Introduction
This guide is for System Administrators. It will walk you through the process of how to create, edit, and delete class terms (semesters) using the class semester module.
Before you start
You must have access to the Course module, please contact Sales for more information.
Feature Description
To access Class Semesters (terms) go to PGM->Classes->Semesters
This will display a list of all semesters.
Settings
Main Page
Add new term: (Button) Clicking this will create a new term.
Name: The display name for the term.
Start Date: The first official day of the term.
End Date: The last official day of the term.
Edit: After selecting … you can edit an existing semester.
Delete: After selecting … you can delete an existing semester.
Add/Edit term
Name
Description: The display name for the term (e.g., "Fall 2025", "Spring Semester").
Validation: This field is required and has a maximum length of 1000 characters.
Start Date
Description: The first official day of the term.
Validation: This field is required.
Note: This field will be disabled and cannot be changed if the term already has class groups assigned to it.
End Date
Description: The last official day of the term.
Help Text: "Classes can be added until the end of the selected date".
Validation: This field is required.
Note: This field will be disabled and cannot be changed if the term already has class groups assigned to it.
Enrolment options
This section controls when different users can begin enrolling in classes for this term.
Close off enrolments date
Description: A specific date after which new enrolments for this term's groups will be blocked.
Help Text: "Date from which enrolling to the group won't be available.".
Enrolment for all users available from
Description: The specific date when general enrolment opens for all users.
Enrolment for previous semester attendees available from
Description: The specific date when priority enrolment opens for students who attended a "previous" term. This is typically set before the general enrolment date.
Previous Semesters
Description: A multi-select list used to designate which other terms qualify for the "previous semester" priority enrolment rule.
Help Text: "Which terms are considered previous for the sake of earlier enrolment?".
Step-by-Step Instructions
The main Class terms page displays a grid of all existing terms with columns for Name, Start date, and End date.
How to Add a New Term
From the Class terms view, click the Add new term button.
The Add new term modal will open.
Fill in the required fields, including Name, Start Date, and End Date.
Configure the Enrolment options as needed.
Click the Save button.
The system will submit the new term data.
How to Edit an Existing Term
From the Class terms grid, locate the term you wish to modify.
Click the dropdown button (drops icon) on the far right of the term's row.
Select Edit from the menu.
The system will retrieve the term's data and open the Edit term modal.
Update any desired fields. Note that Start Date and End Date may be locked if groups are already assigned to the term.
Click the Save button.
The system will submit the changes.
How to Delete a Term
From the Class terms grid, locate the term you wish to remove.
Click the dropdown button (drops icon) on the far right of the term's row.
Select Delete from the menu.
A confirmation pop-up will appear with the text, "Are you sure to delete term {Term Name}?".
Confirm the action. The system will send the request to delete the term.
Tips & Important Notes
Locked Dates: The most important rule is that you cannot change the Start Date or End Date of a term once it has class groups assigned to it. If you must change the dates, all groups must be removed from the term first.
Success Notifications (Add): After successfully adding a new term, a notification will appear: "Successfully added term".
Success Notifications (Edit): After saving changes, a notification will appear: "Term {Term Name} was successfully saved".
Success Notifications (Delete): After a successful deletion, a notification will appear: "Successfully deleted term {Term Name}".
Grid Refresh: The terms grid will automatically refresh after any successful add, edit, or delete action to reflect the changes.
Delete: If the term is currently being used, you cannot delete the term, nor change the dates of the semester.
Use Case Examples
Creating a Standard Fall Term
Goal: To create a "Fall 2025" term.
Settings: Click Add new term.
Name: "Fall 2025"
Start Date: 09/01/2025
End Date: 12/20/2025
Leave all Enrolment options blank.
Setting Up Priority Enrolment for Returning Students
Goal: Create a "Spring 2026" term where "Fall 2025" students can enrol one week before the general public.
Settings: Click Add new term.
Name: "Spring 2026"
Enrolment for all users available from: 11/15/2025
Enrolment for previous semester attendees available from: 11/08/2025
Previous Semesters: Select "Fall 2025" from the multi-select list.
Correcting a Typo in a Term Name
Goal: To fix a term named "Wnter 2025" to "Winter 2025".
Steps: Find "Wnter 2025" in the grid, click the dropdown, and select Edit. In the modal, change the Name field to "Winter 2025" and click Save.
Cleaning Up a Test Term
Goal: To remove a "Test Term" that is no longer needed.
Steps: Find "Test Term" in the grid, click the dropdown, and select Delete. Confirm the deletion.
Setting a Hard Cut-off for Enrolments
Goal: To prevent any new enrolments for the "Summer 2025" term after the first week of classes has passed.
Steps: Edit the "Summer 2025" term. In the Enrolment options section, set the Close off enrolments date to the desired cut-off date and click Save.