List of Topics

  1. introduction
  2. timetable
  3. view attendees and mark attendance
  4. class booking
  5. add notes about a class
  6. block/unblock bookings
  7. view waiting list/add people onto the waiting list


1. Introduction

To open the Timetable, please click on Timetable and then again on Timetable.

This manual provides a list of all the available options related to class attendance. 


2. Timetable

You can use various filters to view classes by:

  • facility (useful if there are various facilities)  
  • area (it is possible to select more areas at the same time) 

Click on load to view the classes.

By default, the system displays today's classes, but it is always possible to select the desired day by clicking on the arrow next to the word "today". With the arrows it is possible to go back and forward in time.

On the left-hand side, there is a list with the colours assigned to each activity, so that it is easier to consult the timetable.


It is possible to adjust the timetable layout by right-clicking with the mouse on any spot of the calendar and select the desired option.


On the right-hand side there are various options to consult the Timetable, which are listed below:


OPTIONLAYOUTVISIBLE DATA
day
  1. colour
  2. activity
  3. availability: e.g. 15 = 15 people can book the class 
  4. skills required for the class
  5. instructor
work week
  1. colour
  2. activity
  3. availability: e.g. 15 = 15 people can book the class 
  4. skills required for the class
  5. instructor
week
  1. activity
  2. time

Saturday and Sunday are displayed on the same column

month
  1. activity
  2. time


By double clicking on the slot of the desired class, a new window will display the following info:  
  • activity, day of the week and start time of the class
  • trainer/instructor
  • skills required for the class
  • start and end time
  • notes about the class
  • tags (this field will only be visible if enabled from the VAR portal. After logging in, click on Managed Environments -> View More -> Configurations -> Settings -> type in the search field the number 10134 and click on Modify -> untick the default option and select YES -> click on OK to save. Once assigned to a class, the tag will automatically appear on every class of the course. It is also possible to assign more than one tag. Tags can be created from Settings -> Tags -> Courses -> Add).

3. View Attendees and Mark Attendance

By double clicking on the slot of the desired class, a new window will display the list of attendees:  

To mark the attendance, just tick the blue box next to the name of those who attended the class, then lick on Save Attendance.



IMPORTANT

  • the blue box will only be displayed on the day of the class or if the class has already taken place

  • if you use access control, the attendance will be automatically marked by the system depending on access records.


4. Class Booking

By double clicking on the slot of the desired class, a new window will open up. Type in the name of the attendee you wish to book in and select their name from the drop-down menu (please note that only customers with a registered user profile can be booked in). Click on ADD to complete the booking.


After clicking on add, there can be three possible scenarios:


the customer has a multipack that includes the booking of the classthe customer will be added to the list of attendees and, if credit deduction is required for the booking, the system will automatically deduct the necessary credit from  the customer's multipack
the customer doesn't have a multipack that includes the booking of the class but the free booking* has been enabled for that activity

*free booking = no need to purchase a membership to book a class		the customer will be added to the list of attendees and, if the booking requires the payment of a fee, the corresponding amount will appear in the Payment section of the user's profile
the customer doesn't have a multipack that includes the booking of the class and the activity doesn't allow free bookings*

*free booking = no need to purchase a membership to book a class		a message will notify that the customer cannot book the class


5. Add Notes about a Class

Just type them in the corresponding field and then click on Save Changes.
If you have a look at the timetable now (you will have to refresh the page), you will see that an "i" has appeared in the box of the class. This indicates that some notes have been added to that class.

6. Block/Unblock Bookings

Please click here for more details.


7. View Waiting List/Add People onto the Waiting List

By double clicking on the slot of the desired class, a new window will open up. Type in the name of the attendee you wish to book in and select their name from the drop-down menu (please note that only customers with a registered user profile can be booked in). Click on Add.

Please note that customers can be added onto the waiting list free of charge, however, they can only be moved onto the list of attendees in two cases:

  • in case of multipack that allows the booking of that class (any credit deduction required for booking will take place only after the customer has been confirmed as attendee)
  • in case the activity allows free booking, i.e. without need of a pre-purchased membership (should the booking require the payment of a fee, it will be charged only after the customer has been confirmed as attendee).

The customer can be moved onto the list of attendees or deleted from the waiting list (in case there is no more need to take part in the class) by clicking on the corresponding buttons.