Schedule exceptions

A schedule exception changes one session of a class. The normal weekly pattern stays the same. Use it when a single session is different, for example when the pool is booked for one evening.

For how the normal pattern works, see Class schedules.

The three kinds of change

Action	What it does
Cancel a session	The session does not run on its date.
Move a session	The session runs on a new date, at a new time, or both.
Add a one-off session	An extra session runs on a date the schedule does not cover.

Where you make a change

There are two places. Both are called Manage Schedule.

For one class: on the daily view, select the gear icon on the class card, then Manage Schedule. The form works on that class only.
For any class in the register: select the Manage schedule button in the register toolbar. This window has three tabs:
- Cancel or move: pick a date, then pick the session you want to change.
- Add one-off session: pick a class, then add a session for it.
- Schedule changes: the list of changes already made. The tab shows how many changes are for today or a later date.

Before you start: the register must not be archived. An archived register cannot take schedule changes.

Cancel or move a session

Open Manage Schedule for the class, or open the Cancel or move tab in the register toolbar window.
For Action, choose Cancel a session or Move a session.
For Session date, pick the session you want to change. It must be a date the class normally runs on.
If you are moving the session:
- Pick the New date. To change only the time, keep the same date.
- Set the Start time and End time. Leave them empty to keep the usual time.
Optionally, add a Reason.
Choose the Billing option. See Billing for a change.
Select Add change.

Result: on the original date, the daily view shows a grey Cancelled or Moved card. A moved session shows a live card on its new date, marked Moved or Rescheduled.

Add a one-off session

Open Manage Schedule for the class and choose Add a one-off session. Or open the Add one-off session tab in the register toolbar window and choose the class.
Pick the Session date.
Set the Start time and End time. Both are required for a one-off session.
Optionally, add a Reason, and choose the Billing option.
Select Add change, or Add session in the register toolbar window.

Result: the daily view shows a live card for the session on that date, marked Add-on.

If the date is not one of the register’s class days, Swimio shows This is not a working day for this register. The session will still be added. You can still save the session.

Billing for a change

Each change has a Billing choice:

Don’t bill this change: the change does not affect what the student pays.
Charge extra: enter an Amount to add to the student’s bill.
Compensate: enter an Amount to take off the student’s bill.

Swimio saves the amount with the change. It does not take or refund any payment.

Edit or remove a change

Use the Schedule changes tab in the register toolbar window.

Select the Manage schedule button in the register toolbar.
Open the Schedule changes tab.
Find the change, then choose what to do:
- Edit: change the details, then select Update change. Select Cancel edit to stop without saving.
- Delete: remove the change. Swimio asks Remove this schedule change? Select Yes, remove it. The session goes back to its normal date and time.
- Mark non-billable or Mark billable: change only whether the change is billed. A non-billable change shows a Non-billable badge.

You can delete a change only while its session is today or in the future. A past session may already be billed, so it cannot be deleted. For a past session, Mark non-billable or Mark billable shows in place of Delete.

Rules and limits

One change per session date. A date that already has a change cannot take a second one. Edit the existing change instead.
Sessions must not overlap. You can move or add a session onto a day that already has a session of the same class, as long as the times do not overlap. Sessions that end and start at the same minute do not overlap.
Moving onto a day off. If a class closure covers the new date, Swimio shows This date is a day off. Choose one:
- Move and keep running: the session runs on that date even though it is closed.
- Move but keep closed: the session moves, but stays closed on that date.
Moving past the end date. When you move or add a session after the register’s end date, the register stays active until that session. Removing the change brings the last active day back.
Moving before the start date. A session moved before the register’s start date appears under Extra sessions in the date control. See Extra sessions.
Students keep their places. A change to one session does not remove any student from the class.