Starting a New Semester
A new semester is a busy time with many things to take care of. This article will guide you through the transition. ActiveNow is here to make it easier.
What to set up before the new semester
Make sure the following are configured in the system before the semester begins:
Set up the new season
Go to Settings → Season settings and click Start new season. In the window that opens:
Enter the season dates — the start and end of the new semester.
Add breaks — dates on which classes will not take place (e.g. school holidays, public holidays).
If your new semester schedule will be similar to the previous one, in the Advanced section switch on I want to create a schedule for the new season based on the current one and set the parameters:
Which course types do you want to clone? — choose group courses, individual courses, or both.
Which week of previous season reflects the schedule for the new season best? — enter a date from the week whose timetable you want to copy.
Are there to be the same participants in the new season in the courses? — enable this if you also want to copy participant lists.
If you copy participants, they will automatically be charged for the new course.
Click Save — cloning will start automatically. A notification in the Notification Centre will confirm when the operation is complete, and cloned courses will appear in the Courses tab.
What else to do before the new semester
Once settings are in place, go through the following steps:
Create new courses
If you enabled schedule cloning in the previous step, set the parameters:
Which course types do you want to clone? — choose group courses, individual courses, or both.
Which week of previous season reflects the schedule for the new season best? — enter a date from the week whose timetable you want to copy.
Are there to be the same participants in the new season in the courses? — enable this if you also want to copy participant lists.
If you copy participants, they will automatically be charged for the new course.
Click Save — cloning will start automatically. A notification in the Notification Centre will confirm when the operation is complete, and cloned courses will appear in the Courses tab.
If you didn't clone the schedule — create courses manually in the Courses tab.
Add the registration form to your website
This allows new clients to sign up for courses. Learn how to do it in the Online sign-ups section.
Send an SMS or email to your clients
Let them know that sign-ups are open.
Inactive participants
Once a semester ends, participants whose courses have finished will automatically become inactive. As soon as you add them to courses in the new semester, they'll become active again. Any outstanding payments are tracked by the system regardless of a participant's active or inactive status.
Once you've completed all of the above, you're ready to kick off a new semester with ActiveNow. Good luck in the new year!
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