Classes
The Classes section is where you schedule and manage training sessions for your courses. Each class ties together a course, location, instructor(s), and enrolled students into a single scheduled event. From here you can create new classes, track enrollment, manage registrations, and handle student results.
Navigating the Classes List
When you open Admin > Classes, you'll see a table of all your scheduled classes.
What Each Column Shows
| Column | What It Shows |
|---|---|
| Course / Code | The course name, class code, and badges for type (In-Person, Blended), visibility (Public, Private), and status (Cancelled) |
| Instructors | The assigned instructor(s), or "None" if no one is assigned yet |
| Dates | The start and end dates of the class, or "Self-paced" for online courses |
| Location | The location name and city/state, "Not Set" if unassigned, or "Online/Remote" |
| Capacity | A visual bar showing how many seats are taken out of the total. An infinity icon means unlimited capacity |
| Price | The cost of the class |
| Actions | A menu button with additional options (see Actions & Menus) |
Searching and Filtering
- Quick Search: Type in the search bar to find classes by name, code, or instructor name.
- Date Filters: Filter by start date and/or end date range. By default, the list starts from today's date.
- Location Filter: Search for classes at a specific location.
- Course Type Filter: Filter by Online, In-Person, or Blended.
Sorting
Click any sortable column header to sort. All columns are sortable except Instructors and Capacity. The default sort is by start date (earliest first).
Creating a Class
Click the Create Class button in the top-right corner to open the creation form.
General Information
| Field | Required? | Notes |
|---|---|---|
| Course | Yes | Search and select a course. Only In-Person and Blended courses appear here. |
| Start Date | Yes | Must be today or a future date. |
| End Date | Yes | Must be after the start date. |
| Schedule | No | Choose a preset schedule or select "Custom" to type your own. Presets include standard 5-day and evening formats. |
| Visibility | Yes | Public classes appear on your registration page. Private classes are only visible to admins. |
| Instructors | No | Select one or more instructors to assign. |
Location Information
| Field | Required? | Notes |
|---|---|---|
| Location | No | Search and select a location. |
| Room | No | Choose a room at the selected location. This field is disabled until you pick a location. |
Cost Information
| Field | Required? | Notes |
|---|---|---|
| Class Cost | Yes | Must be greater than $0. |
| Down Payment | No | If set, must be less than the class cost. |
Additional Information
| Field | Required? | Notes |
|---|---|---|
| Email Instructions | No | Instructions that will be included in confirmation emails to students. |
| Notes | No | Internal notes about the class. |
Viewing and Managing a Class
Click on any class row or select Manage Class from the actions menu to open the class detail page.
Header
At the top you'll see:
- The course name and class code
- Status badges (Cancelled, Public/Private, Private Course)
- The number of registrations
- Timestamps showing when the class was created and last updated
Action buttons:
- Edit Class — Opens the edit form
- Add Student — Opens the registration flow to enroll a new student
- More menu — Additional actions (email students, download roster, cancel/delete/reinstate class)
Notices
- Certificate Template Missing: If the course doesn't have a certificate template set up, a notice will appear reminding you to create one.
- Cancelled Class Notice: If a class is cancelled but still has registered students and hasn't ended yet, a notice will appear.
Class Details Summary
A quick-glance summary showing the dates, location, capacity (with how many seats are taken), and price.
Class Information Card
Displays the course, type, capacity, price, and visibility. Some fields can be edited inline by clicking on them.
Location Card
Shows the current location, room, and address. Use the Edit button to change the location or room. You can also view the location change history if the location has been changed before.
Instructors Card
Shows the assigned instructors with their avatars. Use the Add button to assign additional instructors.
Registrations Table
A full table of all enrolled students. See Managing Registrations below for details.
QSS Notes
An internal notes field for administrative use.
Editing a Class
When you click Edit Class, a form opens with these sections:
General Information
| Field | Notes |
|---|---|
| Course | Change the associated course (disabled for online classes). |
| Start Date / End Date | Update the schedule (disabled for online classes). |
| Cost | Update the class price. |
| Down Payment | Update or remove the down payment amount. |
| Visibility | Switch between Public and Private. This is disabled if the course itself is set to Private. |
Capacity
For non-online classes, you can choose between:
- Use room capacity — The class capacity matches the assigned room's capacity.
- Use class capacity — Set a custom capacity for this class. It cannot exceed the room's capacity.
If you lower the capacity below the current number of registrations, you'll see a warning.
Additional Info
| Field | Notes |
|---|---|
| Notes | Internal notes about the class. |
| Email Body | Email content sent to students. |
Managing Registrations
The registrations table on the class detail page shows all enrolled students.
Registration Columns
| Column | What It Shows |
|---|---|
| Avatar | Student's initials |
| Name | Full name (links to the student's profile) |
| Status | Passed, Failed, Cancelled, Certificate Locked/Unlocked |
| Clickable email address | |
| Phone | Phone number |
| Notes | Icon to view inline notes |
| Test Date | Date the student passed their test |
| Balance | Outstanding balance amount |
| Actions | Menu with registration options |
Individual Student Actions
From the actions menu on each registration row:
- View/Edit Registration — Opens a drawer with full registration details
- Pass Student — Mark the student as passed
- Fail Student — Mark the student as failed
- Mark Certificate as Unlocked — Unlock the student's certificate
- Send Certificate Email — Email the certificate to the student
- Cancel Registration — Cancel the student's enrollment
Bulk Actions
Select multiple students using the checkboxes, then use the bulk action toolbar:
- Pass All Selected — Mark multiple students as passed
- Fail All Selected — Mark multiple students as failed
- Email Certificates — Send certificates to all selected
- Cancel Selected — Cancel multiple registrations
Filtering Registrations
- Results: Show All, Passed, Failed, or Pending students
- Certificate Status: Show All, Locked, or Unlocked certificates
Actions & Menus
From the Classes List
The three-dot menu on each row offers:
| Action | What It Does |
|---|---|
| Manage Class | Opens the class detail page in edit mode |
| Download Roster | Downloads an Excel file of all enrolled students |
| Email Students | Opens your email app with all student emails pre-filled |
| Cancel Class | Cancels the class (see conditions below) |
| Delete Class | Permanently removes the class (see conditions below) |
From the Class Detail Page
The header offers the same actions plus:
- Reinstate Class — Reverses a cancellation (only appears on cancelled classes)
When Things Are Disabled
Here's why certain buttons or features may be unavailable:
| What's Disabled | Why |
|---|---|
| Add Student button | The class is at full capacity (all seats taken) or the class is cancelled. |
| Cancel Class option | Only available for non-online classes whose start date is in the future. You cannot cancel a class that has already started or is online. |
| Delete Class option | Only available when the class has zero registrations and is not an online class. |
| Room dropdown | You must select a location first before choosing a room. |
| Visibility dropdown (edit form) | Locked when the associated course is set to Private. The class inherits the course's private visibility. |
| Location card edit button | Disabled if the class is cancelled or if the class end date has already passed. |
| Instructors card add button | Disabled if the class is cancelled or if the class end date has already passed. |
| Capacity exceeds room | When using class-specific capacity, you cannot set it higher than the room's capacity. |
Key Relationships
- Course: Every class is based on a course. The course determines the type (In-Person, Blended), and whether a certificate template is available.
- Location & Room: A class can be assigned to a specific location and room. The room's capacity can determine the class capacity.
- Instructors: One or more instructors can be assigned to teach a class.
- Registrations: Students are enrolled in classes through registrations, which track their status (Passed, Failed, Pending), certificate status, and balance.
Tips & Notes
- Set up your course, location, and instructors first before creating classes. You'll need at least a course to get started.
- Use the roster download to get a quick Excel export of all students in a class — handy for printing attendance sheets.
- Email Students opens your default email app with all enrolled students' addresses. It's the fastest way to send a group message.
- Watch the capacity bar on the list page for a quick visual of how full each class is.
- Private classes won't show up on your public registration page. Use them for internal or invite-only training sessions.
- Cancelled classes can be reinstated from the class detail page if needed.