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Report - TimeTable by Teacher

Updated

Introduction

The Time Table by Teacher report is a powerful tool for viewing detailed class schedules and rosters for your instructors. It provides a consolidated, easy-to-read summary of all assigned classes within a specific date range, including a full list of participants for each session. More than just a schedule, this report includes crucial details for each participant, such as their age, medical notes, and how long they've been in their current class level. This allows instructors to be fully prepared for their classes with all necessary information at their fingertips.

This report is ideal for instructors, program coordinators, and managers who need a printable, at-a-glance view of teaching assignments and class rosters for operational planning and daily use.

Before You Start

To access this report, you first need to ensure you have the correct system permissions. If you cannot see the report, please ask your system administrator to enable it for your role.

How to set up permissions:

  1. Navigate to PGM -> Clubs -> System Permissions.
  2. Select the employee role you wish to grant access to (e.g., 'Instructor', 'Manager').
  3. The permissions list will appear. To find the report permission quickly, you can use the search bar at the top or browse through the categories.
  4. Search for "Time Table By Teacher".
  5. Check the box next to the report name to enable it for the selected role.
  6. Click Save.

How to Generate the Report

Once you have the necessary permissions, you can run the report.

  1. Navigate to PGM -> Reports -> All.
  2. Use the search bar at the top of the page and type "Time Table by Teacher" to find the report quickly.
  3. Alternatively, you can browse the 'Personal Training' or 'Courses' categories to locate it.
  4. Click on the report name to open the filter options.

Understanding the Filters

The report includes several filters to help you narrow down the results to exactly what you need.

  • Club: Select the specific club or location you want to see the schedule for. Leave this set to 'All' to view schedules across all your clubs.
  • Activity Category: Select a specific category of classes to display, such as 'Swim School' or 'Group Fitness'. Leave this as the default 'All' to include classes from all categories.
  • Date Since: Select the first date you want to include in the report. For example, if you want to see this week's schedule, select this past Monday.
  • Date Until: Select the last date you want to include in the report. For example, to see this week's schedule, select the upcoming Sunday.
  • Employee: Choose a specific instructor from the dropdown list to see only their schedule. If you select 'All', the report will show schedules for every teacher who has classes in the selected date range.

Report Output

The report generates a single, consolidated view. The output is designed to be very compact, making it easy to print and use as a daily roll sheet.

  • Date: This column shows the date and the exact start time of the class.
  • Employee Name: This column displays the full name of the instructor assigned to the class.
  • Class Data: This is the main column containing all the critical details for the class session. It is structured to show class information first, followed by a list of all enrolled participants.

    Here is a breakdown of how to read the information in this column:

    (Class Level) (Location) (Attendance/Capacity); Participant 1 Details; Participant 2 Details; ...

    1. Class Information:

    • Class Level / Name: The name or number of the class group is shown in the first set of parentheses. For example, (Tadpoles).
    • Location (Zone): The specific area or room where the class takes place. For example, (Lane 4).
    • Attendance / Capacity: Shows how many participants are currently enrolled versus the maximum number allowed. For example, (8/10) means 8 participants are enrolled in a class with a limit of 10.
      • If/Then Logic: If a class has no maximum limit set in the system, a tilde symbol ~ will be displayed instead. For example, (8/~).

    2. Participant Details:

    • Each participant's information is listed after the class details, separated by a semicolon ;.
    • UserName: The participant's first and last name.
    • Age: If the participant's date of birth is recorded, the report calculates their current age in years. For example, , 7.5y.
    • UserNumber: The participant's unique member ID number. For example, [10056].
    • Medical: This displays any important notes from the custom attribute field (defined in the filters). For example, [Asthma] or [Nut Allergy].
    • Weeks in Level: This shows how many weeks the participant has been enrolled in their current class level. For example, 12 Weeks in Level.

Example of a ClassData cell:

(Level 2) (Main Pool) (4/6); John Smith, 8.1y [12345] [Asthma] 15 Weeks in Level; Jane Doe, 8.6y [67890] 4 Weeks in Level

This example tells you:

  • The class is Level 2 in the Main Pool.
  • There are 4 out of 6 spots filled.
  • John Smith, who is 8.1 years old with member ID 12345, has a note about Asthma and has been in this level for 15 weeks.
  • Jane Doe, who is 8.6 years old with member ID 67890, has been in this level for 4 weeks.

Hints

  • Perfect for Printing: The compact design of this report makes it ideal for printing. Instructors can use it as a physical roll call sheet to take to their classes, with all essential participant information readily available.
  • Check Date Range: To get the most relevant view, make sure your Date Since and Date Until filters cover the period you are interested in, whether it's a single day, a week, or a month.
  • Sorting: The report is automatically sorted by date, then by time, and then by the employee's name, providing a clear, chronological schedule for each day.

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