Maintain Schedule Activities

The three methods of scheduling instructor activities

Add Activities

Adding activities to instructor schedules can be done as far in advance as suits your operations. Some schools add activities just for the week ahead. Others add activities for the entire season, with instructors consistently working regular days of the week.

There are three ways to add activities, allowing you to easily add hundreds of activities across your team in one step, and to make pinpoint changes for a single instructor.

Method 1: Bulk Add to Schedule

The Bulk Add to Schedule is a convenient way to set activities for a large number of regularly scheduled instructors over a long date range.

To add activities over a date range across multiple instructors:

Navigate to Schedule → Bulk Add to Schedule

In the instructors list, the instructor's ski (S), snowboard (B), and telemark (T) levels are displayed preceding their name to assist in selection.

It is also possible to set instructor Parent Category and Available / Not Available statuses:

1. Navigate to Schedule → Bulk Add to Schedule
2. Select Availability

3. Select the vendor

4. Select the instructors and move them to the box on the right

5. Select From and Until dates

6. Select day(s) of the week

7. Select a category (only the instructors in the same category can be set up in bulk)

8. Select Available / Not Available

9. Click Set Availability

10. Start selling

    1. Book & Pay bookings will be created when there are some instructors available, and request bookings will be created when there are no more instructors available.

    2. It is possible to allow the guests to create request bookings even if Book & Pay bookings are possible. (This can be set up from Online Payment Settings page).

Note that bulk add to schedule will overwrite any existing scheduled activities that overlap the dates and times you specify for the selected instructors.

Method 2: Schedule

It is possible to manage instructor schedules up to one week at a time:

1. Navigate to Schedule → Schedule
2. Click on the Show / Refresh button

3. Click on the Manage Activities & Add to Schedule link

As shown above, you can add activities to the schedule of multiple instructors in one step.

The Schedule page allows you to view, add, edit and delete activities.

Method 3: Schedule+

The Schedule+ page is an intuitive and visual way to make changes and allows you to drag and drop activities onto instructors, to access this page:

Navigate to Schedule → Schedule+

• Activity duration can be set based on the interval it is dragged to, a custom time range or the default time range set on the activity.

• Dragging an activity onto the instructor's name will schedule it for every day in the date range you set in the Dates area.

• Dragging an activity onto a day in the instructor's row will schedule it just for that day.

• Days where an instructor is set as unavailable on the Instructor Availability page will be marked on this page and it will not be possible to schedule the instructor for these days.

Set Activities as Completed

After an instructor completes an activity it is necessary to change the status to Set as Completed in order for the instructor to be paid.

To set as completed on the Schedule page:

Navigate to Schedule → Schedule → Show / Refresh → Schedule List

It is possible to process one activity at a time, or by checking all/multiple activities and processing them in one step.