Overview
After setting up Class Types in Impact, the next step is to add provider availability so that students can register for classes with you (or other providers if availability is added for them). Adding availability will also allow you to quickly add students to a class yourself which is covered in this solution article. Please see our instructions video at the end of the article for a walk through demonstration.
Navigating the Classes Page
- Open the Classes page by clicking Classes in the left hand navigation menu.
- On this page you can change the view of the calendar by selecting between the following options along the top left: Month, Week, Day, List.
- Navigate the calendar by using the arrows and the mini calendar in the top right. Return to Today’s date by clicking on Today.
- Use the filters along the top to display availability based on providers, class types, presence and booked status. To access the full list of availability filters, click the More Filters option.
- In the right corner, you can also refresh the page by clicking on the circling arrow icon which will pull the most updated changes to the calendar availability.
- Exporting class information can be done by clicking the cloud icon in the right corner.
Creating Availability
- Depending on the view you’re in, click on the day and/or time for which you would like to have your availability start. You can also click the plus icon in the top right to add availability. This opens the New Availability window.
- Enter in the label for this availability in the Title field. This field will only be displayed on the staff side of Impact, users on the Portal side will only see the names of the class type. It’s recommended to use a format similar to ‘Chris’ Availability’ so that it can be more easily distinguished from other provider’s availability.
- By default, the system will select you as the Provider associated with this availability in the left top side of the window. If adding in availability for someone else, select a different provider by clicking the small arrow in the right for the Provider field.
- Adjust the date and time that this availability starts at by clicking into the Start Date and Start Time fields.
- For the date, either enter in a date using the DD/MM/YYYY format or by using the mini calendar that is displayed.
- For the time, enter in the time you’d like or select from suggestion in the drop down below the field. Note that the end time of this availability slot will be the duration of the longest class type option assigned to this availability.
- If this availability should repeat into the future, select 'REPEATS' under Recurring Availability. If it should not repeat, skip to step
- For repeating availability, select the interval for which you would like this to repeat. You can choose whatever number of weeks, days or months.
- If you select weekly, you can then choose the days of the week that it should repeat.
- Select when this repeating availability should end. This can be either a date, a number of occurrences or indefinitely. It’s recommended to select an option other than indefinitely as this may allow clients to register with you during holiday breaks.
- Next, select what classes you want to be available for in this availability by clicking into the Class Types field and selecting one or more class types from the dropdown.
- Note: For clients that register themselves in the Portal, this availability will be labeled with the class type name that they’re eligible to register for. Staff can also manually register a case into a class by following the steps in this article.
- Once a case has been registered into an availability, any other class types offered in this availability will no longer be available for registration.
- The Presence field will populate with the options used in the class type template of the first class type selected if anything has been designated there. This can be edited by clicking into the Presence field and selecting Virtual, In Person or both if you’ll be available for both options.
- If In Person is selected, enter in a location for this class. This will be displayed in the portal to clients and included in registration confirmation notifications.
- If Virtual is selected, you have the option to:
- Use a Custom URL which is a meeting link that you’ve generated in your external virtual meeting service. This will be entered into the URL field beneath the Custom URL option.
- Automatically generate a new meeting link by selecting Generate URL. Note that this integration must first be enabled by you (or the provider you’re creating availability for) before selecting this option. See our integration instructions here: Zoom and Teams.
- Finally, changes can be made to individual class types by scrolling down the Class Types section where each option is laid out. Changes to the class duration or capacity can be made here.
- Click the More Options section beneath a class type to edit the Self Removal option of the class or to make changes to the default presence details entered in step 7 by unchecking the Inherit Presence checkbox.
- Once completed, click the Save button to add this new availability to the calendar.
To add cases to your class roster in your availability or to mark attendance, please see our solution article linked below.
Class Rosters: Adding/Remove Cases & Marking Attendance
Video Walkthrough
Please see the video below for detailed instructions for adding provider availability: