Managing Your Diary

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

To manage your diary, you can select the ‘Diary’ item from the menu:

Menu > Diary

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

• Desktop
• Mobile

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:

 Lesson Statuses

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

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.

3. Unpaid - no payments have been recorded for this lesson yet.
4. Fully Paid - sufficient payments have been recorded for this lesson.
5. 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.

6. No Results Recorded - no test results have been recorded for this test yet.
7. Test Failed.
8. Test Passed.

Lesson Cover

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

9. Covered By Another Instructor - a lesson being covered by another instructor.
10. Covered by You - another instructor's lesson being covered by you.
11. Cover Requested - a lesson for which you have 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 diary.

Week View

Represents 7 days. When first loaded this view defaults to showing your diary for the week containing today. Tabs at the top allow access to the Day View amongst other information.

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. Book a Lesson - a quick way of getting to the Lesson Booking dialog.
7. Printable View - shows a simplified list of lessons, suitable for printing. See Printable View for more details.
8. 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.
9. Times - with 30 minute graduations. This scale can be controlled using the time range switch (see point 1).
10. All Day Appointments - personal appointments created as all day entries are shown here. This reduces diary clutter. See Personal Appointments for more details.
11. 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 Lessons, Recording Progress After a Lesson or Recording Payments Using the Diary for details. Click for a detailed quick view & actions. 
12. 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 Lessons, Recording Progress After a Lesson or Recording Payments Using the Diary for details. Click for a detailed quick view & actions. 
13. 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. 
14. Booked Lesson Entry, You Have Requested Cover For - a lesson for which you 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, You Are 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. 
16. Booked Lesson Entry, Lesson You Are Covering - another instructor's lesson you are providing cover for. See Changing Lessons or Requesting & Providing Cover for details. Click for a detailed quick view & actions. 
17. Personal Appointment -  see Personal Appointments for more details.
18. Minimum Lesson Gap Indicator - see Booking Lessons & Appointments - Minimum Lesson Gap for more details.
19. Working Hours - the usual hours during the week in which you work. See Booking Lessons & Appointments - Working Hours for more details.
20. 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.
21. 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 showing your diary for today. Tabs at the top allow access to the Week View amongst other information.

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. Book a Lesson - a quick way of getting to the Lesson Booking dialog.
7. Printable View - shows a simplified list of lessons, suitable for printing. See Printable View for more details.
8. Day Header - indicates the current day shown.
9. Times - with 30 minute graduations. This scale can be controlled using the time range switch (see point 1).
10. All Day Appointments - personal appointments created as all day entries are shown here. This reduces diary clutter. See Personal Appointments for more details.
11. 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. 
12. Booked Lesson Entry, You Have Requested Cover For - a lesson for which you 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. 
13. 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 Lessons, Recording Progress After a Lesson or Recording Payments Using the Diary for details. Click for a detailed quick view & actions. 
14. Booked Lesson Entry, You Are 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. 
15. Minimum Lesson Gap Indicator - see Booking Lessons & Appointments - Minimum Lesson Gap for more details.
16. Working Hours - the usual hours during the week in which you work. See Booking Lessons & Appointments - Working Hours for more details.
17. 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.
18. 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 your pupils will be unable to request lessons from within the app, you 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 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 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 diary.

Week View

Represents 7 days. When first loaded this view defaults to showing your diary for the week containing today. 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.

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. Times - with 30 minute graduations. This scale can be controlled using the time range switch (see point 1).
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. 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 Lessons, Recording Progress After a Lesson or Recording Payments Using the Diary for details. Click for a detailed quick view & actions. 
5. Personal Appointment -  see Personal Appointments for more details.
6. Minimum Lesson Gap Indicator - see Booking Lessons & Appointments - Minimum Lesson Gap for more details.
7. Working Hours - the usual hours during the week in which you work. See Booking Lessons & Appointments - Working Hours for more details.
8. Today - skip straight to the week containing today's date.
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.
• 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 daily schedule optimised for mobile devices. Gaps between lessons have been compressed to reduce scrolling.

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

1. Day Header - indicates the current day shown.
2. All Day Appointments - personal appointments created as all day entries are shown here. This reduces diary clutter. See Personal Appointments for more details.
3. 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 Your Diary for more details.
4. 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 Lessons, Recording Progress After a Lesson or Recording Payments Using the Diary for details. Click for a detailed quick view & actions.
5. 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 Your Diary for more details.
6. Today - skip straight to the week containing today's date.
7. Printable View - shows a simplified list of lessons, suitable for printing. See Printable View for more details.
8. Filter Menu - see Filters for details.
9. 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 your pupils will be unable to request lessons from within the app, you 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 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 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.

In most modern browsers this view can be printed easily.

If you require a similar view of your booked lessons to be emailed to you on a weekly or daily basis you can enable the lesson summary email feature. See Changing My Account Settings - Notifications for details.