicate if the class is offered online. | | | **Access Groups** | List of comma-separated [[User Groups]] Ids with permissions for this class. | | | **Catalog Title** | The name of this class. | | | **Main Catalog Description** | Rich text editor for writing a detailed class description, including formatting options. | | | **Supply Page URL** | Field to add a hyperlink to external resources, materials, or supply lists. | | **Dates and Times** | | | | | **Sessions** | Set the number of sessions to auto generate. Note any subsequent edits to this after creating the class will require manually modifying the [[Class Days]]. | | | **Start Date** | Input field for the starting date of the class. | | | **Start Time** | Input field for the starting time of the class. | | | **End Date** | Input field for the end date of the class. | | | **End Time** | Input field for the end time of the class. | | | **Reg. Cutoff Date** | Deadline for class registration. | | | **Location** | Dropdown to assign a specific studio or room for the class. The [[Location]] must already have been created | | | **Partial Sales** | Allow selling single days in a multi day series. | | | **Waitlist** | Allow registering for the [[Wait List]] once the class is full. | | | **Check Conflict** | Check for scheduling conflicts with other programs. | | **Class Notices** | | | | | **Notice Type** | Select the type of notice sent (e.g., reminder, confirmation). | | | **Confirmation Template** | Dropdown to select the email [[Message Templates\|template]] used for confirmations. | | | **Reminder Template** | Dropdown to select the email [[Message Templates\|template]] used for reminders. | | | **Reminder Lead Time** | Set the lead time before the event for reminders to be sent. | | **Setup and Compensation** | | | | | **Setup Notes** | Private notes for admins. | | | **Comp. Rate** | Input field for defining the compensation rate for the class. | | | **Rate Type** | Dropdown to specify how compensation is calculated (e.g., hourly, fixed). | | | **Travel Expenses** | Specify what compensation is given for travel. | %% # TODO: How To - Program Definition - Creating new class - Editing existing class - Editing Class Days - Display Only - Publish - Member / Non Member Pricing - GL Account - Keyword filters - Deposits - Access Groups %% ## **Notes** - Save changes after making updates to avoid data loss. - Use the "Restore This Class" button to revert cancelling a class. - Ensure mandatory fields are filled to avoid submission errors. ## **FAQs** ###### Can I schedule a class across multiple semesters? No, each class is tied to a single semester. Create a new class for each semester. ###### Can I enable a waitlist after registration starts? Yes, you can toggle the waitlist option even after registrations have begun. ###### How can I charge for material? - Under the Tuition and Account Setup section - Set up a "Fee Amount" - Select "Material" or relevant Fee Type - Select "[[General Ledger Accounts|Fee Account]]" to attribute the fees to. - If you require taxing the fees but not the class please reach out with the desired tax rate so we can enable that globally. ###### How can I allow one to purchase just a day in a class series? Toggle the option "Partial Sales" to "Yes". If you wish to hide the option to register for the entire series from the storefront, simply set the "Member Cost" / "Non Member Cost" to `-1` and only set the "Member Per Diem" / "Non Member Per Diem" prices correctly. ###### When I set a registration close date what time and timezone is used? The class will close for registration at midnight of the next day in your organizations configured timezone (ie. America/Denver) defaulting to America/New_York. For example if set to close at 01/19/2025 then it will be open through 11:59PM and close at 12:00AM of 01/20/2025. You must let us know to configure your site to a specific timezone otherwise America/New_York will be used. ###### How can I allow someone to register with just a deposit? In the admin class setup screen check "Allow Deposits", select the type (fixed amount/percent), and value (dollar or percentage). Once saved the storefront class details page will have a checkbox option for the customer to "Pay deposit only" before adding the item to the cart. Note that this will leave an outstanding balance on their account, and it's up to you to enforce their reconciliation of this balance. If you want to prevent them from making further purchases before paying their balance reach out to support to enable this feature.