Add/Change Instructors window
Purpose
Use this window to maintain instructor availability for your classes.
To access this window
Complete one of the following to access this window.
- On the Modules menu, point to Scheduling and click Add/Change Schedule Instructor.
- Use the keyboard shortcut Alt, M, H, A.
Diagram
The following thumbnail illustrates the Add/Change Instructors window. Click it to view a full-size image.
Item descriptions
Fields and boxes - Tab 1 Details
| Item | Description |
|---|---|
| Instructor#* |
Displays the automatically generated instructor number (according to the system variable NextInst). *The label of this field may not be Instructor#. This is determined by the ScheduleTitle system variable. |
| Last |
Displays the first 8 letters of the instructor's last name after a name is entered. If the last name is shorter than 8 letters, the last name plus the first letter of the first name displays here; for example, WU M would display for instructor name Michael Wu. This is used in instructor searches. |
| 1099 Reportable | Select this check box to indicate that payments to this instructor are reportable to the IRS on Form 1099-MISC. |
| Inactive | Select this check box to indicate that this person is no longer an active instructor. |
| Name | Enter the instructor's name (first then last). You can enter up to 30 characters here. |
| Address 1 | Enter line one of the instructor's address (typically the number and street address). |
| Address 2 | Enter line two of the instructor's address (often a PO box). |
| City | Enter the instructor's city. |
| St/Province | Enter the instructor's state or province. |
| Zip | Enter the instructor's ZIP code. |
| Country | Enter the instructor's country. |
| Enter the instructor's email address. | |
| Hm Phone | Enter the instructor's home phone number. |
| Wk Phone | Enter the instructor's work phone number. |
| Cell Phone | Enter the instructor's mobile phone number. |
| Start Date |
Enter the first date the instructor can be scheduled for a class. To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. This box supports F6 functionality; the Choose Date window opens. |
| Review Date |
Enter the last date the instructor was reviewed, if applicable. To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. This box supports F6 functionality; the Choose Date window opens. |
| Appointment Color: Red/Green/Blue | Instructors can be color-coded on the Scheduling window. If you want to display classes for this instructor as a specific color, enter the RGB value or click Get Color to select a predefined color. |
| Active-e Topic |
Enter the exact name of the aesys topic you want to use for this instructor on your Active-e hosted website. Topics are written in the aesys portion of your active-e hosted website and make up the content of your webpage(s). You must create a topic in aesys before you can enter one for the instructor here. |
| notes box |
Enter any comments or special instructions specific to this instructor. Press F4 on your keyboard to automatically add the date, time, and your user name to the note. This box supports F6 functionality; the Select Comment window opens. |
Fields and boxes - Tab 2 Availability
| Item | Description |
|---|---|
| Location | Select the store location where you want to add availability for this instructor. |
| Calendar |
Displays any current availability, availability exceptions, or unavailability for this instructor. Click a time slot to select it and add or remove availability for this instructor on the Select Availability Options window. You can click and drag to select multiple consecutive time slots for the same day. |
Fields and boxes - Tab 3 Appointments
| Item | Description |
|---|---|
|
grid columns |
|
|
Appointment |
Displays any appointment types this instructor can be scheduled for. |
|
Fee Description |
Displays the fee code description for each appointment type the instructor can be scheduled for. |
|
Category |
Displays the inventory category name charges/payments for this appointment type will be recorded to in the ledger. |
| Appointment | Select an appointment type that this instructor can be scheduled for. |
| Fee Code | Select a fee code for this appointment type. |
| Ledger Override Cat | Select an inventory category to associate with this appointment type. Charges/payments made for this appointment type will be recorded in the ledger for this category. |
Fields and boxes - Tab 4 Appointment/Areas
| Item | Description |
|---|---|
|
grid columns |
|
|
Appointment |
Displays any appointment types set up with an associated area for the instructor. |
|
Area |
Displays the area associated with an appointment type for this instructor. |
| Appointment | Select one of the instructor's available appointment types to which you want to associate an area. |
| Area | Select the area you want to associate with the selected appointment type. |
Buttons
| Item | Description |
|---|---|
| Next | Click to view the next instructor record. |
| Previous | Click to view the previous instructor record. |
| Top | Click to view the first instructor record (smallest Instructor#). |
| Bottom | Click to view the last instructor record (highest Instructor#). |
| Save | Saves any changes you've made to the instructor record. This button only displays if you've added or edited an instructor. |
| Cancel |
Cancels any changes you've made to the instructor record. This button only displays if you've added or edited an instructor. |
| Find | Displays the Pick Instructor window where you can select a specific instructor from a list. |
| Delete | Deletes the instructor record. |
| Add | Creates a blank instructor record where you can add details for a new instructor. |
| Exit | Closes the window. |
|
Details tab buttons |
|
|
Get Color |
Displays a color window where you can select a predefined color or define a new one. |
|
Availability tab buttons |
|
|
Scroll Left |
Shifts the calendar back one week. |
|
Scroll Right |
Shifts the calendar forward one week. |
|
Appointments tab buttons |
|
|
Delete |
Deletes the highlighted appointment type from this instructor's list of available appointment types. |
|
Add |
Clears the window so you can add a new appointment type for this instructor. |
|
Appointment/Areas tab buttons |
|
|
Delete |
Deletes the highlighted appointment type/area combination. |
|
Add |
Clears the window so you can add a new appointment type/area combination for this instructor. |
