Welcome to Course Scheduling—your complete solution for managing academic programs, class schedules, student enrollments, and instructor assignments all in one place.
Before getting started, make sure Course Scheduling is enabled on your account, which is done through your dedicated CSM.
Overview
Course Scheduling helps you:
- Define your academic programs (curriculums)
- Create and manage individual courses
- Organize students into cohorts
- Schedule specific course offerings with dates and times
- Track instructor assignments and workloads
- Monitor enrollment capacity and fill rates
- Generate reports on program performance
Who Should Use Course Scheduling?
Required Roles:
- Course Scheduling Admin - Full access to create, edit, and manage all scheduling features
- School Admin - Administrative access to scheduling features
- Instructor - Limited access to view assigned courses and class sessions
Understanding the Core Concepts
Course Scheduling uses a hierarchical structure. Understanding these relationships is key to using the system effectively.
The Hierarchy
Curriculum (Your Program)
├── Courses (Individual Subjects)
│ └── Course Offerings (Specific Instances)
│ └── Sessions (Individual Class Meetings)
└── Cohorts (Student Groups)
└── Enrollments (Student-Cohort Assignments)
└── Enrollees (Individual Students)
Key Terms
Curriculum
- Your educational program or degree path
- Contains all courses required for completion
- Examples: "Full-Stack Web Development", "Data Science Certificate", "Business Administration"
Course
- An individual subject or class within a curriculum
- Has a code, name, and description
- Examples: "CS101 - Introduction to Programming", "MATH201 - Statistics"
Cohort
- A group of students progressing through a curriculum together
- Has start and end dates
- Has maximum enrollment capacity
- Examples: "Spring 2025 Cohort", "Evening Session - January 2025"
Course Offering
- A specific instance of a course for a particular cohort
- Links a course to a cohort with specific dates
- Can be in-person, online, or hybrid
- Examples: "CS101 for Spring 2025 Cohort", "Statistics - Evening Section"
Session
- An individual class meeting within a course offering
- Has specific date, start time, and end time
- Can have different locations or online links
- Examples: "Monday 9:00 AM - 12:00 PM", "Week 3 Lab Session"
Enrollee
- An individual student in your system
- Linked to a Contact record
- Can have an external student ID for integration purposes
Enrollment
- The association between a student (enrollee) and a cohort
- Tracks enrollment status (active, dropped)
- Records when a student joined or was dropped
Instructor
- A teacher or facilitator
- Can be assigned to course offerings or individual sessions
- Created automatically when you add the Instructor role to a team member
Accessing Course Scheduling
From the Navigation Menu
1. Log into your School Admin portal
2. Look for the Course Scheduling section in the left navigation
3. You'll see options for:
- Dashboard
- Curriculums
- Courses
- Cohorts
- Course Offerings
- Sessions
- Enrollees
- Instructors
- Reporting
Quick Access from Dashboard
The Course Scheduling Dashboard provides a centralized view with:
- Enrollment Statistics - Active enrollments, trends
- Course Enrollment - Which courses have active students
- Upcoming Sessions - Next scheduled class meetings
- Recent Enrollments - Latest student enrollments
- Enrollments by Curriculum - Distribution across programs
Getting Course Scheduling Set Up
1. Set Up Your Curriculum Structure
Start by defining your educational programs:
1. Go to Curriculums
2. Click Create Curriculum
3. Enter program name and description
4. Add courses that belong to this curriculum
2. Create Your Courses
Define the individual subjects:
1. Go to Courses (or add from within a Curriculum)
2. Click Create Course
3. Enter course code, name, and description
4. Associate with the appropriate curriculum
3. Create a Cohort
Set up a student group:
1. Go to Cohorts
2. Click Create Cohort
3. Select the curriculum
4. Set start date, end date, and maximum capacity
5. Give it a descriptive name (e.g., "January 2025 - Evening")
4. Add Enrollees
Add students to your system:
1. Go to Enrollees
2. Click Create Enrollee
3. Link to an existing Contact or create new contact information
4. Optionally add external student ID
5. Enroll Students in Cohorts
Connect students to their cohort:
1. From the Cohort view, go to Enrollments
2. Click Enroll Student
3. Select the enrollee
4. Confirm enrollment
6. Create Course Offerings
Schedule your courses:
1. From the Cohort view, go to Course Offerings
2. Click Create Course Offering
3. Select the course
4. Set start and end dates
5. Choose delivery method (online/in-person)
6. Assign instructors (optional at this stage)
7. Schedule Sessions
Add individual class meetings:
1. From the Course Offering view, go to Sessions
2. Click Create Session
3. Set date and time
4. Add location or online meeting link
5. Assign specific instructors if different from main course instructor
Dashboard Overview
The Course Scheduling Dashboard is your command center, providing at-a-glance insights.
Enrollment Statistics
Shows key metrics:
- Total active enrollments
- New enrollments this month
- Completion rates
- Dropout rates
Course Enrollment Chart
Visual representation of enrollment distribution across your courses.
Upcoming Sessions
Lists the next scheduled class sessions with:
- Session name
- Date and time
- Course and cohort information
- Instructor assignments
Recent Enrollments
Shows the latest student enrollments:
- Student name
- Cohort enrolled in
- Enrollment date
- Status
Enrollments by Curriculum
Breaks down how students are distributed across your different programs.
Common Workflows
Starting a New Term
1. Create cohorts for the new term
2. Create course offerings for each cohort
3. Schedule all sessions
4. Assign instructors
5. Begin enrolling students
6. Monitor fill rates as registration opens
Adding a Student Mid-Term
1. Create or locate the enrollee record
2. Navigate to the appropriate cohort
3. Add enrollment
4. Student immediately has access to all cohort courses
Dropping a Student
1. Navigate to the cohort's enrollments
2. Find the student's enrollment
3. Use the "Drop" action
4. Enrollment marked as dropped with timestamp
5. Student can be re-enrolled if needed
Canceling a Session
1. Navigate to the session
2. Delete or edit as needed
3. Consider notifying students separately
Best Practices
Naming Conventions
Curriculums: Use clear program names
- ✅ "Full-Stack Web Development Certificate"
- ❌ "FSWD"
Courses: Include codes for easy reference
- ✅ "CS101 - Introduction to Programming"
- ❌ "Intro Prog"
Cohorts: Include timing and distinguishing features
- ✅ "Spring 2025 - Evening Section"
- ❌ "Cohort 5"
Capacity Planning
- Set realistic maximum enrollments for cohorts
- Monitor fill rates regularly
- Plan for typical dropout rates
- Consider instructor-to-student ratios
Instructor Management
- Assign instructors to course offerings first (they inherit to sessions)
- Override at session level only when necessary
- Monitor instructor workloads to prevent burnout
- Ensure backup coverage is planned
Data Integrity
- Keep external student IDs consistent for integrations
- Regularly audit enrollment statuses
- Archive completed curriculums rather than deleting
- Document any special scheduling exceptions
Need Help?
If you encounter issues with Team Management or need to perform actions not covered in this guide, contact your account administrator or reach out to our support team.
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