Overview
Modifying a schedule allows sweeping changes to all the sessions on the schedule with one edit.
Article Sections
Functions
There are three functions which may be used when modifying a schedule:
a. Update the schedule which will add the new information to the existing data.
b. Add to Schedule used when extending the end date.
c. Recreate the schedule which will recreate the schedule as if it was new, recreating each session with a new session number and reverting to the exact instructions on the Create Multiple Sessions page. If you have made changes to individual sessions such as a new tutor or a one-off student these changes will be removed with the recreation.
The schedule need only be recreated if you need to edit the days or time.
Recreation will not affect any sessions in the past or any in the future that have been submitted reviewed or approved.
If you need to modify one session on the schedule rather than all the sessions created by the schedule see SD02. Modifying or Deleting a Session on a Schedule
Update a Schedule
This function will be used to change information other than the date range, day or time of the sessions. For example, change the tutor on all sessions, add a session note to all sessions, add a subject and level to the schedule and all sessions.
In the following example I want to change the tutor on all sessions in the future. The tutor is currently Hallie Thompson and the change applies to the last two sessions on the schedule that have not been submitted.
1. In the schedule, press Create Multiple Sessions.
2. Change your tutor and press Update Schedule.
3. The tutor is changed on sessions 41001 and 41002 that are in the future and the session numbers and attendees will be remain the same.
Use this method to make changes that do not apply to dates and times.
Add to Schedule to Extend Schedule End Date
The client has opted for more tutoring and you wish to extend the schedule. For this modification Add to Schedule will not recreate the existing sessions just add to them. No changes on previous sessions will be lost.
4. Open the schedule and press on the Create Multiple Sessions button. The dates and times will be grayed out and the save button at the bottom of the schedule is named Update Schedule.
5. Press on the Release Days/Times button to allow editing and note that there are now two save buttons at the bottom of the page, called Add to Schedule and Recreate Schedule.
6. Change the end date to a date in the future add student attendance if empty and press Add to Schedule.
7. The new sessions are added to the schedule and the numbers of the existing sessions have not changed and no changes made to individual sessions have been lost.
8. At this time if there is conflict for the tutor or location for the additional sessions a message will display.
Always check the Attendees tab after adding to or modifying a schedule to check none of the student names turned red indicating a student conflict. Hover over a red student name to for information.
Recreate Schedule
Change the times for sessions on a schedule, change the day or bring the end date forward.
This method will be used to modify the day/s and times on a schedule or bring the end date forward to finish the schedule early and will recreate all sessions in the future with the new data or delete unwanted sessions if bringing the end date forward.
The sessions will be recreated to match the schedule instructions exactly and be allocated new session numbers.
9. Open your schedule and look at the session list. Any sessions that are not to be changed by the new time must be submitted. Check for a yes in the SUB column.
For this example the schedule below is for 3pm but due to operational reasons I wish to change the January sessions and only the January sessions to 4:15 pm.
Therefore, the last 3 sessions in December that have not been submitted need to be protected from changing. I can change the future sessions manually or protect the last 3 sessions in December from being update when I recreate the schedule. This choice will depend on how many sessions need changing and how many need to be protected from changing.
The 3 sessions in December need to be submitted temporarily and then the submit removed after the schedule is recreated. For lots of sessions this can be done in bulk from the main sessions list.
10. When ready, click on the Create Multiple Sessions button. The dates and times will be grayed out.
11. Press on the Release Days/Times button to allow editing.
12. Change the start date of the schedule to the day the time change is required from and make your edits.
13. Press Recreate Schedule.
DO NOT PRESS ADD TO SCHEDULE otherwise it will add the new sessions alongside the old sessions and create duplicates.
At this time the conflict checking for tutor and location will be performed and a message displayed if there is any conflict.
Always check your student tab to check the student name did not turn red indicating student conflict for the changed sessions. Hover over a red name for details of the conflict.
14. Return to the sessions tab in the schedule and check your sessions.
15. Unsubmit any sessions that you submitted prior to your edit.
16. For complicated changes you may wish to end your schedule early by bringing forward the end date and create a new schedule with the changes.
Note: That the session numbers for January in the above example are new, and any prior changes made to individual sessions that are now renumbered will be removed and any students who were on one or two sessions rather than being assigned to the entire schedule will have been removed from renumbered sessions.
However, you will be warned of student removal when you press the release dates button with a list of existing session numbers, names and dates.
We recommend taking a screen shot of this information as the students will need to be reallocated to the new session numbers manually, after the schedule is recreated.
DO NOT PRESS RECREATE SCHEDULE UNLESS YOU WANT TO OVERWRITE AND REMOVE EXISTING SESSIONS THAT HAVE NOT BEEN SUBMITTED, REVIEWED OR APPROVED.
Link To
SD01. Creating a Schedule of Sessions
SD02. Modifying or Deleting a Session on a Schedule
SD04. Deleting A Schedule of Sessions
SD05. Remove a Session for a Schedule
SD06. Adding & Removing Students in Schedules
SD07. Add a status to your schedule