Introduction
This article will detail all features of the group details within the timetable.
Before you start
You must have access to the course module, please contact sales for more information.
Group overview
Go to PGM->Classes->Timetable. Select a class on the timetable which relates to a course.
This guide is divided up into the following sections:
- Class information.
- Course information.
- Enrolling and transfer.
- Members enrolled into group.
- Members signed for classes.
- Option buttons.
Listed below is the detailed information for each section.
Class information
Class Name – This is the name of the class; this is taken from the name set in PGM->Classes->Class Types.
Date/Time – This is when the class is taking place. It will display the date of the class taking place with the start and end times.
Zone – This is where the class is taking place. This is set when you create the classes in PGM->Classes->Groups and can be edited individually/changed permanently by pressing Edit Class on this screen.
Course icon – This is to display that this is a course.
Course information
Depending on the configuration of the course, a different screen look will display.
Ongoing course – no semester is set on the course.
Semester based course – Semester is set on the course which will have a fixed start and end date.
Listed below is what each cell does.
Group Name – This is the name of the group, set in PGM->Classes->Groups.
Open course details page – This is a direct link to the group, instead of searching it through PGM->Classes->Groups.
Group activity level – This displays the activity category and activity level this group is set at. This is maintained in PGM->Classes->Groups. Group and class need to have the same level.
Trainer – This is the trainer/instructor who is taking this class. This may differ from the trainer/instructor set in the group. To change employee for this class or future classes press Edit class on this screen. To change the trainer for the group, this is done in PGM->Classes->Groups.
Dates – This displays the dates for the course and when each class recurs. Depending on the type of course, will display different information.
- Semester based courses will display the start/end date of the semester, how many weeks total in the semester, and the day/time of when the classes are.
- Ongoing based courses will display when the group started and the day/time of when the classes are.
Semester – This will display the name of the semester this group is in; ongoing courses will not have this cell visible. Semesters are maintained in PGM->Classes->Semesters.
Occupation – This is the number of people currently enrolled into the group, and the capacity of the group.
Class capacity is maintained in PGM->Classes->Groups and the edit class function. Make sure both are set to the same capacity.
Number of classes – This is how many classes are left in the group.
- Semester based courses displays how many classes are left in the semester.
- Ongoing based courses displays how many classes are generated in the future. If the class has been removed (e.g. no longer running classes for that group), this will only display how many classes are left.
Cost per class – This looks at the lowest price per lesson currently enrolled in the group. If your model uses payment plan as the cost mechanism then this will display a $0.00 price.
Average age – This displays the average age of all students currently enrolled in the group.
Hide course info – This option will hide this part of the screen.
Enrolling and transfer
Additional guides have been created to go through the process of enrolling and transferring students from one course to another.
Please follow relevant documents for more information.
Group is locked – This feature allows you to lock the group from any new enrolments or transfers. To apply a lock, go to PGM->Classes->Groups or press Open course details page. Edit the group and press Lock Group.
Members enrolled into group
This screen looks at all members who are enrolled into the group.
From/Until date - This is a filter to display all the list of students who are enrolled in the group. Using the date filter will allow you to see past members.
Picture Icon - This icon displays a profile picture of the student. This can be edited in the user profile on PGM or added in POSWeb or Client Portal. If no picture is set then the grey icon will be used.
Student name – This displays the student's name in the profile.
Student age – This displays the student's current age in years and months.
Enrolled from/until – This displays the date range when each student was in this group of the course. If the student transfers to another group, this will display the end date of when they finished in this group in the until date field.
Member status – This displays the current member status within this group:
- Past member – A student who has enrolled into this group and left the group, either by ending contract/enrolment or transferring to a different course.
- Current member – A student who is currently enrolled into the course.
- Frozen member - A student who's contract is currently frozen.
- Future member – A student who has enrolled into the course, however, has not started yet.
Assessments - This symbol indicates that this club member has a pending assessment.
Additional options - This displays a list of options to choose from. These options may change based on the members status in the group or if the student has cancelled a class in the future.
Show profile – This will go to the club members profile in PGM->Clients->Club Members. It is recommended to right-click->open in a new tab so you can keep working on this page.
Sign out from classes – This option allows you to sign out from any future classes and set what the refund/return type is. More information can be found here.
Restore bookings – This option allows you to restore any bookings which have been cancelled in the future in case the student has changed their mind. More information can be found here.
Change level – This allows you to change the student level and skills. More information can be found here.
Manage assessments - This brings up a new screen that allows you to manage an assessment for the club member. More information about assessments can be found here.
Start an assessment - This allows you to start the assessment on the club member. This option will only display if the member has an assessment planned. More information about assessments can be found here.
Modify enrolment – Modify enrolment will allow you to end a contract, add a pricing discount or roll back selected contracts. More information can be found here.
Remove from group – This setting allows you to remove from the group any future starting members by deleting the contract and all classes associated with this enrolment. If the club member has already started their contract, this feature will not be visible. More information on remove from group can be found here.
This action cannot be undone. Please create a new enrolment if you need to undo this action.
Members signed for classes
This tab displays all the information about who is attending the class for this date. Any group member who has signed out for this class will not appear on this list.
The tick box next to a club member name allows you to select one or multiple members. If using the tick box next to the User name, allows you to select all members in class.
When using the tick box, a pop-up window displays asking you to mark the member as being present in class, or set as absence.
User name – This shows you the full name of the member who is attending this class.
Number – This is the user number of the club member attending class.
Presence – This is an indicator if they have been marked present or not in the class. Access control or POSWeb may mark a student present during club entry.
Group member – This is an indicator if the student is part of this group or not. If they are not a part of this group, they signed up for this class individually.
Booked seat – If using this function, this will be marked with the seat number on the class.
Options – Pressing the ●●● to the right of the club member will provide more options.
Show profile – This displays the club member profile. It is recommended to right-click->Open link in new tab, so you can keep working on this page.
Sign out from this class – This allows you to cancel the member from attending only this class.
Refund option – After signing out from this class, the refund option appears giving you the choice on how to handle the return policy.
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Money or product – This will do one of three options based on how the club member entered the class and/or their type of contract.
- Contract transaction (cost per class) - This will remove the transaction line from the club members profile which relates to this class. If they have already paid for this class, then the payment will go into credit for a future transaction. If they have not paid for this class, then there is nothing to owe.
- Contract transaction (price on payment plan) – This will not do anything to the contract as the cost per class is set as 0 (weekly/fortnightly/monthly payment is required which is set on the payment plan). If you do wish to credit this amount, then you will need to apply a manual transaction on the contract.
- Product – If a product was used, this will return the product back to the club member to use at another time.
- Make-up product – This will add a product to the club member profile to use at another class. If they were using a contract transaction (cost per class/membership fee) to enter class, this will leave the transaction on the club member profile.
- No return – This will use the product, or if paid using the contract. If they were using a contract transaction (cost per class/membership fee) to enter class, this will leave the transaction on the club member profile.
Option buttons
Option buttons below will give you more options for the class such as cancelling, deleting or editing the class.
Pressing the orange ●●● will give you more options to delete or cancel a class.
Delete – This will delete the class from the timetable. For classes connected to courses, it is recommended to cancel class instead.
Delete all recurring – This will delete all future classes (not the current class) from this recurring group. Before you do this, please ensure that no member is enrolled into the group. If they are, please transfer them out or end their contracts prior.
Once delete all recurring is complete, you can now delete the individual class (current class) by pressing orange ●●● and pressing Delete.
- Cancel class – This will cancel the individual class. A pop-up screen will display how to refund the students enrolled into the class.
Refund option – After signing out from this class, the refund option appears giving you the choice on how to handle the return policy.
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Money or product – This will do one of three options based on how the club member entered the class and/or their type of contract.
- Contract transaction (cost per class) - This will remove the transaction line from the club members profile which relates to this class. If they have already paid for this class, then the payment will go into credit for a future transaction. If they have not paid for this class, then there is nothing to owe.
- Contract transaction (price on payment plan) – This will not do anything to the contract as the cost per class is set as 0 (weekly/fortnightly/monthly payment is required which is set on the payment plan). If you do wish to credit this amount, then you will need to apply a manual transaction on the contract.
- Product – If a product was used, this will return the product back to the club member to use at another time.
- Make-up product – This will add a product to the club member profile to use at another class. If they were using a contract transaction (cost per class/membership fee) to enter class, this will leave the transaction on the club member profile.
- No return – This will use the product, or if paid using the contract. If they were using a contract transaction (cost per class/membership fee) to enter class, this will leave the transaction on the club member profile.
Download list (XLS)- This will download a list of all the club members enrolled into the class, to manually sign off.
Restore - This will restore the class only. This option will only appear when you are in a class that has been cancelled.
Any club member originally enrolled into the class will need to be manually re-added in by pressing the ... to the right of the club member in the members enrolled to group tab and selecting the Restore bookings option. If you plan to restore with all bookings, please use the Restore with bookings option.
Restore with bookings - This will allow you to restore the class, as well as restore the bookings of any member who was not cancelled from the class.
This feature will be available on version R85
This will open a new screen allowing you to choose which members to restore the bookings.
If no members were signed in for the class you are restoring, however, are members of the group, this will not restore their bookings.
- Tick boxes - Select which club members will have their booking. Selecting the tick box next to the club members name will restore their booking, selecting the tick box on the header will select all club members who can be enrolled.
- Full name - Full name of the club member.
- User number - User number of the club member.
- Can be enrolled - This is a check to see if they can be re-enrolled into the class. If the member is a guest and used a product to enter the class, this may not allow them to re-enter the class without a new product.
- Message - If the member cannot be re-enrolled into the class, the message will be displayed here on why they cannot be enrolled.
Press Submit to continue.
Send message – This option will send a notification to the members enrolled in the class.
Prior to sending, you need to have the automation centre rule Class has changed set up prior to using this rule.
To send the message, anything entered in Content will appear in the automation centre rule through the tag [Message].
Tick either SMS or Email, and press Send.
Edit class – This allows you to edit the class for a single class only, or permanently for recurring classes.
Within the Edit class module, you can edit most settings for the class.
Classes – If you change the class within a course, ensure you also change the settings within group to match this class (i.e. Activity category and activity level). Class change must be in the same class category for courses.
Date/Time – Recommend to only change the time and/or duration of a class. If you need to change days, it is recommended to create a new group and transfer everyone to this new group.
Club – Do not change the club as the contract is tied to another club.
Club Zone – This will allow you to change the location of the class from one zone to another.
Employee – This will change the employee who is running this class. If you are doing a permanent change, please ensure you also change the employee for this group in PGM->Classes->Groups.
With all other settings, this is not used within the course module. For more information on these settings please see the timetable guide on class creation.
Save for all future occurrences – Ticking this box will save the edit for all future classes recurring from this class.
Press Save to continue.