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.
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!