Managing Instructor Diaries

The diary is central to the app. It provides a powerful tool to manage your instructor's teaching time. With it you can manage all aspects of lessons, tests, appointments, cover, lesson progress & lesson payments for all your active instructors.

To manage your instructor's diaries, you can select the ‘Diary’ item from your dashboard:

Diary - Desktop

Diary - Desktop

Diary - Mobile

Diary - Mobile

The interfaces for desktop & mobile devices are very different so we have split them into separate sections:

There are however some basic concepts that are common between all diary views.

Common Concepts

Diary Entry Legend

Simple colours and patterns are used to represent different elements within the diary views:

Diary - Entry Legend

Diary - Entry Legend

 Lesson Statuses

There are several important status symbols shown within lesson bookings in the diary views:

Diary - Lesson Status Symbols

Diary - Lesson Status Symbols

Progress

Status symbols for pupil progress for lesson - see Recording Progress After a Lesson for more details.

  1. Progress Not Recorded Yet - no pupil progress has been recorded for this lesson yet.
  2. Progress Recorded - pupil progress has been recorded for this lesson.
Payment

Status symbols for lesson payment - see Recording Payments Using the Diary for more details.

  1. Unpaid - no payments have been recorded for this lesson yet.
  2. Fully Paid - sufficient payments have been recorded for this lesson.
  3. Partially Paid - some payments have been recorded for this lesson, but not enough to consider it fully paid yet.
Test Results

Status symbols for test lesson types - see Recording Test Results for more details.

  1. No Results Recorded - no test results have been recorded for this test yet.
  2. Test Failed.
  3. Test Passed.
Lesson Cover

Status symbols for lesson cover - see Requesting & Providing Cover for more details.

  1. Covered By Another Instructor - a lesson being covered by another instructor.
  2. Covered by Instructor - another instructor's lesson being covered by the current instructor.
  3. Cover Requested - a lesson for which current instructor has requested cover, but has not been confirmed yet.

Desktop

If using the app on a desktop computer or laptop you will have two fully detailed and powerful diary views available, plus several lists for quick management of your instructor's diaries.

The desktop version of the diary supports viewing diaries for multiple instructors at the same time. The mobile version does not due to technical and resource limitations.

Selecting Instructors

You can use the 'Select Instructor' buttons to choose which instructor's diary you wish to show:

Select Instructors Button - Desktop

Select Instructors Button - Desktop

This will show the 'Select Instructors' popup, which will allow you to select one or more of your active instructors:

Select Instructors Popup - Desktop

Select Instructors Popup - Desktop

If you simply wish to show a single instructor you can click the instructor in the list. The dialog will close and the diary for the instructor will be loaded.

You can select multiple instructors by selecting them using the toggle buttons on the left.

  1. Search - search for instructors by name. The list will change as you type.
  2. Column Headers - can be clicked to sort the list based on the contents of the column.
  3. Instructor Item - click this to go straight to the diary for the instructor.
  4. Select This Instructor Item - used conjunction with the Show Selected Instructors button. See point 8 below for details.
  5. Select All Instructor Items On The Current Page - used conjunction with the Show Selected Instructors button. See point 8 below for details.
  6. How to Show Multiple Instructors - you can show up to 3 instructors side-by-side on the same diary. For more than 3 instructors they will be be shown on separate diaries one after the other on the same page. See How Multiple Instructors Are Shown for more details.
  7. Show All Instructors - this will show all of your instructors on separate diaries one after the other on the same page.
  8. Show Selected Instructors - shows diaries for the selected instructors according to the 'How to Show Multiple Instructors' option selected. This button will be disabled if more than 3 instructors are selected and you have chosen the 'on the same diary' option. See point 6 above for details.

How Multiple Instructors Are Shown

If you have no more than 3 instructor diaries you wish to view and choose the 'on the same diary' option you will see something resembling the following:

Week View Side-by-side Instructor Example - Desktop

Week View Side-by-side Instructor Example - Desktop

The instructors are colour coded in the key at the top. The colour corresponds to the swatch included on each entry within the diary view. You can use the red 'X' to remove the instructor from the view.

If you choose to show instructor diaries using the 'on separate diaries' option you will see something resembling the following:

Week View Separate Diary Instructor Example - Desktop

Week View Separate Diary Instructor Example - Desktop

Each instructor diary is shown one after the other. You will have to scroll extensively to see all of the diaries.

Week View

Represents 7 days. When first loaded this view defaults to the week containing today.

If you are also an instructor then the view will default to your diary. If you are not an instructor and just an admin you will have use the 'Select Instructor' button to choose which instructor's diary you wish to show. See Selecting Instructor Diaries for more details.

The example below shows 2 instructor diaries being compared side-by-side. You can show up to 3 instructors in this way. This is particularly useful when trying to book in a new pupil for the first time, as you can compare availability and workload for several instructors at one, allowing you to make an informed decision on who you allocate the pupil to. See Selecting Instructor Diaries for more details.

Tabs at the top allow access to the Day View amongst other information.

Diary - Week View with Parallel Instructors - Desktop

Diary - Week View with Side-by-side Instructors - Desktop

  1. Time Range to Show - The range of times to show. Defaults to Auto - which tries to pick the best time range to fit all entries in to.
  2. Choose a Week - change the week shown. The date represents the week commencing (W/C).
  3. Previous Week - skip straight to the previous week.
  4. Next Week - skip straight to the next week.
  5. Today - skip straight to the week containing today's date.
  6. Select Instructors - allows you to select the instructors you wish to show on the diary. See Selecting Instructors for more details.
  7. Book a Lesson - a quick way of getting to the Lesson Booking dialog.
  8. Printable View - shows a simplified list of lessons, suitable for printing. See Printable View for more details.
  9. Instructor Key - instructors are colour coded when showing more than 1 on the diary at one. The colour corresponds to the swatch included on each entry within the diary view. You can use the red 'X' to remove the instructor from the view.
  10. Day Headers - indicates the day represented by each column. Click a date to change to the Day view for that date. See Day View for details.
  11. Times - with 30 minute graduations. This scale can be controlled using the time range switch (see point 1).
  12. All Day Appointments - personal appointments created as all day entries are shown here. This reduces diary clutter. See Personal Appointments for more details.
  13. Booked Lesson Entry -  in this case the lesson has been booked between 9am and 11 am on Monday the 16th of October. Progress has been recorded. No payment has been recorded. See Changing LessonsRecording Progress After a Lesson or Recording Payments Using the Diary for details. Click for a detailed quick view & actions. 
  14. Booked Lesson Entry -  in this case the lesson has been booked between 11:30 am and 1:30pm on Monday the 16th of October. Progress has not been recorded. No payment has been recorded. See Changing LessonsRecording Progress After a Lesson or Recording Payments Using the Diary for details. Click for a detailed quick view & actions. 
  15. Booked Test Entry - in this case the test has been booked between 9am and 11 am on Wednesday the 18th of October. Results have not been recorded. No payment has been recorded. Click for a detailed quick view & actions. 
  16. Booked Lesson Entry, Instructor Has Requested Cover For - a lesson for which the instructor has requested cover, but has not been confirmed yet. See Changing Lessons or Requesting & Providing Cover for details. Click for a detailed quick view & actions. 
  17. Booked Lesson Entry, Instructor Is Having Covered - a lesson being covered by another instructor. See Changing Lessons or Requesting & Providing Cover for details. Click for a detailed quick view & actions. 
  18. Booked Lesson Entry, Lesson Instructor is Covering - another instructor's lesson the instructor is providing cover for. See Changing Lessons or Requesting & Providing Cover for details. Click for a detailed quick view & actions. 
  19. Personal Appointment -  see Personal Appointments for more details.
  20. Minimum Lesson Gap Indicator - see Booking Lessons & Appointments - Minimum Lesson Gap for more details.
  21. Cover Request - here you see both aspects of a cover request: both the lesson Jasmine Marks has requested cover for and the cover request received by James Rice. See Requesting & Providing Cover for details.
  22. Working Hours - the usual hours during the week in which the instructor works. See Booking Lessons & Appointments - Working Hours for more details.
  23. Diary Legend & Filter - a useful guide to diary entry types. You can also toggle most entry types to show/hide then from the diary. Useful to reduce clutter and make finding specific information easier.
  24. Refresh - use this to reload the diary view with the latest information.

Day View

Represents a single day. When first loaded this view defaults to today.

If you are also an instructor then the view will default to your diary. If you are not an instructor and just an admin you will have use the 'Select Instructor' button to choose which instructor's diary you wish to show. See Selecting Instructor Diaries for more details.

The example below shows 2 instructor diaries being compared side-by-side. You can show up to 3 instructors in this way. This is particularly useful when trying to book in a new pupil for the first time, as you can compare availability and workload for several instructors at one, allowing you to make an informed decision on who you allocate the pupil to. See Selecting Instructor Diaries for more details.

Diary - Day View with Parallel Instructors - Desktop

Diary - Day View with Side-by-side Instructors - Desktop

  1. Time Range to Show - The range of times to show. Defaults to Auto - which tries to pick the best time range to fit all entries in to.
  2. Choose a Week - change the day shown.
  3. Previous Day - skip straight to the previous day.
  4. Next Day - skip straight to the next day.
  5. Today - skip straight to today's date.
  6. Select Instructors - allows you to select the instructors you wish to show on the diary. See Selecting Instructors for more details.
  7. Book a Lesson - a quick way of getting to the Lesson Booking dialog.
  8. Printable View - shows a simplified list of lessons, suitable for printing. See Printable View for more details.
  9. Instructor Key - instructors are colour coded when showing more than 1 on the diary at one. The colour corresponds to the swatch included on each entry within the diary view. You can use the red 'X' to remove the instructor from the view.
  10. Day Header - indicates the current day shown.
  11. Times - with 30 minute graduations. This scale can be controlled using the time range switch (see point 1).
  12. All Day Appointments - personal appointments created as all day entries are shown here. This reduces diary clutter. See Personal Appointments for more details.
  13. Booked Test Entry - in this case the test has been booked between 9am and 11 am on Wednesday the Wednesday the 18th of October. Results have not been recorded. No payment has been recorded. Click for a detailed quick view & actions. 
  14. Booked Lesson Entry, Instructor Has Requested Cover For - a lesson for which the instructor have requested cover, but has not been confirmed yet. See Changing Lessons or Requesting & Providing Cover for details. Click for a detailed quick view & actions. 
  15. Booked Lesson Entry -  in this case the lesson has been booked between 1:30pm and 3:30pm am on Wednesday the 18th of October. Progress has been recorded. No payment has been recorded. See Changing LessonsRecording Progress After a Lesson or Recording Payments Using the Diary for details. Click for a detailed quick view & actions. 
  16. Booked Lesson Entry, Instructor Is Having Covered - a lesson being covered by another instructor. Click for a detailed quick view. See Changing Lessons or Requesting & Providing Cover for details. Click for a detailed quick view & actions. 
  17. Minimum Lesson Gap Indicator - see Booking Lessons & Appointments - Minimum Lesson Gap for more details.
  18. Working Hours - the usual hours during the week in which the instructor works. See Booking Lessons & Appointments - Working Hours for more details.
  19. Diary Legend & Filter - a useful guide to diary entry types. You can also toggle most entry types to show/hide then from the diary. Useful to reduce clutter and make finding specific information easier.
  20. Refresh - use this to reload the diary view with the latest information.

Requests

Note: Your school may have disabled the requesting of lessons. If so pupils will be unable to request lessons from within the app, your instructors will not need to respond to requests and this tab will not be visible.

Select the 'Requests' tab to view requests for lessons from your instructor's pupils.

For a detailed guide to pupil lesson requests see Responding to Lesson Requests.

Cover

Select the 'Cover' tab to view covered lessons and outstanding cover requests.

For a detailed guide to lesson cover see Requesting & Providing Cover.

Personal Appointments

Select the 'Personal Appointments' tab to view and manage your instructor's personal appointments, such as holidays, doctor appointments etc.

For a detailed guide to personal appointments see Personal Appointments.

Mobile

If using the app on a mobile device you will have two mobile optimised diary views available, plus several lists for quick management of your instructor's diaries.

The mobile version of the diary does not support viewing diaries for multiple instructors due to technical and resource limitations. The desktop version does.

Selecting Instructor

You can use the 'Select Instructor' buttons to choose which instructor's diary you wish to show:

Select Instructors Button - Mobile

Select Instructors Button - Mobile

This will show the 'Select Instructor' popup, which will allow you to select from any of your active instructors:

Select Instructors Popup - Mobile

Select Instructors Popup - Mobile

You search for instructors by name. Enter your search terms and tap the spyglass button to filter the list.

Simply tap the instructor to close the popup and load their diary.

Week View

Represents 7 days. When first loaded this view defaults to the week containing today.

If you are also an instructor then the view will default to your diary. If you are not an instructor and just an admin you will have use the 'Select Instructor' button to choose which instructor's diary you wish to show. See Selecting Instructor Diaries for more details.

Tabs at the top allow access to the Day Agenda View amongst other information.

This view supports gestures: Swipe right - previous week; swipe left - next week.

Due to space limitations this view does not show cover, payment or progress information within lesson bookings. You can tap on a booking to see the quick view which includes this information & more. The Day Agenda View does provide these details.

Diary - Week View - Mobile

Diary - Week View - Mobile

  1. Day Headers - indicates the day represented by each column. Tap a date to change to the Day view for that date. See Day View for details.
  2. Current Instructor - shows the instructor whose diary you are currently viewing. Tap the 'Change' link to select a different instructor. See Selecting Instructor for more details.
  3. Times - with 30 minute graduations. This scale can be controlled using the time range switch (see point 1).
  4. All Day Appointments - personal appointments created as all day entries are shown here. This reduces diary clutter. See Personal Appointments for more details.
  5. Booked Lesson Entry -  in this case the lesson has been booked between 9am and 11 am on Monday the 16th of October. Progress has been recorded. No payment has been recorded. See Changing LessonsRecording Progress After a Lesson or Recording Payments Using the Diary for details. Click for a detailed quick view & actions. 
  6. Personal Appointment -  see Personal Appointments for more details.
  7. Minimum Lesson Gap Indicator - see Booking Lessons & Appointments - Minimum Lesson Gap for more details.
  8. Working Hours - the usual hours during the week in which the instructor works. See Booking Lessons & Appointments - Working Hours for more details.
  9. Today - skip straight to the week containing today's date.
  10. Select Instructor - allows you to select the instructor you wish to show on the diary. See Selecting Instructor for more details.
  11. Printable View - shows a simplified list of lessons, suitable for printing. See Printable View for more details.
  12. Filter Menu - see Filters for details.
  13. Legend - a useful guide to diary entry types.

Filters

  • Time Range to Show - The range of times to show. Defaults to Auto - which tries to pick the best time range to fit all entries in to.
  • Choose a Week - change the week shown. The date represents the week commencing (W/C).
  • Diary Legend & Filter - a useful guide to diary entry types. You can also toggle most entry types to show/hide then from the diary. Useful to reduce clutter and make finding specific information easier.

Day Agenda View

This view is quite different to the other diary views. It provides a compact view of your instructor's schedule optimised for mobile devices. Gaps between lessons have been compressed to reduce scrolling.

If you are also an instructor then the view will default to your diary. If you are not an instructor and just an admin you will have use the 'Select Instructor' button to choose which instructor's diary you wish to show. See Selecting Instructor Diaries for more details.

This view supports gestures: Swipe right - previous day; swipe left - next day.

Diary - Day Agenda View - Mobile

Diary - Day Agenda View - Mobile

  1. Day Header - indicates the current day shown.
  2. Current Instructor - shows the instructor whose diary you are currently viewing. Tap the 'Change' link to select a different instructor. See Selecting Instructor for more details.
  3. All Day Appointments - personal appointments created as all day entries are shown here. This reduces diary clutter. See Personal Appointments for more details.
  4. Compressed Gap - in this case 9 hours from midnight until 9am. Tap in this gap to book a lesson. See Booking Lessons - Choosing a Space in an Instructor's Diary for more details.
  5. Booked Lesson Entry - in this case the lesson has been booked between 9am and 10am on Wednesday the 29th of November. Progress has not been recorded. No payment has been recorded. See Changing LessonsRecording Progress After a Lesson or Recording Payments Using the Diary for details. Click for a detailed quick view & actions.
  6. Compressed Gap - in this case 14 hours form 10am until midnight. Tap in this gap to book a lesson. See Booking Lessons - Choosing a Space in an Instructor's Diary for more details.
  7. Today - skip straight to the week containing today's date.
  8. Select Instructor - allows you to select the instructor you wish to show on the diary. See Selecting Instructor for more details..
  9. Printable View - shows a simplified list of lessons, suitable for printing. See Printable View for more details.
  10. Filter Menu - see Filters for details.
  11. Legend - a useful guide to diary entry types.

Filters

  • Time Range to Show - The range of times to show. Defaults to Auto - which tries to pick the best time range to fit all entries in to.
  • Day - change the current day shown.

Requests

Note: Your school may have disabled the requesting of lessons. If so pupils will be unable to request lessons from within the app, your instructors will not need to respond to requests and this tab will not be visible.

Select the 'Requests' tab to view requests for lessons from your instructor's pupils.

For a detailed guide to pupil lesson requests see Responding to Lesson Requests.

Cover

Select the 'Cover' tab to view covered lessons and outstanding cover requests.

For a detailed guide to lesson cover see Requesting & Providing Cover.

Personal Appointments

Select the 'Personal Appointments' tab to view and manage your instructor's personal appointments, such as holidays, doctor appointments etc.

For a detailed guide to personal appointments see Personal Appointments.

Printable View

The printable view provides printer friendly, A4 sized, monochrome list of lessons booked in a separate browser tab/window.

The dates & times shown are dictated by which diary view the summary was launched from and which instructors were selected.

Diary - Printable Summary

Diary - Printable Summary

In most modern browsers this view can be printed easily.