Exception

An alteration to a booking specifically with regards to a session, eg. Staff Change, Customer cancellation.

Active

An Active user is able to log in and access the Application. Users leaving the organisation should be deactivated to prevent access.

Exception Conflict

An instance of an exception affecting other areas of the system. Action must be taken to resolve the conflict. Example - A member of Staff has been allocated to a session but is unavailable to deliver due to a holiday.

Availability

Set in each staff profile, these are the hours Staff are available to be allocated to sessions. It is important to keep this up to date, as it is used for suggesting the best availability match for a Session.

Shift Patterns

Function for adding up to 3 additional staff and availability calendars to add alternating shift patterns.

Utilisation

Used to track a salaried Member of Staff's billable versus contracted hours. Staff hours allocated as a participant or observer do not count towards utilised hours. Utilisation target is set in a Staff Member's profile under 'Recruitment'.

Risk Assessment

Refers to a site/venue-specific risk assessment. This is linked to the school/organisation and is required to be read and confirmed by all delivery staff attending that site. If updated, staff can be prompted to re-read and confirm.

School Induction

A document to communicate specifics of the school to staff prior to attending a session, this includes school procedures, equipment available and images of the venue.

Event/Project Induction

A document to communicate specifics of the site and project to staff prior to attending a session, this includes school procedures, equipment available, images of the venue, as well as project aims and objectives

Booking

A Booking refers to the overall contract or project term. There are two sub levels within a booking: Blocks and Sessions. The booking also contains high level information eg. Contract pricing, and length of term.

Booking (Project)

Project Bookings are used when customers are required to book onto sessions, whether paid or free. Project Bookings are also used whenever a Register is required. Customer data can be used to generate invoices and reports for Projects.

Project Type

Project types are a way to differentiate between project within the database and help with filtering and reports. Three defaults are set initially: Commercial, Funded & Internal. These can be changed and added to at any time in the Settings menu.

Blocks

A block is a period of time within a Contract or Project. A Block can be any length as long as it does not exceed the overall booking length. An example block: Autumn Half Term (Blocks are advised to be added Monday – Sunday).

Session

Sessions are the actual delivering hours, and they form part of a block.

Session Type

Explains the way a session should be delivered and any additional service or operational requirements that are standard to a particular session type. These can include; staff being paid additional time, evaluations being required, specific pay rate.

Activity / Activities

Defines what is to be delivered during a session. It is important to add a comprehensive list of all activities as the coach matching application engine uses the coach's ability to deliver as a key matching criteria.

Session Evaluations

Evaluations require staff to complete a written evaluation within 48 hours of a session end time. These can be switched on within the session type.

Timesheets

Timesheets are generated in the system on a weekly basis and provide staff the opportunity to claim for overtime.

Timesheet Report

The report can be generated for any pay period, all working hours include approved timesheets will show on the report, which can be exported and sent to your payroll team.

Approvals (Timesheets)

Timesheet claims are sent for approval to the staff member's designated approver. The approver must accept or decline. Users with relevant permission levels can add approvals on another user's behalf.

Approvals (Evaluations)

Session evaluations are sent for approval to a designated approver. The approver must accept or decline. Users with relevant permission levels can approval on another user's behalf.

Timetable

Provides an overview of the sessions taking place in any one week. Filters are available to amend the view. By hovering over a session, further information about the Session can be seen. The sessions are colour-coded according to their Department.

Your Timetable

Weekly Timetable of Sessions a member of staff is allocated to. This function is disabled for non-delivery staff.

Availability Calendar

Created in the settings section, this calendar can be used to show the availability for additional bookings, to help a sales team to offer empty slots. Fully customisable, multiple calendars can be created for Departments, Projects and Activities.

Vouchers

Discount Voucher codes for Customer bookings. Can be a % of price or a fixed amount discount. Global Vouchers can be created in settings. Project vouchers can be created in the Project and assigned to specific Sessions. All can be toggled on and off when required.

Dashboard Triggers

Alerts are shown on the dashboard using Red, Amber or Green colour codes.

Department

A department could be a department or area within your company or organisation

Departments can be filtered in the timetable view. For example: You can filter the timetable to see only the sessions that are linked to selected departments.

SEN or SEND

SEND or SEN is an abbreviation for Special Educational Needs and Disabilities.

FSM Code
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This is a code that is associated with a school which is then distributed to participants that are eligible for Free School Meals (FSM). This code can be used when creating a participant
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