EC - Scheduling Extra Curricular Sessions and Fixtures

Overview

The following article explains how to schedule Extra Curricular Sessions and Fixtures in TASS.web Student Admin > Extra Curricular > Student Information > Activity Groups.

Create a New Session or Fixture

Select the Hamburger menu in the 'Action' column of an Extra Curricular Group, and then 'Sessions'.

Use the buttons on the right side of the screen to create a new Team/Level Session, an Individual Student Session, or a Fixture.

Example

Button

Description

+ New Team/Level Session

Use the '+ New Team/Level Session' button to schedule a session for an Extra Curricular (EC) Group.

Example

Dance rehearsals or afternoon training practice for a hockey team.

See the ‘New Team/Level Session’ section below for more information.

+ New Student Session

Use the '+ New Student Session' button to schedule a one-on-one session with an individual student.

Example

A private music lesson or tutoring.

See the ‘New Student (Individual) Session’ section below for more information.

+ New Fixture

Use the '+ New Fixture' button to schedule a fixture for an Extra Curricular (EC) Group.

Example

A weekend game/match against a neighbouring school.

See the ‘New Fixtures’ section below for more information.

Once a session(s) has been created:

	Use the ‘Edit Occurrence’ icon to edit an individual session or fixture.
	Use the ‘Edit Recurring’ icon to edit the details of a recurring session.
	Use the ‘Delete’ icon to delete a single session or fixture, or all occurrences of a recurring session.

Example

Scheduled sessions and fixtures will appear as events in student eDiaries in Student Cafe and Parent Lounge.

New Team/Level Sessions

Click the ‘+ New Team/Level Session' button to create a new session for an Extra Curricular (EC) Group. The 'Extra Curricular Activity Session’ screen will then appear with the following fields.

Example

Field Label	Description
All Team/Levels	This field is only available when creating a session for an entire Team/Level, using the '+ New Team/Level Session' button. Select the ‘All Team/Levels’ checkbox to create duplicate sessions for each Team/Level for this Extra Curricular Group. Example The school's hockey team has three separate teams: A, B and C Grades. All teams participate in afternoon practice at the same time, but on different fields with dedicated coaches. By ticking this option, afternoon practice sessions will be created for all teams (i.e. the A, B and C Grade teams).
Session Type	Use the ‘Session Type’ drop-down list to select the 'type' of session being scheduled. Examples Rehearsals, tryouts, training practice, tuition or private lessons.
Description	Use the ‘Description’ field to enter a description for this scheduled session. The result will be a hyphenated concatenation of the Session Type and Session Description. Example Entering the description 'Rescheduled Violin Lesson' (after a previous rehearsal was cancelled) would result in the following 'Rehearsals - Rescheduled Violin Lesson'.
Venue	Use the ‘Venue’ field to enter the location or venue where this session will take place.
Date	Use the ‘Date’ field to enter or select the session date or (starting date when recurring) for this session.
* Start Time	In the ‘Start Time’ field, enter or select the time when this session will start. Example The A-Grade Hockey training starts at 3:15 p.m.
* End Time	In the ‘End Time’ field, enter or select the time when this session will end. Example The A-Grade Hockey training will be finished by 4:30 p.m.
Cancelled	The ‘Cancelled’ checkbox only appears after a session has been created and viewed in Edit mode. You can use this field to flag that this session has been cancelled. When this checkbox is selected, a 'CANCELLED' prefix will be added to the session in: The eDiary conflict on 'Rollcall' in Staff Kiosk. The calendar on 'My Calendar' in Staff Kiosk. In addition, a system-generated email will be sent to all students scheduled to attend the session to notify them of the change. Click here for an Administrator Note. The system-generated email template used is 'Change of Student Cafe EC Activity Session'. This template can be modified in TASS.web System Admin > Utilities > Email Settings from the ‘System Email Templates’ tab.
Create Custom Roll	This feature is not available in TASS.web. To use this feature, create a new Session in Staff Kiosk Extra Curricular > Extra Curricular Groups > hamburger menu > Sessions. For more information, refer to Scheduling Extra Curricular Sessions and Fixtures.
Recurring	A session can be set up to recur: Daily. Weekly. Monthly. Yearly. For each 'Repeat Type' (above), there is a corresponding set of fields. Example Weekly requires you to nominate the day(s) that the event (within a week) will repeat on.

Click ‘Save’ to save the session to the database.

New Student (Individual) Sessions

Click the ‘+ New Student Session' button to create a one-on-one session with an individual student. The 'Extra Curricular Activity Session’ screen will then appear with the following fields.

Example

Field Label	Description
* Student	The ‘Student’ field is available only when creating a session for an individual student using the '+ New Student Session' button. Select the student for whom this session will be, for this Extra Curricular Group and Team/Level.
* Session Type	Use the ‘Session Type’ field to select the 'type' of session being scheduled. Examples Rehearsals, tryouts, training practice, tuition or private lesson. Click here for an Administrator Note. 'Session Types' are created and maintained in TASS.web Student Admin > Extra Curricular > Setup Information > Extra Curricular Setup on the 'Session Types' tab.
Description	Use the ‘Description’ field to enter a description for this scheduled session. The result will be a hyphenated concatenation of the Session Type and Session Description. Example Entering the description 'Rescheduled Violin Lesson' (after a previous rehearsal was cancelled) would result in the following 'Rehearsals - Rescheduled Violin Lesson'.
Venue	Use the ‘Venue’ field to enter the location or venue where this session will take place.
* Date	Use the ‘Date’ field to enter or select the session date or (starting date when recurring) for this session.
* Start Time	In the ‘Start Time’ field, enter or select the time when this session will start. Example A private music lesson that starts at 11:15 a.m.
* End Time	In the ‘End Time’ field, enter or select the time when this session will end. Example The private music lesson finishes at 12:00 p.m.
Cancelled	The ‘Cancelled’ checkbox only appears after a session has been created and viewed in Edit mode. You can use this field to flag that this session has been cancelled. When this checkbox is selected, a 'CANCELLED' prefix will be added to the session in: The eDiary conflict on 'Rollcall' in Staff Kiosk. The calendar on 'My Calendar' in Staff Kiosk. In addition, a system-generated email will be sent to all students scheduled to attend the session to notify them of the change. Click here for an Administrator Note. The system-generated email template used is 'Change of Student Cafe EC Activity Session'. This template can be modified in TASS.web System Admin > Utilities > Email Settings from the ‘System Email Templates’ tab.
Create Custom Roll	This feature is not available in TASS.web. To use this feature, create a new Session in Staff Kiosk Extra Curricular > Extra Curricular Groups > hamburger menu > Sessions. For more information, refer to Scheduling Extra Curricular Sessions and Fixtures.
Recurring	A session can be set up to recur: Daily. Weekly. Monthly. Yearly. For each 'Repeat Type' (above) there is a corresponding set of fields. Example Weekly requires you to nominate the day(s) that the event (within a week) will repeat on.

Click ‘Save’ to save the session to the database.

New Fixtures

Click the ‘+ New Fixture' button to create a fixture for an Extra Curricular (EC) Group. The 'Extra Curricular Activity Fixture’ screen will then appear with the following fields.

Example

Field Label

Description

* Round

Use the ‘Round’ field to select the round that this fixture will be created against.

Rounds are maintained in the main Extra Curricular Group record and must be defined before you can start creating fixtures. Click here for more information about creating and maintaining rounds.

* Team/Level

The ‘Team/Level’ field is automatically filled with the 'Team' that will be participating in this fixture.

* Opposition

Use the ‘Opposition’ picklist to select the opposing team.

Example

A neighbouring school.

If the opposing team's name does not appear in the picklist, add it in Staff Kiosk Extra Curricular > Opposition (Setup).

* Date

The ‘Date' field displays the 'Default Date' entered for the nominated round, which can be modified if required.

* Start Time

In the ‘Start Time’ field, enter the time when this fixture will start.

Example

The A-Grade Hockey game on Saturday starts at 10:00 a.m.

* End Time

In the ‘End Time’ field, enter the time when this fixture will end.

Example

The A-Grade Hockey game will be finished by 10:45 a.m.

* Venue

In the ‘Venue’ field, select the venue where this fixture will occur.

If the venue does not appear in the picklist, add it in Staff Kiosk Extra Curricular > Venues (Setup).

Venue Info

The ‘Venue Info’ field is an optional field for entering venue-specific information.

Students and parents can view this information via eDiaries on Student Café and Parent Lounge, as well as in the Parent Orbit app. Staff can also view this information in the Staff Orbit app.

The rich text editor allows you to add headings, use bold and italics, add and edit hyperlinks, undo and redo, use bullet lists and ordered lists, and convert text from a list format back to a standard paragraph format.

Click here for more information.

	Use your cursor to highlight the text that you want to format, then click the Paragraph drop-down list to choose your preferred paragraph format.
	Use this icon to format your text in bold.
	Use this icon to format your text in italics.
	Use this icon to format your text as a hyperlink. To format text as a hyperlink: Highlight the text you want to format. Click the icon to insert a hyperlink. Enter the URL in the Link field. Click the 'Link' button to complete the process. To open the hyperlink: Click the linked text. Then click the icon. To edit the hyperlink: Click the linked text. Then click the icon. To remove the hyperlink: Click the linked text. Then click the icon.
	Use this icon to undo the changes that you have made.
	Use this icon to redo the changes that you have made.
	Use this icon to format your text into a bullet point list.
	Use this icon to format your text into a numbered list.
	Use this icon to convert text from a list format back into a standard paragraph format.

Our Score

After the Fixture has taken place, you can use the ‘Our Score’ field to enter your team’s score for this fixture.

Scores are displayed in the Sports Fixtures and Results Portal.

Opposition Score

After the Fixture has taken place, you can use the ‘Opposition Score’ field to enter the opposing team’s score for this fixture.

Scores are displayed in the Sports Fixtures and Results Portal.

File

Use the ‘File’ field to attach a game report or 'photo' for this fixture.

The file that you attach here will be displayed in the Sports Fixtures and Results Portal.

Cancelled

The ‘Cancelled’ checkbox only appears after a Fixture has been created and viewed in Edit mode.

You can use this field to flag that this session has been cancelled.

When this checkbox is selected, a 'CANCELLED' prefix will be added to the fixture in:

The eDiary conflict on 'Rollcall' in Staff Kiosk.
The calendar on 'My Calendar' in Staff Kiosk.

In addition, a system-generated email will be sent to all students scheduled to attend the session to notify them of the change.

Click here for an Administrator Note.

The system-generated email template used is 'Change of Student Cafe EC Activity Session'.

This template can be modified in TASS.web System Admin > Utilities > Email Settings from the ‘System Email Templates’ tab.

Has Custom Roll

This feature is not available in TASS.web.

To use this feature, create a new Fixture in Staff Kiosk Extra Curricular > Extra Curricular Groups > hamburger menu > Sessions. For more information, refer to Scheduling Extra Curricular Sessions and Fixtures.

Click ‘Save’ to save the fixture to the database.