There are 2 ways you can schedule groups. You can schedule your own groups, or schedule students via Mass Appointments. Read the whole article to learn more, or click a link below to jump to a section:
In this article also see:
SECTION 1
Schedule to Your Courses
First, go to the Appointments page. Select the group of students you want to schedule. On the day you want to schedule them, select the Group Actions button.
Under My Courses, you will see your Subject Matter and Homeroom/Homebase course, and the current number of available seats. To schedule students, select the course.
This action will schedule all students in that column for that day of the week and period. The image below illustrates what that means.
If you don't want to schedule one of these students, uncheck the 'Include Student' checkbox next to their name.
Before all the students are scheduled, you will see a message that asks whether or not you want to overwrite existing appointments. If you select 'Yes', current appointments that the selected students have will be overwritten. Keep in mind that if you try to overwrite existing appointments and your school has 'frozen' appointments for the days, you won't be able to overwrite those appointments.
If you want to schedule unscheduled students, but not those with existing appointments, choose 'No'.
Now you will be able to see the scheduled students.
To remove all appointments for this group on a specific day, select Group Actions, but this time under Other Options select Delete Appointments.
SECTION 2
Schedule Using Mass Appointments
Use the Mass Appointments option when you want to schedule a group of students over a range of dates, or to other staffers. You can also use this option to select a group by graduation year, or by uploading a file.
There are 2 ways to get to this page. First, go to the Appointments page and find the group you want to schedule. On the day you want to schedule them, select Group Actions. Under Other Options, choose Mass Appointments.
This will take you to the Mass Appointments page, with the student group and date you chose pre-selected.
The other way to get to this page is by selecting Mass Appointments in navigation. When you get to the page this way, no groups or dates are pre-selected.
The image below shows an example of what the Mass Appointments page looks like when accessing it from the Appointments page, after selecting a group. This page walks you through 5 steps for scheduling a group.
In Step 1, you select who you are going to schedule.
- Schedule by Graduation Year. This is an admin only option, so you will not see this unless you are an admin user. Choose this option and then select the graduation year you want to schedule. You can choose more than one Graduation Year. To remove a Graduation Year, click on it again.
- Schedule by File. Upload a .CSV file of students you want to schedule. This file should contain the list of student IDs that correspond to the students you want to schedule.
- Schedule by Group. Select yourself, or another staffer, and one of their groups.
When scheduling by group, you will see a list of the selected students on with their names, and the option to 'Exclude' them. Check the 'Exclude' box next to a student's name if you do not want to schedule them with the selected group.
When you have entered the required information, the 'Next' button will turn blue and you can move on to the next step. At step of this process, you can also choose the 'Back' button, to review your selections.
In Step 2, you select your date or dates. This can be a single date, or a repeating range of dates.
To schedule students to a single date, make sure the start and end date are the same, and that the selected Weekday corresponds to that date. You can also choose a start and end date, and then select the day or days of the week you want the appointments to repeat on. In the example below, there is a date range of two weeks, with appointments occurring every Monday and Wednesday.
In Step 3 you choose where the students will be scheduled.
You can choose to schedule students to their respective homebase course by choosing the first option. This will take each student you've selected and place them into the course that is associated with their homebase group.
The second option, (Select a Subject Matter Course) allows you to select the specific subject matter course to schedule the students into.
When you select the option to schedule students to another staffer, you will see a box that shows the courses the students will be scheduled to. If there is a course you don't want to schedule them to, select the 'Exclude' checkbox.
With both options, be sure to choose an appointment type. You can add a comment if you like.
In Step 4 you can choose permissions.
Check one or more of these boxes to set permissions. You can choose to overbook a staffer's homebase if you are scheduling homebase appointments. By checking 'Allow Students to Modify Appointments' this will allow students to schedule themselves to, or request to see, another teacher (if they already have permission to do so). You can also choose to lock these appointments -- this means that other staffers won't be able to overwrite or delete these appointments. Only you (the one creating the appointment), the staffer you are scheduling to, or an admin can overwrite locked appointments. Lastly, you can choose to overwrite appointments that are locked. You can choose to check any or all of these options, but they aren't required to proceed to the next step.
In Step 5, you will see how many students are going to be scheduled.
If everything is successful and there are no scheduling collisions, you will see how many students will be scheduled for each date you selected. If you are happy with the results, click Schedule. If you need to make adjustments, select the Back button to get to the step where you would like to make adjustments.
As you can see in the image below, only 10 appointments will be scheduled. You can see the date for each group of appointments, and the 'Number of appointments that will be created:' for each date. For 3 of the selected days, the school has blocked those days from scheduling. If you selected the Schedule button, you would schedule 10 appointments. Learn more about error messages like this one in the next section.
SECTION 3
Mass Appointments Error Messages
If there are any errors with your selections, reasons that the students can't be scheduled, you will see those errors listed in Step 5, before you schedule students. You can choose to go back and make changes, or click 'Schedule' and schedule the students where there are no errors.
Here are the error messages you could see:
'Number of records where course cannot be determined:'
This means that you have chosen to schedule a student to their homeroom, but the student is not assigned to any homeroom. Make sure that the students you have selected have a homeroom staffer. If they do not have a homeroom staffer, an admin user can assign them to one.
'Number of students already scheduled to homeroom:'
This means that one or more students are scheduled to their homeroom, and you did not choose to overwrite homeroom appointments in step 4. You can choose not to schedule them, or go back to Step 4 and choose 'Overwrite Homeroom Appointments'.
'Number of students already scheduled to subject matter course:'
This means that one or more students are scheduled to a subject matter course, and you did not choose to overwrite subject matter appointments in step 4. You can choose not to schedule them, or go back to Step 4 and choose 'Overwrite Subject Matter Appointments'.
'Number of records where date is blocked for school:'
This means that for one or more dates you have selected, the school is blocked. This could be for a school vacation, or in service day. When a date is blocked for the school, no one can schedule appointments.
'Number of records where date is blocked for staffer:'
This means that for one or more dates you have selected, the staffer you selected is blocked. If you scheduled all students to a single teacher, it means that teacher is blocked for specific dates you selected. If you scheduled all students to their homeroom teachers, one or more of the homeroom teachers could be blocked. When a staffer is blocked, you cannot schedule to them. You can go back to Step 3 and change the staffer you are scheduling to, or make other needed adjustments.
'Number of appointments locked:'
This means that you are trying to schedule students who already have appointments, and that those appointments are locked. You can go back to Step 4 and choose to 'Overwrite Locked Appointments' if you want to schedule these students.
Keywords: schedule a group of students, schedule by grad year, mass schedule, schedule multiple students, schedule my homeroom students, mass appointments
Comments
0 comments
Please sign in to leave a comment.