Create Class Group Guide

This guide walks you through creating a Class Group in BrainFit Scheduling. Class Groups are used to organize students and trainers into manageable scheduling units for a term.

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What is a Class Group?

A Class Group is a sub-group within a BrainFit HQ class that:

• Organizes students and trainers together for scheduling
• Defines session capacity and change request limits
• Runs for a specific term period (start date to end date)
• Can pull members from one or multiple classes (combo classes)

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Before You Start

Make sure you have:

• Required Role: One of the following roles is needed to create a class group:

  • Super Admin - Full system access
  • Master Licensee - Regional management access
  • Center Admin - Center-level management access

  Note: Trainers have view-only access and cannot create or edit class groups.

• At least one class in your center with enrolled students and assigned trainers

• The term dates (start and end dates) ready

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Step-by-Step Guide

Step 1: Navigate to Classes

1. Log in to BrainFit Scheduling
2. From the sidebar menu, click Classes

3. You will see a list of all classes in your center(s)

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Step 2: Select a Class

1. Find the class you want to create a group for

2. Click on the class name to open the Class Detail page

3. Review the class information:

   • Number of students enrolled
   • Trainers assigned to the class
   • Existing class groups (if any)

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Step 3: Start Creating a Class Group

1. Click the Create Class Group button (purple button at the top right)

2. You will be taken to the Class Group creation form

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Step 4: Fill in Basic Information

Field	Description	Required
Class Group Name	A descriptive name for the group (e.g., "SmartFit T2 Group 1", "BrainFit Saturday AM")	Yes
Group Type	Choose Normal or Premium	Yes
Select Classes	Choose one or more classes for this group	Yes
Description	Optional notes about this group	No
Color	Pick a color for calendar display	Yes

Group Types Explained:

Type	Description
Normal	Students/parents can submit session change requests
Premium	Session change requests are NOT allowed (typically for premium 1-on-1 classes)

Combo Classes (Multiple Classes):

If you select multiple classes, this creates a "combo" class group:

• Students and trainers from ALL selected classes will be available for assignment
• Useful when students attend multiple related programs together
• A combo icon will appear next to the group name in lists

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Step 5: Set Term Period

Field	Description	Default
Term Start Date	When the class group sessions begin	Today
Term End Date	When the class group sessions end	3 months from today

Tips:

• Align dates with your center's term schedule
• End date must be after start date
• Sessions can only be created within this date range

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Step 6: Configure Capacity Settings

Field	Description	Default
Maximum Participants	Regular max students per session	6
Expanded Capacity	Max capacity when allowing session changes	8
Max Change Requests	Maximum session changes per student per term	5

How Capacity Works:

Normal Operations:
Sessions can have up to [Maximum Participants] students assigned

Session Change Requests:
When a parent requests to move their child to another session,
the system will allow it if the destination session has fewer
than [Expanded Capacity] students

Change Request Limits:
Each student can make up to [Max Change Requests] session
changes during the term period

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Step 7: Assign Teachers

1. Review the list of available trainers from the selected class(es)
2. Check the box next to each trainer you want to assign to this group
3. You can select multiple trainers

Note: Only trainers already assigned to the selected class(es) in BrainFit HQ will appear here.

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Step 8: Assign Students

1. Review the list of available students from the selected class(es)
2. Use Select All to quickly select all students

3. Use Clear All to deselect all students
4. Check individual students as needed

The counter at the bottom shows how many students you've selected.

Capacity Warning: If you select more students than the expanded capacity, a warning will appear. You can still proceed, but consider adjusting capacity settings.

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Step 9: Review and Create

1. Review all your settings in the form

2. The information panel shows what you can do after creation:

   • Create session templates for recurring classes
   • Assign students to specific sessions
   • Manage session change requests
   • View the calendar schedule

3. Click Create Class Group (purple button at bottom)

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Step 10: After Creation

After successfully creating the class group, you will be redirected to the Class Group Detail page where you can:

1. Create Session Templates - Set up recurring weekly sessions

2. View/Edit Members - Add or remove students and trainers
3. Generate Sessions - Create actual session instances from templates

4. View Calendar - See all scheduled sessions in calendar format

5. Manage Onboarding - Generate onboarding tasks for new students

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Quick Reference

Navigation Path

Classes List > [Select Class] > Class Detail > Create Class Group

URL Pattern

/classrooms/classes/{class_id}/create-group/

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Common Questions

Q: Can I add more students after creating the group?

A: Yes. Go to the Class Group Detail page and use the "Add Members" feature to add more students or trainers.

Q: What happens if I select multiple classes?

A: This creates a "combo" class group. Students from any of the selected classes can be assigned, and session change requests can move students between compatible groups.

Q: Can I change the term dates after creation?

A: Yes. Go to Class Group Detail and edit the group settings to update dates.

Q: What if a student needs more than the allowed change requests?

A: An admin can manually approve additional changes or increase the limit in the group settings.

Q: How do I delete a class group?

A: Only Super Admins and Master Licensees can delete class groups. This soft-deletes the group and all related sessions, templates, and attendance records.

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Next Steps

After creating a Class Group:

1. Create Session Templates - Set up your recurring weekly schedule
2. Generate Sessions - Create session instances for the term
3. Assign Students to Sessions - Populate sessions with students

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Troubleshooting

Issue	Solution
No students/trainers showing	Make sure the class has enrolled students and assigned trainers in BrainFit HQ
Cannot create group	Check you have the correct permissions (Admin or Teacher Admin role)
Date validation error	Ensure end date is after start date
Capacity warning	Reduce selected students or increase expanded capacity

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Last Updated: December 2025