Overview
It is possible to see a summary of all hours in the student list and a summary by session type in the student record on the Attendance Tab.
This is helpful if the student has purchased many different session types and the tutor needs to know how many of each have been used.
Article Sections
- Hours Totals in the Student Grid
- Monthly Hours do not Show when set to ALL
- Summary of Hours by Session Type in Student Record
- Summary of Hours by Session Type via Private Invoicing
- Summary of Hours via Customer Record
Hours Totals in the Student List
1. The student list shows student total hours for per month. Press the arrow to the left of the student or the top of the page to expand the student row.
If an hours total is green all sessions in that month are approved.
If an hours total is blue all sessions in that month are reviewed.
If an hours total is orange all sessions in that month are submitted.
2. Press the shuffle icon to add the grand totals.
Hrs SRA - the total hours that have been submitted, reviewed or approved.
Hrs Sched - the total hours scheduled that have not been submitted, reviewed or approved.
Hrs Left - Negative green hours are yet to be invoiced by Invoice Outstanding.
Hrs Left - Positive hours are hours that have been invoiced but not used.
Monthly Hours do not Show when set to ALL
If you set your Student list to show ALL records for emailing for example, the monthly hours will not show in order to maintain speed of use. Should you wish to see hours select 500 records or less.
Summary of Hours by Session Type in Student Record
3. In the student record go to the Attendance tab.
4. At the top of the page you will see the Summary of Hours. The default view will include all data that is not zeros in every column (invoice line items or Quick Add that are zeroed out) and Date Range items that have not been retired. Press the show All slider to show zero and retired date range.
Date Range session types are retired when the end date plus the duration has elapsed. So a 7 day date range item will retire 7 days after it has ended. A 28 day date range item will retire 28 days after it has ended. Retired items are still valid and will show when you press Show All.
The summary contains:
SESSION TYPE: The name of the session type. If this is a Date Range Session Type it will also include additional information:
- Date Range: Start Date to End Date/number of days per the invoice and infinity symbols for unlimited time.
- Date Range Max: Start Date to End Date/number of days/Max hours.
INVOICED - The amount of hours that have been invoiced.
QUICKADD - The number of hours given to the student without invoice in Oases.
USED TIME - The amount of hours that have been scheduled in Oases and have been submitted, reviewed or approved.
INVOICED UNUSED - The number of hours that have been invoiced but not scheduled. If this is a negative number the hours have been used but not invoiced.
SCHEDULED - The number of hours that have been scheduled.
UNSCHEDULED (POSITIVE) - Hours that have been invoiced or given but not scheduled.
UNSCHEDULED (NEGATIVE) - Hours that have been scheduled and must be sent to invoice.
SCHEDULED UNUSED - The number of hours of this session type booked on sessions but not Submitted, Reviewed or Approved.
PLANNED: Any session duration time where the student is on a session but the time in the student row is zero and the session is not submitted, reviewed or approved. For use with the 'no future time setting'.
Used Time and Invoiced Unused will add up to the Invoiced & QuickAdd Total.
Unscheduled Time and Scheduled unused will add up to Invoice Unused.
Date Range Session types display with infinity symbols to indicated unlimited hours within the date range.
Date Range Max will display the number of hours released by the date range session type invoice.
Summary of Hours via Private Invoicing
5. In private invoicing ensure you are on the the student tab. Press on the black triangle on the left by the student name and the same information will be added to the row.
Summary of Hours via Customer Record
6. In the customer record on the Students tab each linked student is shown with their Summary of Hours.