IN BRIEF
The CALENDAR page provides a visual, interactive representation of classes, camps, parties, and appointments scheduled in the System. It allows staff to view, filter, and manage daily activities, including enrollments, attendance, cancellations, and availability. Use the Calendar to quickly identify openings, monitor occupancy, navigate between days or weeks, and perform key administrative tasks directly from event entries.
Overview
The Calendar offers multiple layouts to view current, upcoming, and past class, camp, party, and appointment schedules. It is designed to help staff easily assess program activity, identify available openings, determine projected attendance, and manage student or event details from a single screen.
Calendar features include:
- Multiple view modes (daily, weekly, staff, and zone)
- Ability to view opening counts, projected attendance, expected absences, and occupancy
- Direct access to enrollment, skills, attendance, and student/family information
- Tools for searching events by vacancy and filtering calendar results
- Customizable event detail displays (levels, areas/zones, instructors, etc.)
Accessing the Feature
- From the main navigation menu, go to the CALENDAR page.
- If needed, use the Daily, Weekly, Staff, or Zone view options to navigate your schedules.
- Select the appropriate date and filters to refine what is displayed.
Step-By-Step Instructions
The CALENDAR page supports two primary visual layouts:
- Stacked view
- Staggered view
These views present the same underlying schedule data but prioritize different aspects—Stacked view emphasizes information density and workflow actions, while Staggered view aligns events to a traditional time grid.
The “Stacked” View
The “Stacked” view organizes events by start time rather than by time grid position. This design eliminates overlapping entries and increases the amount of detail visible for each event. It also enables more direct workflow actions from the Calendar.
Key Capabilities of the Stacked View
-
Streamlined event management
- Select an event to open a dialog with options to:
- Edit student information
- Edit enrollment details
- Take or review attendance
- View or assess skills
- Access family details
- Select an event to open a dialog with options to:
-
Clear, readable event blocks
- Displays classes, camps, parties, and appointments in a simplified format that prioritizes informational clarity.
-
Minimum vacancy search
- Filter events based on:
- Regular openings
- Temporary openings (created by expected absences)
- Combined opening counts
- Filter events based on:
-
Customizable detail display
- Use the Details Selected dropdown to show additional data, such as:
- Levels
- Areas (zones/stations)
- Instructors
- Students
- Waitlisted students
- Requested enrollments
- Use the Details Selected dropdown to show additional data, such as:
-
Event cancellations and blackouts
- View, create, or modify event cancellations.
- View blackouts directly from the event display.
-
Color-coded levels
- Assign colors to each level under SETTINGS>SETUP>GENERAL SETTINGS>LEVELS to easily identify the level or type of program.
-
Global day-of-week filter
- Display only selected days of the week (up to seven occurrences at a time).
- Examples:
- Selecting M shows the next seven Mondays.
- Selecting M and W shows alternating Mondays and Wednesdays for seven occurrences.
Visual Indicators: Past, Current, and Future Events
- Past events appear greyed out.
- Current events pulse between their normal color and a greyed-out color.
- Future events retain full color.
Understanding Occupancy Numbers in Stacked View
Events display several occupancy-related values. For example:
2 | 2/5 | 3 Openings
Each value represents:
- First number (2) – Expected attendance for that date (all enrollment types except Waitlist), accounting for expected absences.
-
Second number (2/5)
- Numerator: count of ACTIVE and SINGLE DAY enrollments.
- Denominator: maximum allowed enrollments set in the class details.
-
Openings (3 Openings)
- Total available openings for that date, depending on the opening type selected:
- All openings
- Regular openings
- Temporary openings
- Total available openings for that date, depending on the opening type selected:
- If there are any Waitlist enrollments for the date, an additional value appears indicating their presence.
Additional Notes
- The Stacked view is the default for accounts created on or after November 15, 2018.
- Switch view preferences under SETTINGS>SETUP>GENERAL SETTINGS>APPLICATION PREFERENCES.
- Because the Calendar is designed for day-by-day visibility, future enrollments do not appear in occupancy counts until the enrollment start date is reached.
The “Staggered” View
The “Staggered” view aligns events on a traditional time grid within daily, weekly, staff, or zone layouts, showing how events overlap and progress throughout the day.
Key Capabilities of the Staggered View
- View classes, camps, appointments, and parties along a time-based schedule.
- Events include level color-coding.
- Selecting an event opens options to:
- Cancel a class or event
- Record or view attendance
- Perform or view skill evaluations
- Edit a student’s enrollment
- Access student or family profiles
- Enroll or group enroll students (when applicable)
- View/create/modify event cancellations and view blackouts.
Important View Behavior
- When using Daily, Staff, or Zone layouts, a single date must be selected under the Current Date filter to limit the view.
- The global day-of-week filter is only available in Weekly layout.
Additional Notes
- The Staggered view is the default for accounts created prior to November 15, 2018.
- View preferences can be updated under SETTINGS>SETUP>GENERAL SETTINGS>APPLICATION PREFERENCES.
Troubleshooting & FAQs
-
Why are some events greyed out?
- Greyed-out events represent past events. Current events pulse between full color and grey, while future events display in full color.
-
Why do some occupancy counts seem to be missing enrollments for a future date?
- The Calendar only shows occupancy and attendance details beginning on the student’s enrollment start date. Future-dated enrollments are not counted until that date.
-
Why does the global day-of-week filter not appear?
- This filter is available only from the Weekly layout and will not display in Daily, Staff, or Zone views.
-
Why are opening counts different depending on the option selected?
- Opening totals depend on whether All, Regular, or Temporary openings are selected. Temporary openings result from expected absences.
-
How do I switch between Stacked and Staggered views?
- Use the view selector icons in the Calendar’s upper right. Preferences can also be changed permanently in SETTINGS>SETUP>GENERAL SETTINGS>APPLICATION PREFERENCES.