Complete Schedule Management Guide

As always, thank you for using uTeach Cloud. We’re here to help you manage your school, simply.

In this comprehensive guide, we’re going to look at all the aspects relating to schedule management. This is a broad topic, but we hope to break it down into manageable chunks to make it easier to understand. Please get in touch if you have any more questions.

Table of Contents

Phew, that seems like a lot, but let’s get started!

Getting Started

uTeach Cloud is designed to make scheduling easy to do and easy to see. Like all app, there is a tradeoff between customization and ease of use, but we hope we’ve tread this line well. Today we’ll be going in depth with how to use many of the features and discussing how to make the most of the functionality. Thanks for your time!

Understanding Class Categories

First of all, what are class categories? In order to customization the way the schedule is displayed to students, we use class categories to separate which types of students can see which types of classes. Group lesson students don’t need to see private lesson classes and vice versa, so to avoid confusion we separate these students and their schedules.

To view the Class Categories go to Class -> Class Category List and you’ll see the default data listed:

The standard class categories are:

  • Group Lesson: Classes in this category will be visible to group lesson students, who can view all the classes regardless of which other students are registered (but students will not be able to see who else is registered for privacy reasons).
  • Private Lesson: Classes in this category will be visible to private lesson students, and by default full classes will be hidden from the calendar to prevent users from trying to reserve filled slots.
  • Prospective Student Reservations: Classes in this category will be visible to students marked as “prospective students,” which is useful if you want to let users schedule their own initial counseling sessions.

Number of Class: Easily see the total number of classes created for a category.

Number of Event: Easily see the total number of events created for a category.

Visibility Roles: The user groups which can view the classes.

If you’d like to add a new class category, you can do so from Class -> Add Category.

Depending on whether you have added custom roles or not, your view might look a bit different.

Name: This is the name that will be assigned to the new category. Try to keep it descriptive so it’s easier to use later.

Visibility Roles: The roles you check will be able to view this type of class on the calendar. Don’t forget to check off the admin roles or your admin and teachers won’t be able to see the classes!

Adding a New Class

(See detail at Add a New Class)

Now that we’ve discussed a bit about class categories, we can talk about adding a new class.

Step 1: Navigate to Add Class Page

Step 2: Input Class Information

Keep in mind, this is a class in the sense of “English Level 1” and not a specific class instance like “Tuesday 10am class”. So it serves as a kind of template that can be replicated on the schedule many times.

Important settings:

  • category: depending on your category settings, this will differ. Make sure if you’ve made a category for group lessons and this class will be a group lesson that the category is selected appropriately
  • level: what level the class is
  • size: this is the maximum number of students who can join. Global class size is setting in the settings and inherited here, but can be overridden for the specific class.
  • length: also set globally but can be overridden
  • course: if this class is always using the same course, you can set the course here

Scheduling a Class

(See more at Schedule a Class)

Step 1: Navigate to the Monthly Schedule Page

This can be found under the scheduling dropdown on the admin navbar. This is one of the pages you’ll be using the most.

Step 2: Drag and drop the class to the schedule

Classes are shown on the left side of the page, and dragging and dropping to the calendar will add a new schedule.

Step 3: Input schedule information

Input the important information for this class:

  • start time: this is determined by where you drag it to
  • end time: determined by the default class length
  • teacher: select who will teach the class
  • course: select what course the class will follow
  • repeat v one off: if this class is repeating weekly, you can select the start and end dates and the class will automatically be made for all the dates in between. If the class will only happen once (or irregularly) you can set up a single schedule with the one off option.

Step 3.1: Add start & end dates for recurring classes

If you want to make a recurring class, just input the start and end dates.

Adding a Student to a Class

(See more at Add a Student to a Scheduled Class)

Step 1: Click on the class you want to add a student to

This can be done from the monthly schedule page.

Step 2: Select the student & click reserve

This modal is a bit busy with information which can be used later on, but for now, let’s just add a student to the class.

  1. Click on the names under select student.
  2. Scroll and select or type the name to search the list.
  3. When the student is selected, click reserve.

A Quick Note About Courses

Courses are powerful tools for tracking progress in your class, but they are not necessary for managing classes and schedules. If you would like to share materials and progress with students, teachers, and admin, it might be useful to spend some time setting up the courses. However, if you are working with a small team it might make less sense for you to invest the time in inputting the course information in detail.

Keep in mind your goals and needs before you go crazy with courses.

Adding a Course to a Class

(See the Course Builder Tutorial for more on courses)

To make courses useful, you need to link them to classes. This can easily be done (as a default settings) when adding a new class or when editing an existing class, but you can also assign a course when scheduling a class.

When generating a new class

Simple select the default course when making a new class.

When editing an existing course

Very similar to adding a course! Just change the default course.

When scheduling a class

If your default class is set, just click OK! Otherwise, change the course to whatever you’d like.

Using the Calendar View Effectively

So far, we’ve talked a lot about the nuts and bolts of scheduling and using the calendar, but in this section, let’s look at some of the different ways we can interact with the calendar.

We’ll be looking at Scheduling -> Monthly Schedule

Using the default settings, your calendar should give you a weekly schedule view like this:

You can see a lot of information here. Some notes:

  • Class colors: Class colors are based on the teacher to help you sort out which class is taught by which teacher at a glance. However, grey classes mean that a class is full, which helps you to easily notice which classes can or cannot by booked by students. The yellow bordered classes are classes which have students on the waitlist.
  • Exclamation mark: This means that the class is empty. You can also use the toggle in the bottom left to show only empty classes. This helps you to find space if you want to schedule a private lesson are reschedule another class.
  • Birthdays: If you’ve input student birthdays, this toggle will show their birthdays on the calendar.
  • Levels: You can select all levels to see everything, or clear the levels and select only one or two, which is helpful if you’re looking for a class to put a specific student into.

Empty Class View

Level Based View

With just a few clicks and no page reloads, you can easily navigate and customize the view of your schedule.

How to Schedule School Holidays

When you’re scheduling a year’s worth of classes, it’s important to make sure you don’t accidentally schedule classes during your school holidays. How can you prevent this? With uTeach Cloud, it’s pretty simple. Just click on the empty space on the day you want to see to a holiday:

If you’ve already registered some classes on that day, they will be automatically deleted (with the option to send a notification to any students registered).

After you’ve marked the days as holidays, they will be clearly marked and no classes or reservations can be added there:

How Students Interact with the Schedule

Let’s take a look at how students view the schedule.

Group Lesson Student

When group students look at the schedule, they can see class holidays as well as any group lessons. Similar to the admin view, full classes will be greyed out. However, on the student view yellow bordered classes show classes that the logged in student is registered to. If the level of the student has been set, the calendar will by default show only lessons of that students level, but can be changed in the bottom right.

If students want to book an available class, they simply need to click on the class and click Reserve.

If students want to cancel a reservation, they only need to click that class on the schedule and click Cancel.

Private Lesson Student View

Private lesson students will be able to view private lesson slots only, but not group lessons:

The view is basically the same as the group lesson view, except that the available classes are different.

When another student is registered to a private lesson, that slot will disappear from view (as it is unavailable):

How Teachers Interact with the Schedule

Teachers interact with the schedule in much the same way as admin:

The main different, however, is that teachers (by default) as not able to manage the student attendance. They can view the list of students and see who did or did not attend for past classes, but not mark cancel or add student reservations themselves.

Teachers can also use the main page for a daily view of who will attend their classes:

How to Mark Course Progress

Marking course progress requires having programmed the course information, so if you haven’t and are not interested in doing so, go ahead and skip this section!

Let’s discuss how teachers can manage the course progress (admin users by default are also able to manage course progress in the same way).

From the main page, click a class name and you’ll see the Schedule Details page:

First, let’s breakdown everything you can do here:

  • Schedule Details: From here, you can see some information about the class as well as the past attendance records for the class (by clicking on the dates to expand the accordion).
  • Class Details: Some more class information can be found here.
  • Course Progress: This is the tab we’ll be talking about in a minute.
  • Online Test Results: If the student has done any online tests, they can view the results here.
  • Assessment Results: If the student has received any assessments, they can see that information here.
  • Paper Test Results: If the student has done any paper tests, they can view the results here.

Let’s look at the Course Progress tab

Here, you can see the course information associated with the class. By clicking on one of the rows, you can expand that lesson’s section to see details on the lesson:

Here is the key panel for tracking course progress. You can interact with it in two ways:

  • Mark exercises or homework as completed: Simply click the checkboxes on the left side of these lists to mark them as complete. You will notice that as they are marked who marked them and when they were marked will be recorded.
  • Mark total lessons as completed: Click on the Complete box to make a whole lesson as complete. You’ll notice that the row is now shaded green. This makes it easy to keep track of overall course progress.

Managing Class Usage

Let’s go back to the admin view to take a look at our final concern: monitoring class usage.

Click Student -> Student List -> Student Name to view a student profile. Then click on the Class Usage tab.

Here, you can easily review a student’s attendance:

  • Checkmark: Student attended this class.
  • (R): Student is registered to join this future class.
  • (X): Student cancelled this class.

At the bottom of the page, you can view their yearly attendance by the numbers:

  • Paid: Number of classes paid for in this month.
  • Unpaid: Number of classed attended but not paid for yet.
  • Used: Number of classes used (attended).
  • Used leftovers: Number of makeup classes used.
  • New leftovers: Number of new makeup classes added.
  • Leftovers: Number of makeup classes from previous months.
  • Expiring: Number of makeup classes expiring this month.
  • Reserved: Number of reservations made this month.
  • Cancelled: Number of classes cancelled this month.

In Conclusion

If you’ve made it this far, you’ve spent a fair amount of time with us on this guide! Thanks so much for your time, and don’t forget you can always email us if you have questions!