Managing Classes

Class List

What are Classes?

Required Attributes

  • Class View - View classes
  • Class Admin - Create, edit, and manage classes
  • Class Add - Create new classes
  • Class Add Previously Taught - Create classes only for courses you've taught before

A class is a specific scheduled instance of a course. While a course defines what will be taught, a class defines when, where, and who will teach it.

Classes vs Courses: Quick Reference

Aspect Course Class
What it is Training template/curriculum Scheduled training session
Created Once, reused many times For each session offered
Contains Title, description, prerequisites, certification info Date, time, location, instructor, enrollment
Example "Database Fundamentals" "Database Fundamentals on Jan 15, 2:00 PM in Room 301 with John Smith"
Where to manage Course Management → Courses Classes (top-level menu)

Important!

You must have a course created before you can schedule a class. Classes are based on courses. If you need to create a course first, see the Courses guide.

Viewing the Class List

To view the class list, select the "Classes" item from the navigation menu

OVERVIEW

Class List Overview

The Class list displays all active, upcoming and archived classes that are associated with you and your Organization.

If your having trouble finding a specific class on the list, you can use the filter options to low the number of shown classes. 

Once you have found whatever class you were looking for, clicking on the class entry will navigate you to.a more detailled synaposis of that class.

 

Class List

Understanding the Classes Table

The classes table displays:

  • Class Title - The class name for your course
  • Status - The availability status for the class. For more info, Check the "Class Status and Certification" below
  • Organization - The client who owns this class
  • Class Start / End - The Date range for when the class will be taught
  • Class Time - The start and end times for when the class is in session
  • Enrollment - The current number of enrolled students as well as the total possible amount of enrollments

Searching and Filtering Classes

If you are looking for specific classes on the list you can filter the result.

You can filter the list via the following:

  • Class Title - Type part of the course name to filter
  • Starting between Dates - Set a date range to find classes in that period
  • Click Reset Search to clear all filters

Once you've set your filter click Search to apply it.

To clear your filters, click Reset Search to show the fill list again.

Tip: The date range filter is especially useful for planning upcoming training or reviewing past sessions. You can leave the class title blank to see all classes within a specific date range.

Creating a New Class

Creating a New Class

Let's schedule a class

To create a new class:

  1. Navigate to Classes in the sidebar
  2. Click the Add New Class button at the top of the page
  3. Select your Client first - this determines which courses and resources you can use
  4. Select the Class Title (course) - only courses from the selected client will appear
  5. Complete all remaining fields
  6. Click Add New Class at the bottom to save

Important: You must select Client and Course before other dropdown options become available.

Add New Class - Empty

Add New Class Form Example

The Add New Class form has all fields on one page. Here's what a completed form looks like:

Add New Class - Filled

Tip: Most fields come pre-filled from the course you selected (like "Who can Attend" and "Description"), but you can edit them for this specific class if needed.

Understanding Class Fields

Understanding Class Fields

Let's go through each field on the Add New Class form and what it does.

Client and Course Selection

Field Description Required
Client Select which organizational client this class belongs to. Must be selected first - this determines which courses, presenters, and rooms you can choose from. Yes
Class Title Select the course this class is based on. Only courses from the selected client will appear in the dropdown. The course determines the certification period, description, and other defaults. Yes

Selection Order Matters!

You must select Client first, then Class Title (course). The other dropdowns (Lead Presenter, Location, Facilitators) won't populate until you've made these selections because they're filtered by your client.

Class Status and Certification

Field Description Required
Class Status Controls class visibility and enrollment. Options:
  • Listed - Class is visible and open for enrollment
  • Tentative / Waiting to List (Hidden) - Planning stage, not visible to users
  • Cancelled - Class is cancelled, enrolled users are notified
  • Not for Open Enrollment (Hidden to Non-Enrolled) - Private class, only visible to enrolled participants
 Yes
Certification Valid For Pulled from the course automatically. Shows how long the certification lasts (e.g., N/A, 12 months, 24 months). Cannot be changed at the class level. Auto-filled

Instructors and Facilitators

Field Description Required
Lead Presenter The primary instructor for this class. Select from presenters that have been added to your client. This person appears on class communications and is responsible for the session. Yes
First Facilitator Optional additional instructor or teaching assistant. Select "None" if not needed. No
Second Facilitator Optional second additional instructor or teaching assistant. Select "None" if not needed. No

Tip: If you don't see the instructor you need in the dropdown, you'll need to add them as a Presenter first. Go to Course Management → Presenters to add new instructors before creating your class.

Schedule and Location

Field Description Required
Start Date The date the class begins. Use the date picker to select. Cannot be set before the current date. Yes
End Date The date the class ends. For single-day classes, set the same as Start Date. Must be the same day or after Start Date. Yes
Start Time When the class begins (e.g., 9:00 AM). Use the time picker. Yes
End Time When the class ends (e.g., 12:00 PM). Must be after Start Time. Yes
Location Select the room where training will be held. Only rooms added to your client will appear.  Yes
Seat Override Manually set class capacity to override the room's default capacity. Enter "0" to use the room's default value. You can set this higher than room capacity if needed (e.g., for overflow or online participants). No

About Seat Override

Seat Override is useful when:

  • You want to limit enrollment below room capacity (e.g., room holds 30 but you only want 15 for hands-on training)
  • You expect some online participants in addition to in-person (e.g., room holds 20, set to 30 for 20 in-person + 10 online)
  • You want to use the room's default - just leave it at "0"

Tip: If you don't see the location you need, go to Course Management → Class Rooms to add it before creating your class.

Online Meeting Information

Field Description Required
Meeting Link/URL If this is an online or hybrid class, enter the Zoom, Teams, or webinar link here. This will be included in enrollment confirmations and reminders. No
Meeting Password If the online meeting requires a password, enter it here. It will be shared with enrolled participants. No

Audience and Description

Field Description Required
Who can Attend? Target audience for this class. Pre-filled from the course but you can edit it for this specific session if needed. Example: "IT staff and data analysts needing database skills" Yes
Description Class description. Pre-filled from the course but you can customize it for this specific session. This appears to users browsing the class catalog. Yes

Tip: The "Who can Attend" and "Description" fields are inherited from the course you selected, so you don't have to retype everything. Only edit them if this particular session has unique requirements or details.

Saving Your Class

Once you've completed all required fields:

  1. Review your entries for accuracy - especially dates and times!
  2. Click the Add New Class button at the bottom
  3. You'll be redirected to the Classes overview page
  4. Your new class will appear in the table

What Happens After You Create a Class?

Once saved:

  • The class becomes visible in the catalog (if status is "Listed")
  • Users can browse and enroll
  • The system tracks enrollment against your capacity
  • You can manage enrollments, send emails, and edit class details

Managing Classes After Creation

After creating a class, you have several management options. Let's explore what you can do with an existing class.

Viewing Class Details

To view a class:

  1. Go to Classes in the sidebar
  2. Find your class in the table and select it
Class Summary

The individual class page shows:

  • Class Information - Title, description, audience, certification period
  • Schedule - Date, time, location
  • Facilitators - Lead presenter and facilitators
  • Enrollment - Current enrollment count, waitlist, cancelled
  • Action Buttons - Edit Class, Email, Add People, Edit Enrollment, Enrollment PDF

Editing a Class

To edit a class from the class summary page:

  1. Click the Edit Class button at the top
  2. You'll see the same form you used to create the class
  3. Make your changes
  4. Click Update Class to save

Tip: You can edit any field on a class including dates, times, location, instructors, and status. Be aware that enrolled participants may have already received confirmation emails with the old information.

Emailing Class Participants

To send an email to enrolled participants from the class summary page:

  1. Click the Email button at the top
  2. Select which enrollment statuses to email (Enrolled, Waitlisted, Cancelled, etc.)
  3. Compose your message
  4. Click Preview Email to review or Send Email to send
Class Email

Email features:

  • Status Filtering - Choose which enrollment statuses receive the email
  • From Address - Automatically set to your email
  • Subject - Pre-filled with class title, editable
  • Email Body - Compose your message
  • Add-ons - Include class details footer and/or calendar link

Adding People to a Class

To manually enroll people from the class summary page:

  1. Click the Add People button at the top
  2. Enter NetIDs (one per line or comma-separated)
  3. Click Add People
Class Add People

When adding people:

  • Enter NetIDs only (not email addresses or names)
  • Separate multiple NetIDs with commas or new lines
  • The system validates that each person exists in the directory
  • Enrolled people receive confirmation emails automatically

Managing Enrollment

To manage who's enrolled and their status:

  1. Click the Edit Enrollment button at the top
  2. You'll see enrollment grouped by status
  3. Expand each status group to see enrolled individuals
  4. Use the dropdown next to each person's name to change their status
Edit Enrollment

Enrollment status options:

  • Enrolled - Confirmed participant
  • Waitlisted - On waiting list (if class is full)
  • Cancelled - Cancelled by admin or user
  • No Show - Did not attend (mark after class)
  • Completed - Successfully completed (mark after class)
  • Could Not Complete - Attended but did not pass/complete requirements

After the Class

Use the Edit Enrollment page to mark attendance after the class is complete. Change enrolled participants to either Completed (successfully attended) or No Show (did not attend). This is how you track who actually received the training.

Enrollment PDF and Printing

To generate printable enrollment lists:

  • Enrollment PDF button (from the class summary view) - Generates a PDF of all enrolled participants organized by status

These PDFs are useful for:

  • Printing sign-in sheets
  • Sharing enrollment lists with instructors
  • Keeping paper records
  • Compliance documentation

Class Status Options

The class status helps you control visibility and enrollment for your training sessions.

Listed

  • Class is visible in the training catalog
  • Users can browse and enroll
  • Standard status for active classes
  • Use this when your class is ready for registration

Tentative / Waiting to List (Hidden)

  • Class exists in the system but is hidden from users
  • Not visible in the catalog
  • No one can enroll
  • Use this for planning or when waiting for instructor/room confirmation
  • Change to "Listed" when ready to open enrollment

Cancelled

  • Class is cancelled
  • Already enrolled participants are notified
  • No longer visible in the catalog
  • Use this when you need to cancel a scheduled class
  • Enrollment records are preserved for reporting

Not for Open Enrollment (Hidden to Non-Enrolled)

  • Private class
  • Not visible in the public catalog
  • Only visible to people already enrolled
  • Use this for invitation-only or confidential training
  • You must manually add participants using the "Add People" feature

Best Practices

Use Tentative status when scheduling classes in advance. You can create multiple classes and keep them hidden until you're ready to open enrollment.

Use Not for Open Enrollment for specialized training where you want to control exactly who attends (executive training, sensitive topics, limited pilot programs).

Next Steps

Now that you know how to create and manage classes, you can:

  • Set Up Class Rooms - Add training locations to your client (if not already done)
  • Add Presenters - Add instructors who will teach (if not already done)
  • Manage Enrollments - Review who's registered, add people, mark attendance
  • Send Communications - Email participants with updates and reminders
  • Run Reports - Generate attendance and completion reports

See the related guides for step-by-step instructions on these topics.