MODULES

A Module is something that you can book, with an associated Tutor, in an associated Location with an associated Activity Category, with a specific Group size and some permissions. Without a Module (and all underlying attributes) it is not possible to add a booking to the Schedule.

Creating and scheduling Modules correctly in the system will enable Administrators to run specific reports so that they can see programme adherence by specific Locations and view how many sessions specific clients attended. 

On the Module Overview page, users can see all Modules that have been set up. Users can use the SEARCH bar or any of the filters to find the specific Modules you want.

Users will see the details of a Module as follows:

• Module logo
• Module Title (Service title)
• Activity (Activity Category)
• Category
• Group size
• Duration
• Number of tutor activities
• EDIT button

The Number of Tutor Activities shows how many Tutors have been associated to this specific Module.

To create a Module, Users should select the "+" button on the right side of the page to load the add Module page as shown below:

User should enter the following information:

TITLE

This is the title for this Module, it is shown on the Schedule and in all areas of the system.

MODULE CATEGORY

Associates the Module to a specific category and will be shown on any schedule associated to this Module Category.

ACTIVITY

Associates the Module to a specific Activity Category and shows the colour scheme associated to it on the Schedule, unless a specific Activity Colour scheme is applied to this Module.

DURATION

Associates a specific duration to this Module. When added to the Schedule, the Duration will be default Duration shown on the Schedule, unless the duration is adjusted within the specific booking.

SERVICE DELIVER HOURS

This open enables Users to associate this specific Module to the Service Delivery Hours that have been configured. This is not used by Education Organisations.

GROUP SIZE

Associates a specific Group Size to this Module. This will become the default Group Size for the Module when associated to the Schedule. It is possible to change the Group Size of an individual event on the Schedule should you need to flex this for a specific occasion or recurring occasions. 

DESCRIPTION

This field enables Users to add a description for this Module. It is only useful if Modules are visible to Students on a Module / Course Overview page.

LOGO

This attribute enables Users to associate a logo to the Module. This is only useful if Education Organisations use the TIMETABLE view and enable Students to view the Schedule.

SCHEDULE COLOURS

If Users have configured the Activity Categories to have specific colours they will be shown here. It is possible to change the default colour schedule if not associated to a specific Activity Category for this specific Module.

BOOKABLE BY OPTIONS

This section enables Administrators to configure who can Schedule this Module. If Group Size is greater than 1, then Students cannot schedule this event themselves. Users should configure which roles can schedule this Module

CREDITS

If SHOW is enabled, this Module will show on the Student overview in the Pay-as-you-go section. If HIDE is enable, this Module will not show on the Student overview in the Pay-as-you-go section.

RESTRICT CANCELLATION TO...PERIOD PRIOR

This section enables Users to configure up to what time frame before an event a Student can cancel their booking.

This field is not used by Education Organisations.

RESTRICT TO BOOK IN ADVANCE

This section enables Users to configure how far in advance Students can book or join this Module.

This field is not used by Education Organisations.

RESTRICT TO BOOK PRIOR

This section enables Users to configure a timeframe up to which a Students can book or join this Module.

This field is not used by Education Organisations.

AGE RESTRICTION

This section enables Users to restrict the age of Students booking into this Module.

This field is not used by Education Organisations.

WAITING LIST

This section enables Users to configure if they want Students to join a waiting list for this Module if the Module Group Size has been reached with attendees.

This field is not used by Education Organisations.

SEND REMINDERS VIA

This section enables Users to configure if Students should receive an appointment reminder prior to the event - this is configured in SETTINGS by Educational Administrators.

STATUS

If READ ONLY is enabled, Students will only be able to view this event on the Schedule. Students will not be able to cancel their attendance if they are associated to this event.

DEACTIVATED

If ACTIVE is enable, this Module can be Scheduled. If INACTIVE is enabled, this Module cannot be Scheduled.

RESTRICT TO BOOK ONLY WITH ADVANCED CREDITS

If NO is enabled, Students can make or be added to a booking for this Module without having to have previously purchased a Course that has this Module associated to it.

If YES is enabled, Students will NOT be able to join or make a booking for this Module unless they have previously purchased a Course that has this Module associated to it. If Students do not have a credit for this Module they will be shown one of the following options as configured in the Module:

• BY TRAINER - directs Students to Tutor Course Overview where they can purchase a Course with the Tutor - This field is not used by Education Organisations.
• BY PACKAGE (COURSE) - shows Students a pop up containing a list of Courses that the Educational Administrator has configured to show that Students can purchase
• BY MESSAGE - shows Students a message which has been set by Educational Administrator  in SETTINGS > PAYMENTs

SPECIFIC SUBLOCATIONS TO BOOK WITHIN

Educational Organisation can configure Sub Locations within a specific Location where events can be Scheduled. 

This field is not used by Education Organisations.

At the bottom of the form, Users can configure which Tutors should have this Module associated to. 

To associate a Tutor to this Module, Users should:

• Select the SELECT TUTORS button
  • Select a Tutor's name
  • Select the APPLY button
• Select the LOCATIONS button
  • Select a Location
  • Select the APPLY button

Once the Tutor and the Location have been associated to the button, Users must select the BULK ADD button to apply the additions to the specific Module.

Once all options have been configured for this Module, Users must select the SELECT ALL option in the yellow panel (above Tutors list) in order to apply all the specific Module settings to all Tutors and then select UPDATE.

ROLE PERMISSIONS

Users can configure specific permissions for different roles and how they interact with this specific Module. 

Within each service the Edu Admin can set the permissions for what tutors can do with a module as in the images below: 

This enables the Edu Admin to manage what tutors can edit and cancel specifically for each module. It is likely that you won’t need to set these as they do not apply to the way that your site is set up.

THESE WILL BE COVERED IN A SEPARATE ARTICLE ON ADVANCED MODULE OPTIONS.  

EDITING A MODULE 

To EDIT an existing module you should select the pencil icon next to the module name

Once you are on the EDIT MODULE form you can amend the following details:

• Module Title (make sure this clearly shows what the module is. If you have 2 modules with the same name this TITLE entity allows you to identify any specific duration differences
• Module Category (this reflects the schedule this module will be shown on)
• Activity (service type)
• Duration (how long the class lasts for shown in hours and minutes)
• Group size
  • Individual (for one on one sessions)
  • Group size (you must select a number larger than one. This restricts the total number of people that can book for this session)
• Description (this field is shown on student site for module description)

• Module video (if uploaded students can watch a preview of this particular Activity
• Logo
• Remove logo (allow you to remove previous uploaded logo)
• Visible for (this allows you to define which specific roles can see this particular Module on their Make Appointment form. For Group sizes above 1 Students can never self create this type of service. You may decide that only certain user roles should be able to Schedule this themselves)
• Show Credits
• Restrict cancellation to … period prior (if selected this controller defines the time frame up to which point a client can see the CANCEL CLASS on their booking. If unchecked this defaults to your Cancellation Policy as defined in Settings > Club Preferences > Communication Settings) we advise you leave this unchecked so the service defaults to the 24 hour cancellation policy.
• Restrict to book in advance (as your students don’t self book this option should remain off)
• Restrict to book prior (as your students don’t self book this option should remain off)
• Age restriction (this option allows you to add an age restriction to the module)

 

• Waiting List (as your students don’t self book this option should remain off)
• Send reminders via (there is only the option to email)
• Status (Read only or Active)
• Restrict to book with advance credits (as your students don’t self book this option should remain off)
• Trainers and Locations (the admin can add and remove tutors and Locations based on their suitability to the Module)
• UPDATE control (will save and update this Module with any changes made) 

Once all options have been configured for this Module, Users must select the SELECT ALL option in the yellow panel (above Tutors list) in order to apply all the specific Module settings to all Tutors and then select UPDATE.

BULK EDIT

If Users want to make specific changes to multiple Modules (or all Modules) at the same time, they should do this by selecting the BULK EDIT button. The form will load to show the following:

When users select the CLIENT option, Users can make changes to the settings of the Modules and also add and remove Tutors.

When Users select the TRAINER option, Users are able to make changes to how Trainers (Tutors) can interact with Modules. The TRAINER, FOHM and MANAGER options all have the same form.

Once the global changes have been made of the form, Users should select UPDATE to save all changes to the selected Modules.