Managing Classes in RTO KnowHow

Guide to class management capabilities and step-by-step instructions for creating course timetables, scheduling classes, bookings, attendance and more!

Content developed for webinar held: Friday 8th November, 2013

Presenter

Emily HodgeSpecial Projects Officer - development - customer support - communications

Contents:The webinar will include an overview of the following topics followed by a brief question and answer session:

o Overview of Class Management Capabilities in RTO KnowHowo Demonstration of the following:

• Step-by-step how to create your course timetable/class schedule from scratch

• Recording bookings and attendance• Various ways to view and access class records• Relevant reports • Student portals and class booking requests

o Your questions and answers

Overview of Class Management Capabilities

• In a nutshell: organise and schedule your classes, notify trainers, print roll reports, and record student bookings and attendance.

WHY?• Keep you better organised• Avoid complicated spreadsheets, timetable

clashes and save time!• Allow students to book themselves in and trainers

to access up to date information at any time…(that seems like enough reasons)

How it works…• Automatic timetabling: Avoid timetable clashes and messy

spreadsheets! Assign trainers, venues, rooms and equipment to classes based on availabilities during proposed time and date.

Share your timetable automatically!• Great for customer service - See student bookings and attendance

from within their student record• Students can login to their portal to see class bookings and

upcoming classes that are available for them to book into• Trainers and organisers can easily find their own class records from

their home screen or the class list and instantly print an attendance roll

Or….email/print reports easily

Find your classes here

Process to create class timetables

Setup your venues and rooms

(NA if delivering offsite)

Setup your equipmentSet up your course

timetable (NA for workshops)

Schedule your classes assign trainers, venues, rooms, class capacity and more

Automatically share your recordsWith team, employers, students, trainersUse reports, logins, notifications and home screen calendar

Record bookings and attendance

Viewable from student records and in student

summary report

Setting up and managing rooms and classes

• Do this first before you start creating your equipment, course timetables and classes

• Not required if you are using an ‘offsite’ venue – you can simply link to a company in your CRM.

1. Go to Classes > Training Venue> Manage Training Venues

2. Click Add Training Venue3. Input Name, location and rooms Now you can edit, delete or see bookings by clicking the view button.

Setting up and managing your equipment

• Very similar to setting up venues and rooms• Allows you to create bookings against each individual item and track

where that item is located 1. Go to Classes > Equipment> Manage Equipment2. Click Add Equipment3. Input Type, Name, Code, Location, Venue and Availabilities. • Item should be located in the same ‘location’ as where the venue is to

allow it to be booked against that class. The location is usually your head office unless your equipment is stored externally

• You can track individual items by giving them a name and code and also mark them as unavailable for a period of time if needed

• You can add or remove types from your list by updating your Master Lists – (Management > Master Lists > Equipment Types)

A course timetable is a group of classes that one group of students need to attend from start to finish to complete their course. It could contain 2 or 3 days of classes or many classes for longer courses. You might decide to do one course timetable per cluster, or one per course/qualification depending on your course structure. It allows you to create a template which the classes which are linked to it will be based on – for fast timetabling.1. Go to Classes >Course Timetables2. Click Add Course timetable3. Add details

Details such as start time, finish time, trainers, venues and bookings will be copied into classes you link to this course timetable.

Setup your course timetable

This is the fun and easy bitGo to classes and click add classOROpen your course timetable and click add class You have options to

• Edit class capacity• Link to course timetable• Create recurring classes• Link to offsite venue or other address• Check for trainer/venue/room availability• Notify trainers

Now you’re ready to add your classes!

Bookings and Attendance

• 3 ways to access these– Class List– Course timetable list– Student Records

When class is upcoming• manage bookings, details and print roll report• Print/email timetable report• trainers and organisers will see upcoming events on their home screen – in the

classes tabWhen class is in the past• mark attendance and absences• these show up on student summary report

Student/employer portal• students can view classes that are available for them and

those that they are currently booked into• Students can ‘request a class booking’• Employers can access the same information and features but

for multiple students

To access your class booking request list:Go to Classes > Class Booking Requests and click view/approve or reject - student/employer will receive an email notification of the outcome.

Accessing Help and Support Knowledge base

https://rtoknowhow.uservoice.com/knowledgebase/topics/37965-classes

Support requestssupport@rtoknowhow.com.au OR Ph: 1300 676 870

Questions?

Email support@rtoknowhow.co

m.au

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