Creating a new class

In ASAP there are classes and there are courses. A course is what's being taught (the subject matter), and a class is when/where/by whom it's being taught. 

For example, "Intro To Spanish" is a course. However there could be five different "Intro to Spanish" classes: one on Monday's at 9am, one on Saturday's at 7pm, etc. In other words, a class is an instance of a course.

When you create a class in ASAP the first thing you do is select which course you want to base the class on. If you haven't created the course yet you can read how to do it here.

If you already have your course then you're ready to start creating classes. To get started, click Create> Class in the left-hand navigation.

Now select the Course you want to build the class from.


 
Notice that the information you entered when creating the course has all been imported over into the new class. 

Let's look at the rest of the information on the page.

Class Location

Next, Select your site where this class will occur, and the facility/room. These fields are mandatory.

Primary Instructor

The Primary instructor field may either be filled out, or left as "TBD" if you wish to select the instructor later, or if there is not one assigned yet. If TBD is left in the instructor field, you are unable to enter the Pay Schedule. If you do select an instructor, you may either enter the Pay Schedule information or leave it blank.

Class Fees

If you set any fees at the course level, they will automatically appear here in the Class Fees section. If for any reason you want to remove this from this specific class, it may be edited or deleted. 

You have multiple types of fees to choose from, including default fees, membership and user type fees (these will only function if you already have memberships or user types configured,) and additional registrants.

Every different type of fee you may want to enter will all give you the option the assign a G/L code to them, as well as select if you want them to be discountable and/or 1098 Eligible. 

If you have a default fee set, it will be charged on top of any other fees you set. If you select multiple "default fees," such as registration, materials, books, or drop-in fees, these will be added together to create a class total which the registrant would pay. For reporting purposes, if you elect to charge two or more "default fees", like a Registration Fee and a Materials Fee, you should assign a different G/L code to each for reporting purposes.

Adding an "additional registrants" fee will work the same way as a default fee, and costs of this fee and the default fees will accumulate. 

Adding a membership fee or a User type fee will automatically charge students the set amount based on their account settings. For example, if you set a $50 membership price for this class, a student account that is associated with that specific membership will be charged this price.The same holds true for a user type. 

 Class Schedule

If you do not wish to enter the schedule at this time or if there is not one yet assigned to this class, you may select the box for "the schedule for this class is TBD." If you do wish to add the schedule at this time, start by selecting which time period this class will be featured in, and enter the rest of the pertinent information. 

If you wish to add a scheduled break in this class, select to "add break" and enter the start end end time. 

If different days of the week have different times within this class, select "start times vary from day-to-day", and you will be given the option to enter different class times. 

 Additional Class Details 

Here you will see the class code already entered, since it was filled in from the course level. You may either choose to leave it as is, or update it. For example, if you wish to add multiple classes to this course, you may want to leave the course code as is and add numbers to the end of each consecutive class to make the classes easier to track.

Class capacity is the only mandatory field required for this section, all other information is optional to enter. 

 Custom Fields

You can enter a custom field here if you want to add additional information for internal purposes only. This will not appear to students or on the online public site, and will apply to all classes. To read about custom fields view this link: https://asapconnected.zendesk.com/hc/en-us/articles/203902746-Add-a-Class-Custom-Field

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