Manage Class Group Guide

This guide covers how to manage an existing Class Group, including creating session templates, generating sessions for the term, editing settings, and deleting class groups.

---

Required Roles

Action	Allowed Roles
View class group	All roles (including Trainers)
Edit settings, create templates, generate sessions	Super Admin, Master Licensee, Center Admin
Delete class group	Super Admin, Master Licensee only

Note: Trainers have view-only access. They can view class group details and take attendance, but cannot make changes.

---

Accessing Class Group Detail

1. Navigate to Class Groups from the sidebar

2. Find your class group in the list
3. Click the eye icon or the group name to open the detail view

---

Class Group Detail Overview

The Class Group Detail page has several sections:

Section	Description
Header	Group name, associated classes, publish status
Info Cards	Capacity, teachers count, upcoming sessions, templates count
Session Templates	Recurring session patterns
Sessions	List of upcoming and recent sessions
Group Details	Editable settings (right sidebar)
Assigned Teachers	Teachers assigned to this group
Students	Students assigned to this group
Quick Actions	Generate sessions, sync students

---

Editing Class Group Settings

Click the pencil icon next to any editable field to modify it:

Editable Fields

Field	Description	How to Edit
Group Name	Name displayed in lists and calendars	Click pencil icon next to name
Group Type	Normal or Premium	Click pencil in Group Details
Color	Calendar display color	Click pencil, select from palette
Term Period	Start and end dates	Click pencil, select new dates
Description	Optional notes	Click pencil, enter text
Capacity	Max participants / Expanded capacity	Click pencil (updates all templates and sessions)
Location	Default room/location	Click pencil, enter location

Changing Capacity (Important!)

When you change capacity settings:

• The change cascades to ALL session templates
• The change cascades to ALL existing sessions
• This ensures consistency across the entire group

---

Session Templates

Session templates define your recurring weekly schedule. Each template specifies:

• Day of the week (Monday - Sunday)
• Start and end time
• Capacity settings

Creating a Session Template

1. Click Add Template button (top right or in templates section)
2. Fill in the template form:
   • Name: Descriptive name (e.g., "Saturday Morning 9AM")
   • Day of Week: Select the day
   • Start Time: Session start time
   • End Time: Session end time
   • Location: Optional room/location
3. Click Create Template

Editing a Session Template

1. Find the template in the Session Templates section
2. Click the pencil icon

3. Modify the fields:
   • Name
   • Day of week
   • Start time
   • End time
4. Click Save

Important: Editing a template's schedule (day/time) will automatically update ALL sessions that were generated from this template!

Deleting a Session Template

1. Click the trash icon next to the template

2. Confirm the deletion

Warning: Deleting a template will also delete ALL sessions generated from it!

---

Generating Sessions

After creating templates, you need to generate actual session instances for your term.

Step-by-Step: Generate Sessions

1. Click Generate Sessions in Quick Actions (or the link in empty sessions area)

2. In the modal, configure:

   Option	Description
   Start Date	When to begin generating sessions
   End Date	When to stop generating sessions
   Select Templates	Check which templates to use
   Skip existing	Don't create duplicates for dates with sessions
   Auto-assign students	Automatically add all group students to sessions

3. Click Generate Sessions

Generation Options Explained

• Skip dates that already have sessions: Recommended to avoid duplicates
• Automatically assign students to sessions: When enabled, all students in the group will be assigned to every generated session

Best Practices

1. Generate for full term: Set dates from term start to term end
2. Select all active templates: Unless you want to generate only specific days
3. Keep "Skip existing" checked: Prevents duplicate sessions
4. Enable auto-assign: Saves time enrolling students manually

---

Managing Sessions

Creating a Manual Session

For one-off sessions outside the template schedule:

1. Click Create Session button in the Sessions section

2. Fill in:

   • Date and start time
   • Duration (in minutes)
   • Max participants
   • Session title (optional)
   • Select students to assign

3. Click Create Session

Session Actions

Each session in the list has action buttons:

Icon	Action	Description
👥 (users)	Attendance	Open attendance management
➕ (user-plus)	Add/Remove Students	Manage session enrollment
🔄 (exchange)	Change Request	Create a session change request
🗑️ (trash)	Delete	Delete this session

Deleting All Sessions

1. Click Delete All button in Sessions header

2. Confirm the action

Warning: This permanently deletes ALL sessions and their attendance records!

---

Managing Members

Assigning Teachers

1. Click Assign Teachers button

2. Check the teachers you want to add

3. Click Assign Selected Teachers

Removing Teachers

1. Find the teacher in the Assigned Teachers list
2. Click the X button

3. Confirm removal

Assigning Students

1. Click Assign Students button

2. Check the students you want to add (shows students from associated classes)

3. Click Assign Selected Students

Removing Students

1. Find the student in the Students list
2. Click the X button

3. Confirm removal

---

Quick Actions

Sync Student Enrollments

If you added new students to the group and want them enrolled in existing future sessions:

1. Click Sync Student Enrollments in Quick Actions

2. Confirm the action
3. All group students will be added to all future sessions

---

Publishing / Unpublishing

Control whether sessions are visible to parents in the Parent Booking Center (PBC):

Status	Button	Effect
Published	Yellow Unpublish	Sessions visible in PBC
Unpublished	Green Publish	Sessions hidden from PBC

Use unpublish while setting up a new term, then publish when ready.

---

Deleting a Class Group

⚠️ CRITICAL WARNING ⚠️

Deleting a class group is a permanent, destructive action that:

• Deletes the class group record
• Deletes ALL session templates
• Deletes ALL sessions
• Deletes ALL attendance records
• Deletes ALL membership records

This action CANNOT be undone!

Who Can Delete

Only Super Admin and Master Licensee roles can delete class groups.

How to Delete

1. Go to Class Groups list
2. Find the group you want to delete
3. Click the trash icon in the Actions column
4. Read the warning carefully
5. Confirm deletion

Before Deleting

Consider these alternatives:

• Unpublish the group instead (hides from PBC but preserves data)
• Export data if you need records for reporting
• Change status to Inactive to keep history

---

Calendar View

For a visual overview of all sessions:

1. Click Calendar View button (green button at top)
2. View sessions in month/week/day format
3. Click any session to see details or take attendance

---

Common Tasks Quick Reference

Task	Where to Find
Edit group name	Click pencil icon next to name in header
Change capacity	Group Details > Capacity > pencil icon
Add session template	Add Template button or Session Templates section
Generate term sessions	Quick Actions > Generate Sessions
Add students to group	Students section > Assign Students
Add students to sessions	Sync Student Enrollments or individual session
View calendar	Calendar View button (top right)
Delete group	Class Groups list > trash icon

---

Troubleshooting

Issue	Solution
Can't see edit buttons	You may have Trainer role (view-only)
Sessions not appearing	Check term dates and template day of week
Students not in sessions	Use "Sync Student Enrollments"
Can't delete group	Only Super Admin and Master Licensee can delete
Sessions showing in PBC before ready	Unpublish the group until ready

---

Last Updated: December 2025