This article will cover the main changes you will notice in v3 of GoLearn compared to your current version. Specific guides to each of these areas will follow, in addition to video guides, to help you with your migration to the latest version
In the latest version of GoLearn, you will find three key features: the SchemePortal, the CoachPortal, and the optional Automated Waiting Lists. This overview aims to introduce you to these features as you prepare for your migration, and provide you with links to the full guide for each section (click the relevant heading or see bottom of each section).
There is no need for you to make any configuration changes, as your existing setup will be seamlessly migrated. However, we recommend you provide some internal training for your staff, including teachers, and to review your processes to align with the new features.
SchemePortal
In GoLearn v3, the previous sections of Level Groups, Levels, and Grades from v2 have been streamlined into a unified section called ‘Schemes and Levels.’ This new arrangement makes things easier to understand! Schemes act as broad categories that bring together your Levels, Competencies, and Grades in one area.
| Your current GoLearn | Your new GoLearn |
| Level Groups | Schemes |
| Levels | Levels |
| Competencies | Skills |
Accessible through GoLearn - Settings - Courses, the Schemes and Levels section provides you with a dedicated platform known as the Scheme Portal, where you can effectively manage your levels, skills, and grades.
Within SchemePortal, you have the ability to view and edit your existing schemes, which will mirror your current setup for Level Groups, Levels, Competencies, and Grades. If you wish, you can create new schemes from the ground up, duplicate an existing scheme, or even subscribe to one of the National Framework Schemes.
You can modify the structure of Schemes with ease by interacting with the 'tree' to rearrange levels and skills using a simple drag-and-drop functionality. Additionally, you have the flexibility to add new elements as needed. Individual components, such as the wording of skills and competencies, can also be adjusted, along with the descriptions that will be displayed online for each relevant level.
CoachPortal
TeacherPortal is changing to CoachPortal accessed through a new portable device link (https://yourorganization.coachportal.co.uk). The main functionality remains the same, with a new look and some additional features.
Instead of logging in with generic device credentials, a teacher will log in as themselves with their own username and password. Those who need to access other teachers' classes (e.g. to cover a class) will also need their own PIN code setup.
Once logged in, they will only see their own classes which will automatically download when logged in. However, you can give them permission to switch user (using their own PIN code) to enable device sharing and covering other teachers' classes. In that scenario, they would use the 'Import classes for all users' option and switch user to the relevant teacher they are covering.
The green icon in the top right will indicate if the device is online. When offline, this will change to red. Any changes made whilst the device is offline will automatically sync as soon as your device is online again.
Automated Waiting Lists
This feature allows a prospective member, or an existing member wanting to book an additional class, to book themselves onto a waiting list for a full class via online joining. It also allows for existing members to add themselves to a waiting list to move to a full class, via HomePortal, after they have been marked for movement. For those already using waiting list functionality, the key difference here is that waiting lists are now class-based, instead of being level-based.
A contact trigger can be set up to notify members that are on the waiting list when a space is available. This will send in priority order based on the types of waiting lists.
Waiting Lists and Held Spaces priority:
- Held Spaces - It is possible to hold a space in a class for any given period of time. Holding a Class Space should not be used for long-term space holding (i.e. a Customer should ideally be placed on a waiting list if they cannot pay for a space the same day. Holding spaces is primarily aimed at busy periods where a space cannot be purchased instantly). If the held space is not taken within a period of time (default is 24hrs) or the expiry date you've assigned passes, those on the waiting lists will be offered the space(s).
- Priority waiting list - All existing members adding themselves to a waiting list to move, will be assigned to this list. If no one from Held Spaces takes up the offer of a space, the next batch of members to be contacted are those in the Priority waiting list.
- General waiting list - All members that are wanting to book a new class which is full and add themselves to the waiting list through online joining will be added to this list. The last batch of members to be offered a space will be those in the general waiting list, if no one from Held Spaces or Priority waiting list has taken the available space.
When viewing the relevant class, a staff member will be able to add members to the held spaces list or one of the waiting lists. In addition they can move existing members from one list to another, if needed.
If you wish to offer the functionality to your members to book onto waiting lists via online joining and through HomePortal, then they will be able to add themselves to the General Waiting List (for brand new members) or the Priority Waiting List (for existing members moving).