Set up a class

A class is a recurring lesson inside a register. It has an instructor, a set of places, a schedule, and the students who take part. This page covers the three ways to set up a class: add a new one, edit an existing one, and duplicate one.

You do this from the register’s daily view. See Reading the register board.

When you can add a class

You can only add a class to a register that is still running. You cannot add a class when the register is archived, has already ended, or has a scheduled archive waiting. A Term or Crash Course register also stops accepting new classes once its class creation window closes. See the booking and class creation windows in Set up a register.

The class form

The class form has three steps.

1. Basic Information
   • Instructor: the person who teaches the class. Pick a colour for the instructor so the class is easy to spot on the daily view.
   • Seats: the number of places in the class.
   • Class Level or Default Score: this depends on how the register scores students.
     • If the register uses set levels, you pick a Class Level from the register’s award scheme.
     • If the register uses a score, you can set a Default Score. Leave it blank unless you want the class to fill with students of a similar score.
2. Timing
   • Start Date: the first day the class runs.
   • Class Day: the day of the week the class repeats on.
   • Start Time and End Time: when the class begins and ends.
   • Quick Actions: buttons that move the start and end time together, 15 minutes earlier or later.
   • For a Crash Course register, the start date and class day are set from the register, so these fields do not appear.
3. Visibility
   • Visible to Account Holder and Smart Match: controls two things at once for this class. When it is on, account holders can see this class and book it directly for their students, and Smart Match can use it to fill empty seats. When it is off, account holders cannot see or book this class, and Smart Match ignores it; only staff can add students to it. Swimio runs a background service that keeps checking for empty seats and looks for suitable students to fill them.
   • Consolidate Mode: turn on to stop Smart Match from finding matches for the empty seats in this class. This is useful when you are merging groups and do not want the remaining empty seats offered to students.
   • Limit by age: turn on to accept only students of a certain age. Two fields appear:
     • From: the youngest age the class takes.
     • Until they turn: the age at which a student is too old for the class.
     • Under the fields, Swimio shows a sentence that sums up the age range, so you can check it before you save.

How the age limit works

When Limit by age is on, these rules apply:

1. The From age is included. The Until they turn age is not. A class set from 2 years until they turn 4 years takes 2-year-olds and 3-year-olds. A child who has turned 4 is too old.
2. Use the same age to join two classes. If one class runs until they turn 4 years, set the next class up to start from 4 years. Every child then fits exactly one of the two classes, with no age left out.
3. Age is checked on the student’s first day in the class, not on the day you make the offer. A child who has a birthday before the class starts can join the older class.
4. A student outside the age range cannot be offered a seat or enrolled. This applies to staff and to account holders who book for their students.
5. Staff can make an exception for one student from the Offer Space screen. Account holders cannot make an exception.

Add a class

1. Open the register on its daily view.
2. Select the option to add a class.
3. Fill in the Basic Information step, then select Next.
4. Set the Timing step, then select Next.
5. Set the Visibility step.
6. Select Save.

Result: the class is added to the register and appears on its scheduled days.

Edit a class

1. Open the class from the register’s daily view.
2. Select the option to edit the class.
3. Change the details you need across the three steps.
4. Select Save.

When editing:

• Seats cannot be changed. The number of places is fixed after the class is created.
• Start Time and End Time can be changed only when no student is using a seat in the class today.

Duplicate a class

Duplicating a class is a fast way to create a new class that is almost the same as an existing one.

1. Open the class you want to copy from the register’s daily view.
2. Select the option to duplicate the class.
3. Swimio opens a new class form filled with the settings of the class you copied. The start date is set to the next session.
4. Change anything you need, such as the instructor, the day, or the time.
5. Select Save.

Result: a new class is created. The class you copied from is not changed.

When a class starts on a closed date

If the start date you choose falls on a date closed by a class closure, Swimio asks where you want to open the class:

• Go to the first open session: skip the closed dates and open the class on its first running day.
• Go to the scheduled start: open the class on the start date, even though it is closed.
• Stay here: keep the day you are already on.

Related pages

• Reading the register board
• Class schedules
• Schedule exceptions
• Class closures

Note

The exact options you see can depend on your permissions and your organisation’s Swimio plan.