π Take Control of Your Week with Ease!
Ready to simplify your planning? The weekly schedule is a powerful feature that allows you to organize recurring events, activities, and routines for the week ahead. Whether you're setting up recurring class schedules, tweaking existing plans, or clearing outdated ones, managing your week has never been this effortlessβor this fun! Letβs dive in and make scheduling a breeze
π±π₯οΈ Accessibility
The weekly schedule feature is available on both the app and the portal, giving you the flexibility to manage your schedules from anywhere! For this guide, weβll use the portal as the default reference for instructions. Donβt worryβany differences between the portal and the app will be clearly highlighted to ensure youβre fully supported on both platforms.
Table of Contents for Managing Weekly Schedules
Learn how to access and view the weekly schedule on the calendar for better planning and organization.
On the Portal
βDescription: Understand how to access the weekly schedule from the Parent portal for efficient schedule management.On the App
βDescription: Discover how to access and manage the weekly schedule from the Parent mobile app.
Understand who has the permission to create events within the weekly schedule based on their roles.
Learn the step-by-step process of creating a new weekly schedule, from selecting dates to assigning tasks.
Explore how weekly schedules are visually displayed on the calendar, making it easier to view and manage.
Learn who has access to view the weekly schedule and how it varies by user role.
Description: Get instructions on how to edit or delete existing weekly schedules to keep your calendar up to date.
How to Access Weekly schedule on the CalendarβπΉ
π₯οΈ On the Portal
Navigate to the far-left column of the screen where the main menu is located.
Click on the Calendar option to open it.
Click on "Weekly Schedule" button
π± On the App
Look at the footer menu at the bottom of the screen.
Tap the second tab from the left, labeled Calendar, to access it
Click the orange + sign in the bottom-right corner.
Select "Create Weekly Schedule" from the options to start planning your event.
ποΈ Who Can Create a Weekly Scheduleβ
π¨π»βπΌ Company Owners
π Full Access
π Create Weekly Schedules:
π For Individual Groups or Classrooms.
π For Location-Wide Routines and Activities across all company locations.
π No Restrictions on audience selection.
ποΈ Access to All Schedules:
Owners have visibility and control over all created schedules pinned on the calendar for each location across the company.
π©βπΌ Location Admins
π Location-Specific Access
π Create and Manage Weekly Schedules:
Location admins can create and oversee weekly schedules for all classrooms and groups within their assigned locations.
ποΈ Access to All Schedules:
Location admins have visibility and control over all created schedules pinned on the calendar for their assigned location.
π©π½βπ« Staff with Permission
Staff members with the "Manage Holidays and Create Events and Permissions for Parents and Staff" permission have extended access to manage all event-related activities. However, their access is limited to their assigned classrooms or groups.
Class-Specific Access (For Staff)
π Create Weekly Schedules
ποΈ Schedule Activities:
Staff can create weekly schedules for their specific classrooms or groups, ensuring consistency in routines.
π Access Weekly Schedules
ποΈ View All Schedules:
Staff can view all weekly schedules associated with both their main classroom and any classrooms they manage.
βΛβΏΛΒ° How to Create a Scheduleβ
Follow these simple steps to create a weekly schedule and organize activities efficiently:
Steps to Create a Schedule
π Go to the Calendar
Click on "Weekly Schedule" to begin.
π₯ Pick Your Audience
When creating a weekly schedule, the first step is to define who the schedule is intended for. This ensures the activities are properly targeted and visible to the correct participants. Hereβs how you can pick your audience:
π« A Classroom or Multiple Classrooms
Select one or more entire classrooms to apply the schedule to.
Example:
You might create a weekly activity plan for the "Sunshine Kids" classroom, or for both "Sunshine Kids" and "Rainbow Explorers."
π¨βπ©βπ§ Individual Children or Staff Members
Assign the schedule to specific individuals instead of an entire group.
Use Case:
Ideal for creating personalized plans, such as tailored learning activities for a child or assigning responsibilities to a specific staff member.
Example:
A custom activity for Liam, a child in the classroom.
Assigning a schedule for Ms. Olivia, a teacher, to supervise a specific event.
π₯ Groups
Select predefined groups of children, parents, or staff based on existing classifications (e.g., after-school groups or extracurricular teams).
Use Case:
Perfect for organizing schedules for specific project teams, interest groups, or mixed-classroom activities.
Example:
Scheduling a field trip for all children in the "Art Club" group.
π Choose the Date
Select the date for the activity or schedule.
β° Select Time
Enter Start and End Times:
Choose the time for your activity to begin and end.
How to Input Time:
Dropdown List: Select a time from the dropdown menu.
Type Directly: Save time by typing the time directly into the field with AM or PM and pressing enter.
Example:
Type 1AM and press enter.
The system will automatically format it to 01:00 AM for you.
ποΈ Give It a Catchy Title
Create an engaging and clear title for the activity (e.g., "Art and Craft Time").
π Add a Description
Include details about the activity, such as objectives, materials needed, or instructions.
π Set a Reminder
Choose whether to send a reminder to participants before the activity.
β Add More Activities
The "Add New" feature allows you to include multiple activities in your schedule before saving. Hereβs how it works:
π‘ What You Can Do
π Schedule Activities for Other Days:
Create a comprehensive weekly schedule in one go by adding activities for multiple days.
π Add Multiple Activities for the Same Day:
Plan a detailed program by scheduling several activities for a single day, covering various time slots and purposes.
β Click "Add New":
After entering the required fields for the current activity, click "Add New" to include the next one.
π Important Note
The "Add New" button will only be available after youβve filled in all the required fields for the current activity (e.g., title, audience, time, description).
This ensures each activity is complete and ready to be scheduled before moving on to the next one.
π Example Schedule
π¨ Title: "Art and Craft Time"
π₯ Audience: Little Miracles Classroom for (Children and staff)
π Date: Monday, January 15, 2025
β° Time: 10:00 AM - 11:00 AM
π Description:
"Join us for a fun-filled art session! Children will create their own crafts using paper, glue, and paints while learning about colors and shapes. Materials will be provided."π Reminder: Set to send one day before the activity.
β Additional Activity: Click "Add new"
πΆ Music Hour
β° Time: 1:00 PM - 2:00 PM
π Description: "A lively session where children will sing along to their favorite songs and explore simple musical instruments."
βοΈ Note
You can create multiple activities to design a detailed program for the day or the week, ensuring every moment is planned and organized.
π Example: Full-Day Program for January 12th
Hereβs an example of a complete program, broken down into 9 activities with their details, time frames, and descriptions, showcasing the progression of events throughout the day:
ΰΌπ€β How Are Schedules Displayed on the Calendar?
π Activities on Their Respective Dates:
All scheduled activities are shown on the calendar on their assigned dates, making it easy to track daily events.
β° Timely Progression:
Activities are organized in chronological order based on their start and end times, ensuring a clear progression throughout the day.
π Brief Descriptions:
Each activity is displayed with a concise description, summarizing the key details.
πͺ΄ Extended Details:
Clicking on an activity entry reveals the full description, including:
Objectives π
Audience π¨βπ©βπ§βπ§
ΰΌβπ·π Who Can See the Weekly Schedule?
The visibility of weekly schedules depends on the roles and permissions assigned in the system:
π¨π»βπΌ Company Owners
Full Visibility:
Owners can view and manage all schedules for every classroom, group, and location across the company.
π©βπΌ Location Admins
Location-Specific Access:
Admins can see all schedules for classrooms and groups within their assigned locations.
They can view, edit, and manage all schedules within their assigned locations.
π₯ Staff Members
Staff members' access to schedules varies based on their permissions:
π Access to the Common Calendar
Staff with the "See the Common Calendar" Permission:
Can view all schedules created within their assigned location, regardless of their assigned classroom or group.
π¨π»βπ» Personal Calendar Access
For staff members without the "See the Common Calendar" permission, their personal calendar shows:
ποΈ Schedules for Their Main Classroom:
Schedules directly related to their main classroom appear on their personal calendar ( not classrooms they merely administer)
π Schedules for Managed Classrooms:
If the staff member created the schedule for a managed classroom, it will appear on their personal calendar.
π« No Access to Other Classrooms:
Staff cannot view schedules for classrooms outside their assigned scope unless they have the "See the Common Calendar" permission.
π©βπ¦ Parents
Child-Specific Access:
Parents can see schedules specific to their childβs classroom or group in their calendar
They do not have access to schedules for other classrooms or general center-wide events unless directly invited.
ΰΌ»βπΊHow to Edit and Delete a Weekly Schedule
βοΈ Edit or Delete a Schedule
1οΈβ£ Access the Calendar:
Navigate to the calendar and locate a specific instance of the schedule on the desired day.
2οΈβ£ Choose an Action:
Option 1: Click on the schedule entry to open the detail screen, then click the three dots (β) at the top-right corner.
Option 2: Directly click the three dots (β) next to the schedule activity on the calendar.
3οΈβ£ Select Edit or Delete:
From the dropdown menu, choose to:
Edit: Update any detail of the schedule.
Note: If you change the recipients of the schedule, the event or activity will be removed from their personal calendar.
Delete: Remove the schedule permanently.
Confirm that you want to delete the activity by clicking "Yes" on the prompt
π©βπ« For more Information
For more details on how to read and manage events on the calendar, follow [Mastering the Calendar Feature: A Step-by-Step Guide to Staying Organized].