How to Create a Fixed-end Date Course

Problem

You need to create a new course in GoLearn that uses the Fixed End Dates assessment type, with the right course settings, centres and levels, so classes can be set up and booked against it.

Resolution

1. Open the course settings

   • Click Settings.
   • Click Courses.
   • Click Add Course.

2. Enter the course details

   • Type in the Course Name.
   • Select the Course Group the course falls within.
   • Click the Scheme drop-down box and select the scheme you will be using.
   • Fill in any other details and assessment settings you need:

   Setting	Description
   Cost Code	For finance reports: if this course has a code associated with it, enter it here.
   External ID	An identifier for this course to match it to an external system.
   Limit Assessment Level?	Whether to limit the assessed level in a class to the member's current level. This affects the member's percentage, and the levels visible on HomePortal.
   Open Levels?	Whether to allow the levels to be assessed to be set at the point of booking.
   Enable Pro-Rata	Whether to allow people to book on mid-course.

3. Set the assessment type

   • In the Assessment section, select Fixed End Dates from the Assessment Type drop-down box (the other options are Continuous Assessment and Slot).

4. Tick the Course Details settings

   • Go through the Course Details settings and tick the ones that are relevant to this course:

   Setting	Description
   Enable HomePortal	Whether this course is available on HomePortal.
   Allow HomePortal Payments	Whether to allow payments to be taken for this course on HomePortal.
   Allow HomePortal Bookings	Whether to allow bookings to be made for this course on HomePortal.
   Allow HomePortal Payment Plan Change	Whether to give members the ability to change their payment plan on HomePortal.
   Show External Classes	Whether to allow external classes to show in search results on HomePortal.
   Disable DD/Annual Payment Plans for Online Topups	Whether to remove the ability for members to use DD/Annual payment plans for online top-ups.
   Disable Block Payment Plans for Online Topups	Whether to remove the ability for members to use Block payment plans for online top-ups.
   Disable DD/Annual Payment Plans for Online Booking	Whether to remove the ability for members to use DD/Annual payment plans for online bookings.
   Disable Block Payment Plans for Online Booking	Whether to remove the ability for members to use Block payment plans for online bookings.
   Number of Sessions on 3-2-1 Screen (Default is 3)	In number of sessions they have paid for (for example, typing 3 here will mean they have only got 3 sessions left). This will also change when a member can top up using HomePortal.
   Number of Sessions Left When Space Can Be Booked By Others	In number of sessions they have paid for (when a person's place is bookable).
   Enable Class Name Definitions	Whether this course must use class name definitions.

5. Tick the Replacement Sessions settings

   Setting	Description
   Enable Planned Absences	Allows members to mark a session as a planned absence and book a replacement session.
   Charge Difference	If the replacement session is a different cost, this will be charged to the member.
   Restrict by Level	Restrict bookable replacement sessions by the member's level.
   Restrict by Term	Restrict bookable replacement sessions to be in the same term.
   Restrict by Weeks	Restrict the bookable replacement sessions to be within X weeks.

6. Tick the Transactions settings

   Setting	Description
   Enable Booking Without Payment	Whether to allow people to book on the course without paying at the time.
   Enable Overpayment	Whether to allow people to overpay for a course (with money put towards future courses).
   Force payment	Whether to force people to pay differences at point of movement.
   Force CRM payment	Whether to force people to pay off CRM transactions at point of booking.
   Allow partial bookings	Whether to allow people to make partial bookings (not filling up the whole course).
   Allow one-off bookings	Whether to allow people to make "one-off" bookings (unreserved spaces).

7. Select the centres

   • In the Centres section, select the centre this course is running at from the Is not held at list.
   • Click the right arrow to move it over to the Is held at list on the right-hand side.

8. Select the levels

   • Scroll to the bottom and select all the levels that need to be available within this course.

9. Save the course

   • Click the green Save Course button.

Notes

• Enable Pro-Rata controls whether people can book on mid-course; Allow partial bookings controls whether they can book without filling up the whole course.
• For a course using the Continuous Assessment type, see How to Create a Continuous Course.

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