• How to create, edit, and close courses

  Creating a course will organize all of your services, pricing, and wages that you provide. When you schedule lessons, Ayotree will keep track of all student costs, staff wages, and reflect the changes in the reports. How to create a Course Go to Scheduling Tab > Courses and click on Courses List Navigate to the right side and click on +Add a new course button Enter your course information. Set your **schedule type ** Click **Add Schedule ** Click Save ![](https://stPopular

• What are schedule types?

  There are 4 different ways for you to schedule and dispense your courses. First, decide if your course requires booking. When a student books a course, he or she reserves a seat in the class by either scheduling it with the school admin or through the student portal. Booking If this course requires students to make reservations for the class, then you have two options. Private - 1 student iSome readers

• How to enroll students

  How to enroll students When you enroll a student, Ayotree will add the student into the course and create an invoice. Once payment is complete, the system will provide the students access to the course. On the backend, it will automatically track the student's attendance, compute the payments, and send emails. Go to Scheduling Tab > Courses > and click courses list Navigate to the right and click the **more **button on the course Click Enroll Students Update informationSome readers

• How to set up the teachers' availability schedule for admins

  You have the option to have the admin setup the teachers' availability or give permission to teachers to set their availabilities themselves. Setting up the teachers' availability schedule allows the system to check the teacher's availabilities times before scheduling the course. How to setup the teachers' availability schedule Go to Scheduling tab and click on teacher availability schedule Click on the teacher's name On the upper right section, select the day, start time, and enSome readers

• How to set teacher's personal leaves

  When a teacher needs to be absent from teaching a lesson they can add a Leave and the lesson will be canceled. || Both teachers and admins can add Leaves on their pages but the teacher can only add a leave on those days they don't have lessons. If they want to add a leave on these days they have lessons, they need to contact Admin. Leaves can be for 1 day, a few hours, or an extended amount of days. Leaves will remove lessons from schedules and calendars and automated emails will be sent oSome readers

• How to use the weekly scheduling calendar

  To be able add, edit or delete lessons by clicking on the day and time on the Weekly Scheduling Calendar Go to Scheduling > Timetables > Weekly Scheduling Calendar Classroom View Add a lesson On a blank spot on the grid click a specific day and time An add lesson pop up screen will appear Fill in the details of the new lesson Click save Editing a lesson Click on a lesson Makes tFew readers

• How to close a course

  Closing a course before/after the course end date or moving a course to the closed courses page without deleting the course. This way, you can still check the related data like attendance, the courses the student finished, the course information, etc. It will keep your course list clean when you close the finished courses. Go to the Scheduling > Course(s) > **Course List page ** Find the course you want to close Click on More button Click Close Course button. ![Close courseFew readers

• How to create course categories

  Course categories will help organize your courses. Ayotree created language categories as an example for language schools. Follow the instructions below depending on if your school is a language or nonlanguage school. How to create course categories for language schools Go to Tools tab and click on Settings Select Course Categories tab Click Add New + Add new category How to create course categories for non language schools If language categories do not relate to your schooFew readers

• How to manually enroll students and send an invoice

  Manually enrolling the student will also create an invoice for the student. The invoice will be automatically sent to the student via email. How to manually enroll students Go to Scheduling tab > Courses > Course List Navigate to the right and click on the more button of the specific course you want to enroll students. Click on Edit Course Navigate to the button of the screen and click on the Enroll student button Select the enrollment type and invoice type Click oFew readers

• What are tuition, hours, and lessons enrollment types?

  There are 3 ways to charge a student for enrollment Tuition Hours Lessons 1. Tuition It has one amount for the enrollment fee that students will pay for a course. Example: English 101, 10 September, 2015 -10 September, 2016: $1000 USD 2. Hours: Students can purchase certain hours of study they want to study for a course, and if the student is out of time but has not completed the course, the student can purchase additional hours of study. After each lesson andFew readers

• How to edit the enrollments?

  You can edit the enrollment for the three areas below. Status to Open or Close Enrollment title Fees When you want to edit the enrollment for students, you can follow the steps. Go to Scheduling > Courses > **Enrollments ** Find the the enrollment you want Click on More button Edit it You can edit the status to Open or Close ![Change Status](https://storage.crisp.chat/userFew readers

• How to set up scheduling rules and permissions

  The scheduling settings allows you to edit the scheduling rules and permissions to fit your school's operation. This section gives you the ability to allow users to set their own availability schedules, prevent students from entering the virtual classroom if they have not paid the invoice, gives teachers the permission to reschedule lessons on their own, and much more. It is recommended that you go through each of the settings to ensure that it aligns with your school's rules. How to edit sFew readers

• How to delete a course

  After your students finish their courses, and if you don't need the related course data such as attendance, online assignments, transcript, etc, you can delete the course from the course list page. The course information will be deleted from your school It can help you have a cleaner course list There are 2 ways to delete a course: Go to Scheduling > Courses page > click the More button> Delete course ![Delete it directly on the course list page](https://storage.crisp.chat/usersFew readers

• How to add an assistant teacher to a course

  Assign an assistant teacher into a course to help the main teacher. In this case, the Main teacher takes leave, and those lessons will transfer to another teacher. The assistant teacher will continue to follow the lesson with the substitute teacher. The assistant teacher only get paid when their status is Present in the lessons. When they enter the lesson, there will be a check-in button, and after 15 mins a check-out button will appear under course availability.  The system will automaticallyFew readers

• How to use the course curriculum feature

  Create a course curriculum map with lesson plans, topics, materials and attach it to a course for teachers to follow during the course duration. CREATING COURSE CURRICULUM STEP 1: Go to Scheduling > Course Curriculum > Curriculum Builder Click +Add New to add a new Course Curriculum Title and Learning Level ![Click +Add New to add a new Course Curriculum Title and Learning Level.](https://storage.crisp.chat/users/helpdesk/website/5876b58d9455bc00/image_m9elxi.pngFew readers

• How to schedule courses

  When you schedule a course, you are assigning the teacher to the course. Ayotree will update the teachers calendar and notify them of the change (can be activated). Also, the system will begin keeping track of attendance and payments. How to schedule courses Go to Scheduling tab > Courses > Course List Navigate to the right and click on the more button of the specific course you want to schedule or create a new course Click on Edit Course Navigate to the button of the scFew readers

• How to delete or cancel a lesson

  When students/teachers can't attend a lesson and the lesson needs to be canceled or deleted. A lesson can be deleted in two ways: **Option 1 ** Go to Scheduling > Courses > Lesson(s) > Find the lesson Click the Cancel Lesson button. **Option 2 ** Go to the Homepage > Scheduling > Timetables > Click School Calendar (Or you can finFew readers

• How to set a teacher's special availability schedule

  Teachers can set additional days that they are available to teach in addition to their normal availabilities. This will allow admin to schedule/add the teachers to courses/lessons that are not on their normal availability schedule. Example: Normal Availability: Mon-Fri 8am-5pm **Special Availability: **Sept. 5th-12th 6pm-10pm **STEP 1: **Go to Scheduling > Teachers' Availability Schedule > Click on the teacher's name > Select > Special Availability in the Type drop-down boFew readers

• How to add an event and send emails on the school calendar

  The school calendar helps you add an event and send emails. Step 1: School/ Course Calendar: Click on the School Calendar button on the homepage to view the school calendar. By clicking on an empty space (space that doesn’t have a lesson already) on the school calendar, an event/meeting can be added. ![By clicking on a space (space that doesn’t have a lesson already) on thFew readers

• How to substitute a teacher on leave

  Add another teacher to cover a lesson if the main teacher puts in a Leave. STEP 1: Go to Teacher's Personal Leaves page Fill in the information Checkbox the Substitute Needed Click on Add a Holiday/ Leave button to Save. ​​STEP 2: Click onto the Substitute Teacher button to chooFew readers

• How to add a current course in advertise course?

  Allow students to register for the current courses of the school. **STEP 1: **Click on Scheduling > Advertise course > Add a Current course. STEP 2: To add details of the course and the course available on the list. Click on + Add a new Current Course. STEP 3: Add more details and then click on Add Course. ![](https://storage.crisp.chat/users/helpdesk/website/5876b58d9455bc00/imFew readers

• How to use student leaves

  When a student knows ahead of time that they will not be able to attend a lesson, the admin or student can create a leave. Creating a leave for a student will automatically mark a “Leave” on the attendance for a teacher, which excuses the student for that lesson, and teachers can’t mark them absent. Leaves must be set before the lesson starts. If the Enrollment type is Hours then usually students can make up this lesson at a later day and time if any makeup lesson was added. FFew readers

• How to set school holidays

  To set school holidays so that lessons will be removed from the timetables and scheduling or select courses that are excluded from specific School Holidays. Follow the steps below. STEP 1: Go to Scheduling > Leaves & Holidays > School Holidays. Cilck on +Add a School Holiday button. STEP 2: Enter the Holiday title, Start and End DFew readers

• How to create multiple course packages

  Creating a package with a multi-course will have one registration for each student. It will automatically enroll a student for the next course after the previous course has expired. **Example: ** Learning Package: IELTS Courses in the package: Listening, Reading, Writing Listening (Start date: 1st August and End date 31 August) Reading (Start date: 3 September and End date: 30 September) Writing (Start date: 1 October and end date: 31 October) After registration, theFew readers

• How to create booking schedule course

  How to create a booking schedule course? Create a course where students can book a private lesson There are 2 types of bookings Teacher's availability (Most common method) Special booking schedule (Helps schools plan for future bookings) Teacher’s Availability: is scheduled and can be booked according to a teacher's available days and times. Allows student booking by the teacher, gender or nationality. After creating the course and enrollment processes, teachers or administratorsFew readers

• How to take attendance for a tuition/hours enrollment type

  Right before a lesson begins the buttons to submit attendance will appear on the Lesson’s page for Admins and Attendance tabs for teachers on their pages. Tuition: this type of enrollment payment is usually paid in full for a certain amount of lesson with a start and end date. Attendance is taken for record purposes and also if a student wants to make up a lesson at a different day and time. Taking attendance usually does not affect the tuition payment amount. Hours: Taking attendanFew readers

• How to allow students to buy lesson/hour credit

  Activating the 'Allow users to buy lesson credit' feature enables your students/parents to purchase lessons independently, eliminating the need for you to generate manual invoices repeatedly. Active 'Allow users to buy lesson credit' option Go to Course list > choose the course and click on 'More' button > Edit Tick the option 'Allow users to buy lesson credit' Add Pricing on Price list CFew readers

• How to temporarily move a student to another course or lesson

  To move a student to another course or lesson for only one lesson. STEP 1: Go to Scheduling> Lessons> then search for the lesson that the student(s) are currently in--> Click Edit Lesson STEP 2: On the Edit Lesson page select the student(s) who you would like to move to another course/lesson thenFew readers

• How to use course availability calendar

  Enroll students into a set schedule course on a calendar that will give you details like the days and times of lessons each week, a number of seats remaining, the teacher, duration of lessons, and the classroom number of that course. This calendar will only show information about the course. The Scheduling Type is Set. **STEP 1: ** Create your Set Schedule Course in the Add Course page Make sure to add the teacher and classroom. Go to Timetables > **Course Availability CalenFew readers

• How to update/edit lessons?

  If you want to update/edit a specific lesson, you can follow the steps below: Go to the school calendar and find the lesson Click on the lesson and update/edit the lesson After changing all information you need, click on Update button ![Update the lesson](https://storage.Few readers

• How to create flexible student scheduling

  Create a course where students can book a group class. How to create a flexible student course? Go to scheduling tab > courses > courses list Click add a new course Complete the details of the course Select flexible student for the scheduling type Click Add Schedule and fill in days, times, teacher, and classroom Enroll students into the course Add students to the lesson each week ![Select Flexible Student and fill in the days, times, teacher and classroom](Few readers

• How to add multiple teachers in a set schedule course or lesson

  To be able to have multiple main teachers to teach a lesson that is on the same day. Follow the steps below. STEP 1: When creating a course choose Set Schedule for the Scheduling Type. STEP 2: Click Add Schedule to start adding in the days and times, teachers, and room. STEP 3: Choose the day and start time for the lesson and then the teacher who is going to teach the first hour(s). ![Choose the day and start time for the lesson and then the teacher who is going to teach tFew readers

• How to set non-holiday courses (excluding courses)

  When the admin sets a school holiday (all the courses will automatically be removed ), but if you use the option Exclude, that means all these courses will continue on those dates, and it will appear on the schedule ( only those courses in Exclude list ). **STEP 1: **Go to Scheduling > Leaves & Holidays > School Holidays. STEP 2: After adding the School Holidays. It will go back to the School Holidays page > Click to Exclude Course(s). ![After adding the School Holidays. It wFew readers

• What is the schedule type for booking?

  There are two ways for you to book private lessons. Teacher’s Availability: scheduled and can be booked according to a teacher's available days and times. Allows student booking by the teacher, gender, or nationality. After creating the course and enrollment processes, teachers or administrators must set the teaching availability days and times for teachers who are assigned to teach this course. Booking by the student must be accepted by the admin to succeed. Special Booking Schedule:Few readers

• How to add more lessons for students?

  If students run out their lesson credit, admins may need to help them to add more lessons. Go to the Scheduling > Course > Courses List > find the specific course students enrolled and enter it Click on the button Add Lessons Choose how many lessons you want to add and set the fee if you want, tFew readers

• How to clone a course

  To make a copy of an existing or an old course, without the schedule, teachers and students from the other course. Why do we need to Clone a course? For courses that are repeated during different terms or in the same term What will it Clone? This feature will make a copy of the course title (but creates a different course code for each replicated course), scheduling type, forum posts, online assignments, homework assignments, uploaded resources from the course of which it was copieFew readers

• How to generate automated invoices

  This feature can be seen as setting invoices to be automatically sent out by a specific billing cycle.  This feature is usually used when an enrollment period exceeds the number of times that invoices are processed, or invoices are processed in smaller increments (the same equal amount each billing cycle) rather than one lump sum. (Note: if using the auto-enrollment feature, then admin will not be allowed to change the start and end dates and also the invoice amount once the enrollment is saved)Few readers

• How to remove students from the course?

  If you want to remove students from the course, you can follow the following steps: Go to Scheduling > Courses > Courses List > find the course and click on Edit button Remove the students by clicking on the trash icon After removing the students, click on Save button to save the change ![](https:Few readers

• How to create flexible teacher scheduling

  How to create a flexible teacher course? Create a course where multiple teachers can teach the course. The workflow is best for schools that have different teachers teach a course each day of the week. Go to scheduling tab > courses > courses list Click add a new course Complete the details of the course Select flexible teacher for the scheduling type Click add teachers to add them into the course Click add schedule and fill in days, times, and classroom EnFew readers

• How to add multiple students to an enrollment

  To enroll multiple students into the course Adding multiple students to the Add Student Enrollment page will automatically create separate enrollments, pending invoices and contracts for each student listed on that page.Few readers

• How to set up time zones

  Physical School:  Time Zones for all users and Scheduling for the teacher should be set up from the current location if everyone from staff to students is studying at that location. Online School: All teachers should set a teaching schedule from their current location, and all users should be set Time Zones from their current location. Our system will automatically adjust the schedule and timetable of the user's time zones. || So please make sure you add the time zone for teachersFew readers