Recording Instructor Absences

An instructor going on holiday or called in sick? Record their absence in ActiveNow — the system will immediately show you all affected lessons and let you reorganise them in one place.

How to add an absence

Go to the selected instructor's profile and scroll down to the Absences section — you'll find it below Availability. Click Create absence.

In the window that appears, choose the type of absence:

• All day or longer — set the date range for the instructor's absence.

• Selected hours — choose a specific day and the time range during which the instructor will be unavailable.

Click Confirm.

Classes requiring action

If the instructor had classes scheduled during their absence, they will appear in the Classes requiring action table. This includes group courses, individual courses, camps, and events.

For each class, expand the Actions on class menu and choose one of the options:

• Change date — move the class to a different date or time.

• Add replacement — assign another instructor to cover the class.

• Cancel class — cancel the class (for individual courses).

Camps and events work differently from standard courses — modifications for them are available by clicking the Details button.

Tasks — classes without an instructor

All classes of all absent instructors that require action are also available in the Tasks tab, under the Classes without instructor section. This is a global view — useful when you are managing absences for several instructors at the same time.

The available actions are the same as in the Classes requiring action table. Once a change is made, the entry disappears from the list.

Absences in the calendar

A recorded absence appears in the calendar, displayed horizontally in the weekly, daily, and monthly views.

Any lesson, camp, or event scheduled with the absent instructor is marked with a triangle warning icon.

Notification for the instructor

When you record an absence, the instructor will automatically receive a notification in their panel.