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Timetable - A copy of the group schedule (E.g. term rollover)

Updated

Introduction

In Perfect Gym, copying semesters and their associated group schedules allows you to efficiently transition from one term to the next without manual data entry. This feature supports the continuity of your course offerings by migrating group structures and existing enrolments into the new period.

  • In this article, you will learn how to manage permissions for copying schedules, how to execute the copy process for group schedules, and how to include existing enrolments in the transition.

  • This article will be helpful for PG Champions, Club Managers, and System Administrators.

Be aware, that there is no possibility to delete copied semesters once they have been created!
Also, the copied semesters are possible if we had semesters in the past.

Before you start 

You must have access to the Course module, please contract the Perfect Gym Sales Team for more information.

You must have the next semester set up on PerfectGym. More information can be found here.

Instruction

STEP 1 
How to restrict access to copying the group schedule

You can prevent unauthorized employees from creating copies for a new period. This helps avoid unnecessary operations on the timetable page or allows you to hide the option entirely if group scheduling is not used.

This permission can be managed through System permissions.

Steps to restrict or grant access:

  1. Go to PGM → Clubs → Employees → System permissions.

  2. Select the role for which you want to grant or deactivate the permission.

  3. Click the Permissions button next to the selected role.

  4. Under Classes groups, find the permission Copy group schedule
    (you can also use the search bar).

  5. Enable or disable the permission as required.

  6. Click Save to apply the changes.

Once disabled, employees assigned to this role will no longer be able to access the Copy group schedule option.

 

STEP 2

How to copy the group schedule

1. A copy of a group schedule can be accessed in one of two ways:

  • In PGM->Classes->Groups, copy group schedule button appears on top of groups.

    image001_1.png

  • In PGM->Classes->Timetable, pressing orange ●●● on top right-hand corner and pressing A copy of the group schedule.

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2. On the Copy group schedule page, fill in the necessary information:

  • Club – Select the club/s which will be affected. If unselected, all clubs will be affected.
  • From term – Select the previous term.
  • To term – Select the new term to copy groups across to.
  • image003_2.png
  • Optional group copy name prefix – This will add information to the start of the group name.

  • Optional group copy name suffix – This will add information to the end of the group name.

    image004_2.png

  • Copy enrolments – This will copy all enrolments where the end date matches the end of the previous term and creates new contracts in the new term.
  • Send notification – Send a notification via Automation Centre – PGM->Automation Centre->Automation Rules. 

The event used for this rule is User enrolled to classes group.

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  • Club – Ticking the tick box next to the heading Club will select all groups. 
  • Training Club – Ticking the tick box next to the group name will select that group only.

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3. Press Submit to continue.

Process to copy groups will be done in the background. If you close this window, it will still be running.

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4. Process is now complete.

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