Calendar, cover and time off

Instructors see in full their own classes, the ones they cover and those of batches they help teach. Other teachers’ classes are grey busy blocks with their times and room only, so you can find a free time without seeing anyone else’s pupils.

1. Open Calendar in the sidebar. Day shows a column for each teacher, or for each room with By room; Week shows one teacher’s or one room’s week. On a phone the classes are a list in time order.
2. Narrow it by teacher, location, room and kind of class (Group and one-to-one, One-to-one only or Group only), then choose Show. The address keeps your choices, so you can share the view.
3. A one-to-one class is named by its pupil, a group class by its batch. Marks show what changed: Moved, with where from; who is covering for whom; Cancelled; Time off; and Needs cover, in red.
4. Choose a class to open it: who is in it (a child marked Child), whether its register is marked, a one-to-one pupil’s latest lesson note, and what you may do. Open register opens the class’s own page, where its register and lesson notes are kept for that day.

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1. Open the class on the calendar, or choose Move class beside it in the batch’s Upcoming classes. Admins and the staff who teach the batch move its classes.
2. Choose the new day (within the batch’s dates, today or later), the start and end, and the room or class link if they change. Under the day, the dialog lists the class’s teacher’s free time in their teaching hours that day. A day with two or more sessions moves whole: give its new start, and each session moves with it, keeping its length and the breaks. Leave Email the learner ticked to tell them (a child’s parents for a child), and add a message if you like.
3. It is refused when the class has started or its register is marked, the batch already has a class that day, the day is time off, or the teacher, anyone else teaching the class, or the room has another class then.
4. Reminders go before the new time. To undo it, choose Put back to its usual day and time; learners told of the move are told it is back.
5. Editing the batch’s weekly timetable later leaves moved and covered classes as they are: a moved class keeps the sessions it had when it moved. The timetable form says how many stand from today on.

1. Open a teacher’s week on the calendar and find Teaching hours. Add a row for each stretch they teach: the weekday, from and to, the location and, if you like, a room. Admins set anyone’s hours; a teacher sets their own, and an instructor never sees another teacher’s. Rows that overlap on one weekday are refused.
2. From today on, the calendar shades each teacher’s open time: their teaching hours, less their classes, the classes they help teach, the school’s time off and their approved time off. It shows on the day by teacher and on a teacher’s week; the phone list shows classes only.
3. Admins can choose a span of 30 minutes or more, named like “Open 09:00–12:00, add a one-to-one class with Priya, Tuesday”, to open the one-to-one form already filled in. Today’s spans that have already started have no link.

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1. Open the class and choose Cover class. Pick a teacher of your school. Teachers whose teaching hours hold the whole class at its location are listed first under In their teaching hours, then the rest under Other teachers. One with time off that day, or with another class then, is shown but cannot be chosen. Leave Email the learner ticked to tell them who is taking it.
2. The teacher you choose is emailed the class, with a link to its page, where they mark its register and write its lesson notes. They see that class only, never the rest of the batch. The batch’s own teacher is told, and reminders name who is covering.
3. Choose Remove cover to give the class back to its own teacher. The teacher who was covering is emailed, and so are the learners if they were told of the cover.

1. An admin may ask you to cover another teacher’s class. You are emailed its time, place, class link and a link to its page.
2. It shows in full on your calendar. Open it and choose Open register to mark the register and write lesson notes for that day. Each learner’s earlier notes from their teacher are under their name.
3. Nothing else of the batch opens to you: no roster, grading, messages or other days.

1. Under My time off on the calendar, give the first and last day, and a note for the admins if you like, and choose Send request. The admins are emailed.
2. You are emailed when an admin approves or declines it, with any reply. Withdraw it any time before it begins; withdrawing time off already approved tells the admins.
3. Once it is approved, an admin covers, moves or cancels your classes in it. Classes already covered keep their cover if you withdraw it.

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A teacher’s time off is theirs alone. Time off for the whole school, such as a holiday, is set in Settings and calls off every batch’s classes.

1. Requests to decide are listed under Time off and cover on the calendar, with how many of the teacher’s classes fall in them. Add a reply if you like, then choose Approve or Decline; the teacher is emailed.
2. To enter a teacher’s time off yourself, open Add a teacher’s time off. It is approved at once and the teacher is emailed.
3. Approved time off makes each of that teacher’s classes in it Need cover until it is covered, moved or cancelled. Learners hear nothing until then. The dashboard and the calendar say how many classes need cover.
4. Under Needs cover, open one class to cover, move or cancel it, or settle a teacher’s classes at once for the days you choose: Cover all with one teacher, or Cancel all with one message to the learners. A class that could not be covered or cancelled is listed with the reason.
5. A make-up class is listed under Needs cover too, but Cover all and Cancel all leave it: open it and choose Change make-up (a new day, time or teacher) or Cancel make-up.
6. Remove time off that has not begun if it was added by mistake. The teacher is emailed, and covers already given stay.

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A teacher with no teaching hours set has nothing available, so set their hours first.

1. Open Reports, then Teachers. Choose this week, next week, the next four weeks, or a range of up to a year.
2. Each teacher has Available (their teaching hours less time off), Booked (classes they take, covers they give and classes they help teach; cancelled and time-off classes are left out, as are classes needing cover for their teacher, and a teacher away that day books nothing), Taught (classes they took whose register is marked, so far), Booked of available as a percentage, and Open. A Total row sums them.
3. To set a teacher’s hours, open Instructors and choose Calendar and teaching hours beside them.
4. Choose Download CSV to keep the figures. Completed batches count for ranges in the past.

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1. Choose Add a one-to-one class on the calendar or on Batches. From the calendar, the form starts with the teacher, day, location and room you were looking at.
2. Find the pupil by name or email: an active learner of your school, or a child whose parent has consented. New pupils join through an invitation first.
3. Choose the course, the teacher, the location and room, the day, the start time and the length (30, 45 or 60 minutes, or another), and the first and last week. It runs for a year unless you change it.
4. It is refused when the teacher or the room has another class at that time. Saved, it is a batch of one, named by its course, teacher and time, with the pupil enrolled, so its register, lesson notes, practice log and reminders work as for any batch.
5. Batches lists a one-to-one class under its pupil’s name. Choose Group only or One-to-one only under Classes to find one kind among many.

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1. Admins turn make-ups on in Settings, under Classes and make-ups. They are off until then, and nothing changes for families. Set Notice needed (hours), A credit lasts (days) and Most unused credits a pupil can hold; the starting values are 24 hours, 60 days and 3 credits.
2. A family’s notice in time gives a credit: leave it ticked and a family who tells the school at least the notice before a class gets one. Staff can always give or withdraw a credit. Families book their own make-ups, up to a number of weeks ahead (4 to start with), into their teacher’s open time; untick it and staff book them.

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Make-ups are for one-to-one classes, once an admin has turned them on. A pupil’s family says when they can’t come, the school’s rules decide whether that gives a make-up credit, and the credit is booked as a make-up class in the pupil’s own teacher’s open time. A make-up class is a class of the pupil’s batch, so the calendar, register, reminders and reports show it as they show any other.

1. An adult learner opens the course for their batch and chooses Can’t make it beside a class, with a note for the teacher if they like. A parent does the same from the family page for their child. The class then shows Not coming, the register starts with that pupil absent, and the batch’s teacher, and anyone covering the class, is emailed. I can come after all puts it back while the time it freed is still free.
2. Told too late, or with the pupil already holding the most unused credits, no credit is given, and the family is told so; the school decides about a make-up. A class the school cancels in time gives a credit too, once for that class.
3. A credit is booked on the page Book a make-up: the pupil’s teacher’s open times at the batch’s location on 15-minute steps, where the batch’s room is free. A family can cancel a booked make-up while it is more than the notice ahead, and the credit comes back if it has not run out.
4. Staff who run the batch work on its page, in the Make-ups section: Give a make-up credit (15 to 240 minutes, with a reason), Withdraw one that is not booked, Book with a credit (the pupil’s open times, or any day within the credit’s last day, checked only for clashes), Change a booked make-up (day, time and room; an admin can also choose another teacher) and Cancel make-up. The pupil and the teacher are emailed.
5. When a pupil leaves the batch, or the batch is saved as Completed or Cancelled, their unused credits are switched off and make-ups still ahead are cancelled. The same happens when a parent withdraws the school’s consent.
6. School time off added over a booked make-up cancels it, and the family gets its credit back for at least 14 more days. The pupil and the teacher are emailed.

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