END DATE & INACTIVATING A CLASS

Creating a New Class

Overview

Never delete the class; otherwise, all swimmer history records will be lost.

Classes should be given an end date and marked as INACTIVE when they are permanently ending or undergoing a level change (in which case, a new class should be created to preserve historical data). When doing so, be sure to contact any swimmers on the waitlist to inform them the class is no longer available, offer to help find alternative options, and remove their waitlist requests accordingly.

This process is also part of regular system maintenance. Over time, our high volume of classes can cause the Classes page to become cluttered. Marking old classes as inactive reduces visual clutter and helps iCP run faster.

The two tutorials below are organized based on whether the class has a known/fixed end date or an unknown/TBD end date.. The slideshow tutorial walks you through the step-by-step process, with explanations and helpful reminders. Once you're familiar with the process, the quick guide is available for easy reference.

Known End Date Quick Guide

Details Section:

1. ☑ Override Dynamic Class Name
2. Class Name: - END MM/DD

Details > Online Settings:

1. Show To Customers: ☑ yes (unless SN, Private, Semi, or FBC)
2. Hide Enrollments: ☐ no
3. Allow Registration: ☐ no

Bill Dates:

1. Class End Date: Use the date entered in the Class Name
2. Registration End Dates: Yesterday

Notes: Are notes needed for yourself, someone taking over your shift, or for great communication of your grand plan?

Final Step: If you cannot make this class inactive now, make yourself a note to inactivate the class after its final meeting date. Ensure all swimmers have an end date on their enrollment—this is required to mark the class as inactive.

Waitlist Enrollment Requires Action! See the The Hubbard Way Section for Best Practice to notify the family this class is not longer available.

Known End Date & Inactivate Class

TBD End Date Quick Guide

Details Section:

1. ☑ Override Dynamic Class Name
2. Class Name: - END TBD

Details > Online Settings:

1. Show To Customers: ☑ yes (unless SN, Private, Semi, or FBC)
2. Hide Enrollments: ☐ no
3. Allow Registration: ☐ no

Bill Dates:

1. Class End Date: Blank (TBD/unknown)
2. Registration End Date: Yesterday

Notes: Are notes needed for yourself, someone taking over your shift, or for great communication of your grand plan?

Final Step: Once a firm end date is determined, change the dynamic class name and Bill Date tab to reflect the Class End Date. See the Known End Date tutorial if needed. Keep a pulse on the class and determine how long you want it to have a TBD end date.

Waitlist Enrollment Requires Action! See the The Hubbard Way Section for Best Practice to notify the family this class is not longer available.

TBD End Date & Inactivate Class

The Hubbard Way

Waitlist Requires Site Action - If the class is no longer available to current waitlist swimmers, HFSS must notify the family they have been removed from this class via email. From the Student page, use "Discontinued Class- We have removed your waitlist request". In the body of the email, don't forget to include the day, time and level of the class being discontinued. Once the email is sent then delete the corresponding waitlist requests.

PRO TIP! From the Classes page search "end" to view all classes that are still active with an end notation. Make classes inactive that have no students enrolled.

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