GoLearn - School Swimming Configuration Guide

Problem

You want to use the GoLearn School Swimming feature to manage schools or organisations using your facilities for swimming lessons. You need to know how to set up courses, organisations, activity slots, and make bookings to efficiently track pupil progress and reduce admin time.

Resolution

1. Set up an Activity Course

   1. Navigate to Settings > Courses.
   2. Select Add Course.
   3. Enter the Course Name (e.g. "School Swimming").
   4. Select the relevant Course Group.
   5. Select the relevant Scheme you want to use.
   6. Set Assessment Type to Activity.
   7. Scroll down and select the centre where the course should be available, then click the arrow to move the centre to the right-hand side.
   8. Scroll to the bottom to see the levels in the chosen Scheme, and select the levels needed for this course.

2. Set up Organisations

   1. Navigate to Activities.
   2. Select Activities > Add Organisation.
   3. Enter the organisation name (for schools, type the school name).
   4. Choose the location (Home Centre) where they will attend.
   5. Add email address(es) of those who will receive information about bookings, cancellations, and changes.
   6. (Optional) Add any other additional information as needed.
   7. Select Save.

3. Set up the Activity Slots

   1. Navigate to Settings > Courses > Activities.
   2. Select Add Activity Slot.
   3. Type in the name of the slot (e.g. "School Swimming").
   4. Select the correct Centre, Course, and Bookable Area.
   5. (Optional) To limit session capacity, tick Enforce Capacity and enter the capacity limit.
   6. Enter the week commencing start date (typically the Monday of the starting week).
   7. Enter the end date of the final week (typically the Sunday of the last week).
   8. Input Start Time and End Time.
   9. Choose if the sessions will be running weekly or daily.
   10. Choose the weekday the session will run.
   11. Review the listed sessions below. Adjust timings or mark any dates as cancelled if necessary.
   12. Select the relevant Teachers to assign to this slot (one or more).
   13. Select the levels the teachers will assess members on. For multiple teachers, each can assess different levels.
   14. Click Save at the top of the page.
   15. The slot will now be visible, and you can Edit or Delete it if needed.

4. Book an Organisation into an Activity Slot

   1. Navigate to Activities and find the relevant school (organisation).
   2. Click on More for the organisation.
   3. Select Book. A list of all slots will appear.
   4. Select Book on the relevant slot to book the school into it.
   5. A list of all available dates will be shown. You can select all or specific dates, then select Continue to complete the booking.

Notes

• After booking is completed, you can manage pupils for the organisation in the Activity Portal. See GoLearn - School Swimming Activity Portal.
• The feature provides real-time pupil tracking and allows schools to manage their own pupil data through self-service if enabled.

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