Scheduler User Guide © Ecion.ca [ 1 ] Scheduler is a Windows
Contents
1. c Ecion 2010 Click this bar to start Scheduler is a Windows application designed for a private tutor to keep track of his her Sstudent s classes It can certainly be used in other areas for scheduling meetings of any kind but its primary focus is for scheduling classes for a single tutor or for a small business with several tutors It even produces statements and receipts to help with your billing Scheduler 1 0 ee SATE ips tae ea el oe en Students Schedules a P S m Day Sheet for Thursday June 24 2010 Pirie gt Chris Terri Donna 300 HE Tu Wd Th Fr Sa I BE 6 Fiel s 10 11 12 Susan Williams Susan Williams Robert Clarke Noreen Adamson Robert Clarke Nancy Fenton Noreen Adamson m 11 00 Nancy Fenlon Noreen Adamson 11 30 Noreen Adamson a a 12 00 Sally Walker 27 28 29 30 m 1230 Sally Walker ial 1 00 Sally Walker E 13 ia 1s 6 17 zs 19 20 21 22 23 24 25 26 Note for Thursday June 24 2010 g 2 00 Billy Baxter 2 30 Billy Baxter 3 00 Bilhy Baxter 3 30 Billy Baxter E nF 3 Setup Help Once you become familiar with Scheduler s basic building blocks students schedules sessions and payments you will find it quite easy to navigate through the application It is Sure to become one of those How did I ever manage without programs that you will depend on to organize your tutoring business2. Read through the rest of these notes and use the sample data to experiment with the various features as they are introduced In significantly less than a single hour you will be ready to start with your own data You can then follow the simple steps in the How Do I Get Started section page 24 and you will be on your way If you have any questions comments problems or requests be sure to send a note to scheduler ecion ca STARTING SCHEDULER After installation just double click the program s shortcut button from your desktop and the opening Scheduler logo will appear For fun you can drag the logo around the screen I m easily amused and then click the long bar at the bottom of the logo to get to work Scheduler User Guide Ecion ca 1 MAIN SCHEDULER SCREEN The opening screen shows all of the sessions that have been scheduled for each day There are only three component parts and they are all easy to manage E CALENDAR Using the calendar is probably intuitive The round buttons near Junz20 AAA the top are used to change the month displayed in the calendar IAP u 2 The left arrow button changes to the previous month and the Mo Tu Wd Th Fro right arrow button changes to the next month The middle e 2 lie 4 button displaying a dot return to the current day in the current am o mala month i aaa mea l o l 13 14 15 16 17 18 In the calendar grid any day shaded in light brown is a day o
3. Scheduler and there is not much flexibility for layout in order to make everything fit correctly If you have problems or special needs sent a request to scheduler ecion ca Biff Bart Tutoring Inc 09 Montrose Place Toronta CN MOM AME 800 Montrose Place 416 111 2222 Biff Bart Tutoring Inc Toronto ON MOM OMO 416 111 2229 Receipt Receipt Ray Walker 44 29 5Elm Ave we Toronto CN MOM OMO Paxan TRaxonAddvess Re Payments Received for Tutoring Sessions for StudentName Ke Payments Received for utornng Sessions for Sally Walker For the period Period Total payments received fietPav y i Details Payments For the penod l Juni 210 te sal 3U 2010 Amount Still Owing Balance Toral payments received 450 00 Details 2010 05 02 150 C0 Thank You eo 200 00 20100 25 LUU LU Amount Still Owing o c Scheduler User Guide Ecion ca 14 E INSTRUCTOR SESSIONS This report lists all of the sessions completed within a given period organized by instructor Simply enter the date range Instructor Sessions wanted and click the Produce Session List button A list of all instructor sessions within the period The list will be generated and opened as a PDF document at i The list shows each instructor their sessions fees and the OM MGA e E aioli a alia Instructor Sessions Period May 1 2010 to Jun 30 2010 I
4. Walker 150 00 Teri 2019 06 17 1 30 pm 3 00 pm Noreen Adamson 113 00 Terri 2013 06 22 2 00pm 4 00 pm Sally Walker 150 00 Terri 2019 06 24 10 00 am 12 00 pm Noreen Adamson 150 00 2019 06 24 Billy Baxter 2 Walker es Me oe ee RR Neem bere A ag ee Vere oe See sur Oa i ER E e a E ERAAN A Sree E E e Tae TS ioti hat 3 a A BS 53 ee 3 es i aS ee Scheduler User Guide Ecion ca 15 SETUP amp MAINTENANCE PANEL Fa r jra i i l a Backup the Database Clarence Richard Terri Back It Up Now Restore Previous Backup Time Periods b Set New Time Periods Purge Old Data TREME Caution ILS lk L i fhe Sy e ns Se inwvaligate ny EX tir SESS ns pbr iunais iani Firin ales PR PE hae f E T Ee x NE p a A a te a a a aAA ae JTOE all Sessions g 1 DNO TO d ore Shs UC ARTA bk j z s h F i pe 7 i 3 a T Ene f p A s A ak Rate 1 ur Jules vvi rom date E ric rto i gt S prior Tc f fe a anon cis 3 CA f 4 A N ee yy lt aul Me 5 X ye p Bae ee Jirre ra wT 1 Ary Mt ocr Jes Seo ri WEPYT 10 JEANS SCMEQUIES SESS his ons payments every anc tae a I 5 Lie ET i Three Holt leat Bes PRE TEE Vag oe This panel allows you to change some settings that control how Scheduler works and contains procedures to keep everything up to date and functioning correctly a Instructors List for setting up your instructors a
5. all payments made in a given period Many people Payor Receipts appreciate having a receipt listing all payments made within BS cn eS a year this can sometimes be used for tax purposes The recie a inibe Peps pec mies Sui the i amount still owed by the payors procedure is Include all payments for the period 1 Set the date range for the period you wish to cover from May 1 2010 to May 31 2010 Produce receipts for the following students 2 Select the student or students for whom you require receipts click each student s name in the list or click the Select All button to select everyone a axter bilby ar obe Select All AMI 3 Click the Produce Receipts button to generate a receipt for eae ta Martin Timoth each payor of the students selected ena a y 4 To view the receipts click the Open Receipts Folder button va alee See the Folder Organization note page 22 for information on how the resulting receipts are stored Open Receipts Folder RECEIPT LAYOUT In the SchedulerData folder you will find a Word file RTF format named ReceiptTemplate rtf This document is used to produce the receipts Originally you will want to open it and change the company address section and company logo to your own You may also want to make a whole bunch of other changes but restrain yourself All of the placeholders you see in double square brackets e g PayorAddress will be filled in with information from
6. an e mail with the details to scheduler ecion ca and help will be on its way Scheduler User Guide Ecion ca 25
7. be changed So the sessions from September 1 through September 9 will not be changed they can t be since they have already happened but the change will occur for the sessions from September 10 to September 30 2 The second possibility is to start a brand new schedule for the period from September 10 to September 30 If you just set the Friday session and save the changes the Friday will be added but the old Wednesday sessions will still remain This is not what we want in this case but the idea can come in handy when you want to add new sessions without disturbing any existing sessions in a given period The correct method in our example is to re do the entire week for the September 10 to 30 period That is set the Friday session and also set the existing Monday session Then turn on the Replace all other sessions for this student within the same time period checkbox and save changes This will delete everything for the student within the specified period and then set the Monday and Friday sessions Should every change to sessions be handled in the Schedules panel No Changes to a Single or a very few sessions may be more easily made in the Sessions List of the Students panel See page 5 for full details on the Sessions List For example 1 An instructor is sick for a session In the Students panel call up the student find the specific session in the Sessions list and change the instructor in the drop down list 2 A student needs to ch
8. box that opens The files in your SchedulerData folder Itis recommended that you first backup the current data will then be displayed for you to select the one you wish to restore security it is a good idea to peridoically save the entire Scheduler folder including all of its subfolders to an external hard drive or data key In this way you always have a backup of the whole application in case something happens to your main computer E PURGE OLD DATA You absolutely and definitely want to do a backup before you do any purging The purge section is only used if you want to permanently delete old data that is no longer required such as last year s schedules and sessions Purge Old Data Use EXTREME Caution Furge all payments dated prior to Purge all sessions dated prior to Purge all schedules with a From date prior to Purge everything Students schedules sessions payments everything The purge procedure is quite simple You are able to purge payments sessions and schedules by entering a purge date into the date box and clicking the corresponding button In each of these cases a confirmation box opens similar to this one Pa CAUTION You are about to delete 8 session records dated prior to Jun 1 2010 z Delete them forever Archive them first Notice that there is an option to archive the records before purging them if you wish to do so But doing something with the archived data is cu
9. it is checked For each day in the week on which a session is to be held click the day s check box and set the times the session is to begin and end Weekly Sessions Mon Days a El Time From 2 00am J 0 00am The session fee is calculated based on the length of the session and the instructor s rate Time lo Es It can be changed by clicking in the fee box and Os es entering a new fee When your entries are complete click the Save Changes box button or click Cancel Changes to cancel the entire schedule If the schedule is saved all of the daily sessions within the date range will be generated and will show up in the appropriate Day Sheets EDITING AN EXISTING SCHEDULE 1 Select the student s name in the Existing Schedules area of the panel May 17 2010 to May 21 2010 and a list of his her sessions will be list existing schedules Jun 13 2010 to Jul 16 2010 displayed for this student 2 Click on the session to be edited and its settings will appear in the panel Everything can be changed except the student who was selected or the schedule s date range But remember that no changes can be made to sessions that are in the past i e with session dates prior to the current day s date For example if you want to modify an existing schedule set from May 1 to July 31 and it is currently June 15 the changes will only affect the sessions from June 15 to July 31 3 When finished editing either click Save Changes
10. main title bar will show the registration name and date Close the registration window 4 You now will want to erase all of the trial version data Still in the Setup Panel qd Click the fourth Purge button to purge everything you do not want to archive this test data In the Instructors area add each of your instructors Remember that the code should be a single character Page 17 Set up the Time Periods area based on your work day Give careful thought to the best time interval setting base it on the possible starting times and lengths of your tutoring sessions Page 18 Set the appropriate tax rate Close the Setup Panel and you will see the current day s empty Day Sheet displayed using the specified time intervals 5 Next you will want to set up your students they don t all have to be done at once maybe start with the students you will be seeing next week Open the Students Panel page 3 qd Click the Add New Student button and enter the contact information for the student and the payor If there is already an amount due from the payor enter it in the Statement Balance field of the payor s tab Click the Save New Student button Consider how to enter the upcoming tutoring sessions for this student If there are only a couple of sessions you could enter them directly into the Sessions List of the Students Panel page 5 But if there are a number of recurring sessions it would be best to
11. wait and do them later in the Schedules Panel Repeat steps a through d for each student and then close the Students Panel 6 Now would be a good time to set up some schedules remember these are for generating a series of recurring sessions Open the Schedules Panel page 7 a b C Click the Add New Schedule button and select a student and instructor Enter the range of dates through which this schedule is to occur Set the day s time s and fee s for the sessions that are to take place each week Click the Save Changes button Repeat steps a to d for each schedule and then Close the Schedules Panel You should now be seeing the Day Sheets filled in appropriately for each day you click in the calendar Scheduler User Guide Ecion ca 24 7 Before you prepare any statements or receipts you will want to modify the templates page 12 a In Windows Explorer open the SchedulerResources folder b Double click the StatementTemplate rtf file and it will open in Word c Change the Biff Bart company information to your own d Replace the logo with your company logo or some suitable graphic or delete it entirely p Save the file again as an rtf file Repeat steps a through e for the StatementTemplateSplit rtf and the ReceiptTemplate rtf files 8 You might want to do a backup page 20 of this original information If you have any questions or need assistance with any of these steps please sent
12. 10 C Include all transactions for the period Include all payments for the period ee a E fee Juni 2010 to Jun 30 2010 flame NMayl 2010 to May 31 2010 Produce statements for the following students Produce receipts for the following students Jun 30 2010 Adamson Noreen Adamson Noreen Baxter Billy Baxter Billy Clarke Robert Select All Clarke Robert Select All Fenlon Nancy Fenlon Nancy Martin Timothy Martin Timothy Walker Sally Walker Sally Williams Susan Williams Susan Open Receipts Folder Open Statements Folder d At present there are only three reports included in Scheduler more will be added as the need arises a Payor Statements invoices for each payor listing the sessions in the given period payments made taxes and balance owing b Payor Receipts receipts for payments made within a given period some payors may be able to use these for tax purposes c Instructor Sessions amounts owing to each instructor for tutoring within a given period d Close when finished working in the Reports Panel click the Close button to close the panel Scheduler User Guide Ecion ca 11 E PAYOR STATEMENTS At given periods you will want to invoice the payors for the tutoring sessions completed within that period The procedure is quite simple Payor Statements Produce statements showing the sessions and 1 Se
13. and the subject areas requiring help Student Payor ADAMSON Noreen Name Susan Adamson 519 111 1111 Full 720 Court Biv Home Phone Address Markham ON LIL ILI Work Phone L 4 Cell Phone 647 111 1111 Statement The Payor tab is for information about the person paying the tutoring fees The Statement Balance field is automatically filled in when statements invoices are generated But it can be manually modified if you need to make an adjustment to the payor s outstanding balance Also note the Share field in most cases there is a single payor but it is also possible at least in my original client s case that the fees will be split between two parents To do this simply change the Share field to reflect the percentage the first payor will pay This will enable a second payor screen in which to enter the second person s information As an example of this situation take BAXTER Billy a look at Billy Baxter s payors oe ee Baer or poa You will see that payor is Walter Ful 287 3982 Yonge Street Home Phone 416 555 1234 T ON M3T 2F5 Baxter who will cover 60 of the pear RS gt Work Phone fees and payor 2 is Millicent Smythe e 2 Rm a i Stat t who will cover the remaining 40 Share ance 60 33741 The
14. ange the date or time for a session In the Students panel call up the student find the specific session in the Sessions list and change the date and or time as required 3 A student is absent for a session In the Students panel call up the student find the specific session in the Sessions list and click one of the check boxes under the Abs Chrg click No if you are not going to charge the student for the absence or click Yes if you are going to charge you can change the fee if wanted 4 A session was set up in error In the Students panel call up the student find the specific session in the Sessions list and click the red minus sign at the end of that row to delete the session This would mean that the session never existed rather than that it existed but was not completed because of absence 5 A student wants a special additional session In the Students panel call up the student and click the green plus sign button at the top of the Sessions list Modify the added session for the date time and instructor as required Scheduler User Guide Ecion ca 10 REPORTS PANEL Payor Statements Payor Receipts Instructor Sessions Produce statements showing the sessions and Produce receipts showing the payments A lest of all instructor sessions within the period payments for the period specified and the received within the period specified and the amount still owed by the payors ameunt still owed by the payors from May 1 20
15. ced into the new structure It also shows the valid session starting times InvalidTimes btt Notepad File Edit Format View Help The new valid time periods are 9 00 am 9 45 am 10 30 am 11 15 am 12 00 pm 12 45 pm 1 30 pm 2 15 pm 3 00 pm 3 45 pm 4 30 pm 5 15 pm 6 00 pm 6 45 pm 7 30 pm 8 15 pm These sessions have invalid FROM times in the new time periods Noreen Adamson 2010 06 16 2 00 pm 3 00 pm Noreen Adamson 2010 06 24 10 00 am 12 00 pm Noreen Adamson 2010 06 25 2 00 pm 3 00 pm Noreen Adamson 2010 07 02 2 00 pm 3 00 pm Noreen Adamson 2010 07 09 2 00 pm 3 00 pm Noreen Adamson 2010 07 16 2 00 pm 3 00 pm Noreen Adamson 2010 07 23 2 00 pm 3 00 pm Noreen Adamson 2010 07 30 2 00 pm 3 00 pm Billy Baxter 2010 05 17 2 00 pm 3 00 pm Billy Baxter 2010 05 24 2 00 pm 3 00 pm Billy Baxter 2010 05 31 2 00 pm 3 00 pm Billy Baxter 2010 06 16 3 30 pm 4 30 pm Billy Baxter 2010 06 23 3 30 pm 4 30 pm B 3 m illy B A confirmation window opens asking what you want to do Invalid Session Times The document opened in Notepad lists all existing sessions with From or To times that do not fit the new Time A Periods structure you are trying to apply If you continue all invalid From times will be set to 9 00 am and all invalid To times will be set to 8 15 pm and you will need to manually fix them all in the Students Panel Failure to do so will result in incorrect Day Sheets and Statements Do you wan
16. ck Cancel Changes to discard the schedule E EXISTING SCHEDULES To view or modify an existing schedule select the student s name and a list of his her schedules ae May 03 2010 to May 29 2010 109 ist existing s S appears in chronological order Select a schedule ia hemes 0 te Mey 27 2010 103 for this student and its details appear in the panel You can then make adjustments except to the student name or date range and click the Save Changes button to implement the changes or click Cancel Changes to discard them However changes are not allowed to sessions that are dated prior to the current day s date those sessions have already happened so cannot be changed See page 10 for some different scheduling scenarios to better understand how to use the Existing Schedules area Scheduler User Guide Ecion ca 8 E SESSIONS TOOLBAR The four buttons in this toolbar are context related meaning they become active only when it makes sense to do so based on your current activity ADDING A NEW SCHEDULE ie 2 Click the Add New Schedule button to enable the various areas of the panel Select a student from the Student dropdown list and an instructor from the Instructor dropdown list Enter dates to specify the range of dates over which this schedule is to be implemented If you want to erase any existing sessions for this student within the Same range of dates click the Replace all other sessions check box so that
17. e Remind Donra to pick up her E cers a See 8 Fe Oe Reis E PANELS The remaining screens called panels are opened by clicking on the tabs shown along the top and bottom edges of the main Scheduler screen The details of each panel are described in the rest of this guide Students Panel for adding deleting student information Sessions Panel for scheduling a series of tutoring sessions for students Reports Panel for creating payor statements and various other reports Setup Panel for setting Scheduler options and maintaining the database Help Panel an online view of this user guide There are also two tabs in the top right corner to minimize the window and to quit Scheduler User Guide Ecion ca 2 STUDENTS PANEL Adamson Noreen Baxter Billy Billy Last Name Baxter School Abercrombie Central Tech Grade 10 Clarke Robert Fenlon Nancy Martin Timothy Notes needs help with algebra amp geometry F Walker Sally Wiliams Susan SESSIONS S E ee Date From To Inst No Yes F Date Amount May 28 2010 May 26 2010 250 00 Jun 16 2010 Jun 06 2010 100 00 Jun 23 2010 p S Jun 24 2010 Jun 24 2010 Jun 30 2010 jul 07 2010 Jul 14 2010 OHHOUOOUULHOD 2 3 Ea SASS a s88 8 8 8 8E 2 8 8 4 la aa fia 4 Hide sessions dated beine Hide payments dated before Close Students a Student Names a list of the stud
18. e _ poimetaller fe Externals revdb d1l A dant touch E gt database_drivers dbsgqlite dll SchedulerData database Scheduler db Scheduler 26018 06 12 08 32 db E gt Statements re 2018 85 81t02018 85 31 Catherine Clarke rtf Walter Baxter rtf ell ai statements files etc P fork ay and June 2010 re 2018 86 81t02018 86 38 Catherine Clarke rtf Walter Baxter rtt etc P Receipts E gt 26018 86 01t02010 06 308 Catherine Clarke rtf sample receipts Walter Baxter rtt for June 2010 ete Ee SchedulerResources Scheduler rev ReceiptTemplate rtt StatementTemplate ett StatementTemplateSp1lit rtf EULA jpg ee license Scheduler User Guide pdt l user guide sample backedup database Scheduler User Guide Ecion ca 23 E How Do I GET STARTED So you ve played around with the sample data and now you are ready to work with your own rea students and sessions Here is a basic strategy for getting started 1 First you will need to purchase a license at scheduler ecion ca after which you will receive an e mail with your registration information 2 Start up Scheduler open the Setup panel click the Registration button and enter your registration information exactly as shown in the e mail case sensitive copy pasting the registration code may be simpler than typing it yourself 3 When you click the Register button the word Registered will appear on the screen and the
19. e next time you open the Setup Panel the instructors will be shown in alphabetical order by instructor code DELETING AN INSTRUCTOR To delete an instructor first click on the instructor s line and then click the small red minus sign button at the top of the list If there are future sessions scheduled with that instructor a message similar to the one Yes Shown here will appear for your confirmation Future Sessions for Instructor n Instructor C is associated with 11 future sessions Are you sure A you want to delete the instructor code from those sessions If you confirm the deletion S __ Notepad will open with a list of ANa Coat Notepad the future sessions that now Die Edt Format Wew Hep kaaa MISSING INSTRUCTOR CODE have no instructor code they are listed in order by student and date You must now These sessions now have no instructor Using the Sessions List in the Students Panel you MUST select a new Instructor for each of these sessions Billy Baxter 2010 06 24 2 00 pm schedule a new instructor for Nancy Fenlen 2010 06 17 10 00 am j i j Nancy Fenlen 2010 06 24 10 30 am each of the listed sessions This Nancy Fenlon 2010 07 01 sah oe is easily done in the Students Nancy Fenlcn 2010 07 08 10 00 am Nancy Fenlen 2010 07 15 10 00 am Panel Simply select a student Nancy Fenlen 2010 07 22 10 00 am from the list find the particular Robert Clarke 2010 06 17 10 00 am Robert Clarke 2010 06 21 3 30 p
20. elect the appropriate one in the Payor column An incorrect payment entry can be deleted by clicking the Small red minus sign button beside the payment Hide payments dated before Over time there could be a large number of payments which can become a bit of problem to have to scroll through them all That is the purpose of the Hide payments dated before field below the Payments List Click in that field and a calendar will pop up Select a date in the calendar and all payments dated prior to the selected date will not appear in the list The records for those payments still exist but they won t be displayed here Clicking the small minus sign button beside the date removes the hide date so that all payments again appear E STUDENTS TOOLBAR The four buttons in this toolbar are context related meaning they become active only when it makes sense to do so based on your current activity ADDING A NEW STUDENT To add a new student 1 Click the Add New Student button This disables all areas of the Student Panel except the tabbed Student Information area 2 Enter the student and payor information 3 Click the Save New Student button to keep the new information or click the Cancel New Student button to discard the record for the new student 4 Once the student has been saved you can change and add data at any time and all further changes are automatically saved TIP What I tend to do is start a new student enter only his her na
21. ent names in alphabetical order by surname b Student Information information about the selected student and the person s paying for the student s tutoring sessions c Sessions List some details about each tutoring session that has been scheduled for the selected student are listed here in increasing order of session date d Payments List details about each payment made for the selected student are listed here in increasing order of payment date e Students Toolbar the buttons in the Student s toolbar become active or inactive depending on which procedure is being carried out f Close when finished working in the Student Panel click the Close button to close the panel E STUDENT NAMES As new students are added to Scheduler the names of the B students will appear in this list in alphabetical order by l surname Adamson Noreen i Selecting a student by clicking on his her name fills the rest Baxter Billy of the areas of this panel with information about the selected Clarke Robert student Scheduler User Guide Ecion ca 3 E STUDENT INFORMATION Use the student information area to enter data about the selected student and the person s paying for the tutoring sessions Student ADAMSON Noreen First Name Noreen Last Name Adamson School Central Elementary Notes spelling and math The Student tab holds some basic information about the student
22. ion 90 00 2010 06 17 Session 113 00 Less New Payments 100 03 2010 06 03 Payment 300 00 T Guka Ka Thank You Scheduler User Guide Ecion ca 12 For students that have payments split between two payors there is a template named StatementTemplateSplit rtf that is automatically used and produces a statement for each payor Showing the share for each Again you will want to modify the template with your own company information Biff Bart Tutoring Inc 800 Montrose Place Toronto ON MOM OMO 416 111 2222 Statement for Jun 1 2010 to Jun 30 2010 Walter Baxter 287 3982 Yonge Street Toronto ON M3T 2F5 Re Tutoring Sessions for Billy Baxter Date Description Fee Payment 2010 06 16 Session 65 00 2010 06 23 Session 65 00 2010 06 30 Session 65 00 2010 06 24 Session 75 00 2010 06 24 Session 60 00 2010 06 06 Payment 100 00 2010 06 01 Payment 200 00 Biff Bart Tutoring Inc l 800 Montrose Place Toronto ON MOM OMO 416 111 2222 Statement for Period Ravord Ravoraddress Re Tutoring Sessions for StudentName Date a Description Fee Payment Statement Summary LaessionL stl Previous Balance PrevBall Plus New Fees TotNewkees Plus Taxes TaxRatell a UKokLaxes Less New Payments TotNewPays New Balance Owing NewBal Your Share Split Your Previous Balance PrewBalSPl Plus New Fees ioe Plus Taxes TaxRatel Less Your New Pa
23. lker Receipt Layout Al Sally Walker Instructor Sessions Setup Panel Instructors List Time Periods Tax Rate Update Check The Help Panel presents the User Guide you are reading now as pages built right into Scheduler This can be useful for a quick refresher on a particular topic The page numbers and topic titles are listed in the left column Click on an item and that page will be displayed There is also an Open as PDF link in the top right corner to open the User Guide as a PDF file for viewing or printing You will need Adobe Acrobat Reader www adobe com or some Similar PDF reader software to view this version of the guide Virtually all computers already have this software installed or free versions are available on the web Scheduler User Guide Ecion ca 21 APPENDICES E INSTALLATION Installation of the Scheduler application is quite straightforward There are no Registry settings or system configurations or cookies or any other hidden components everything is contained in a single folder and its subfolders To install L Download the Scheduler setup file from the Download page at scheduler ecion ca and save it SchedulerSetup exe on your hard drive remember where it is saved 2 Double click the downloaded file and follow the instructions to install the program At the prompt for where to save it you could choose your desktop or any other convenient place e g in the Documents folder where y
24. m session in the Session List and Robert Clarke modify the instructor column Soken Scheduler User Guide Ecion ca 17 E TIME PERIODS First set the length of your workday by typing times into the begins at and ends at boxes It is important that the format for these times is correct the hour colon minutes space and am or pm For example if you work 9 to 5 the times would be entered as 9 00 am and 5 00 pm andendsat 9 00 pm in intervals of 30 minutes n Set New Time Periods You will be warned if the new structure invalidates any existing sessions From the intervals list select the time periods to be used on your Day Sheets Setting an interval of 30 minutes would let you have tutoring session durations of half hour hour hour and one half and so on An interval of 10 minutes would fit pretty much any duration 20 minutes 40 60 and so on It is best to make the correct decisions for day length and time interval before scheduling sessions But if you need to make a later change make the new settings and click the Set New Time Periods button Scheduler will check all existing sessions to ensure their durations will fit into the new structure If there are sessions that cannot fit for example a session that starts at 10 00 am does not fit into a day that starts at 9 00 am with 45 minute intervals two windows will open Notepad opens with a list of all sessions that cannot be pla
25. me and then immediately save the record The rest of the information can be entered at any time DELETING AN EXISTING STUDENT You will want to be very careful about this procedure since it deletes the student record and all schedule session and payment records belonging to that student There is no way to recover this information Youve been warned 1 Select the student by clicking the name in the Student List 2 Click the Delete This Student button A confirmation message will appear so that you can still back out by clicking No do not delete Once you click Yes to the confirmation message all information related to that student is deleted E CLOSE Click the Close button to close the Students Panel The panel cannot be closed Close if you are in the process of entering a new student the new student must be EEE saved or cancelled before the panel can be closed Scheduler User Guide Ecion ca 6 SCHEDULES PANEL Shadat Add New Schedule Delete This Schedule Save Changes Cancel Change e Student Instructor List existing schedules TE for this student Sessions to be held Weekly Sessions Days Time From Time To Schedules J Tutoring sessions are not usually set up one by one but rather as a schedule of sessions Each schedule can create several sessions per week over an extended period and is a very efficient means of setting up repetitive sessions For example you can easily set up a student s session
26. n a eee which at lest one session has been scheduled The current day is 20 TE shaded in green 27 28 29 320 Clicking on a day in the calendar grid displays the Day Sheet for that day showing all of the sessions their times and instructors E DAY SHEET The Day Sheet shows all sessions that have Day Sheet for Thursday June 24 2010 been scheduled for the selected day There is a aE Shinn column for each instructor involved and a student s name appears in every time slot e Adon San War scheduled with the instructor At this time up to Se eee six instructors can be displayed on a single day Kime Notice the example at 10 30 pm which shows a Sly Wale double booking Chris has both Robert Clarke Billy Baxter and Nancy Fenlon booked in the same half hour ia mm seoaoam Silly Baxter Click the Print Time Sheet button to immediately send the day sheet to your default printer The day sheet shown here has 30 minute time slots from 9 in the morning until 9 at night but these settings can be changed in the Setup amp Maintenance Panel page 16 E DAY NOTES The Day Notes area beneath the calendar is available if you want to keep track of some information relevant to a specific day Click the day in the calendar type the note in the note area and you re done notes are automatically saved Mote tor hursday June 24 2U10 Check with oreen Adamson about her famiy s vacat on tri
27. n a subfolder with a name based on the time period covered in those statements so a folder named 2010 05 01to2010 05 31 holds all statements generated for the period from May 1 2010 to May 31 2010 Inside these subfolders are the payor statements Word RTF files There is nothing wrong with running statements more than once for the same period existing statements in the folder belonging to that period will be replaced with the new ones Receipts work in the same way The first time you run receipts a Receipts folder is created It contains subfolders for each time period specified when you ran the receipts and those subfolders hold the payor receipt documents SchedulerResources this folder contains a code file Scheduler rev license and EULA files and the three template files for creating statements and receipts StatementTemplate rtf StatementTemplateSplit rtf and ReceiptTemplate rtf See page 12 for more information about the templates Temporary data files created by Scheduler are also placed in this folder In addition any time you update the Scheduler application page 19 the previous version will be stored in this folder Externals this folder contains other programs required by Scheduler Don t touch Scheduler User Guide Ecion ca 22 So after running Scheduler for awhile the general layout of the folders would be similar to this diagram Ee Scheduler a EXEC atab Scheduler exe unin sga ex
28. nd their pay rates b Time Periods for establishing the length of the work day and the time interval you want shown on the Day Sheets c Tax Rate the percentage added onto fees as a tax d Update Check click this button to see if there is a newer version of Scheduler available for download e About Scheduler the copyright registration and End User License Agreement f Backup amp Restore routines to back up and restore the Scheduler database g Purge Old Data routines to delete and optionally archive old data Please read the note on this topic very carefully before proceeding page 20 Scheduler User Guide Ecion ca 16 E INSTRUCTORS LIST Each of your instructors must be added to this list Note that Tiettuctore B B while you can have as many instructors as you want only six can be displayed on the Day Sheet for any particular day This is sufficient for the vast majority of tutoring situations but if it presents a problem for you send a request to scheduler ecion ca ee Clarence Chris Donna Richard Terri ADDING AN INSTRUCTOR To add an instructor click the small green plus sign at the top of the list to insert a new blank row Enter a one character code to identify the instructor a short name and an hourly fee Most often all fees will be the same but it is possible to vary them if necessary Keep the name short since it needs to fit at the top of a column on the Day Sheet Th
29. nstructor Date Time Abs Student Fee Total Chris 2013 06 01 4 00 5 00 Timothy Martin 60 00 Chris 2012 06 03 10 00 am 11 00 am Robert Clarke 60 00 Chris 2019 06 07 11 30 am 1 00 Robert Clarke 90 00 Chris 2073 06 10 10 00 am 11 00 am Robert Clarke 60 00 Chris 2019 06 14 3 30 pm 4 30 pm Robert Clarke 60 00 Chris 2019 06 17 1 om ami 11 tal am Robert Clarke 60 00 Chris 2019 06 24 Bily Baxter d Chris 2019 06 28 3 30 pm 4 30 pm Robert Clarke 60 00 780 00 Donna 2013 06 15 10 30 am 12 00 pm Noreen Adamsan 90 00 Donna 2019 06 18 2 00 pm 3 00 pm Noreen Adamson 60 00 Donna 2019 06 22 10 30 am 12 00 pm Noreen Adamson 90 00 Donna 2013 06 23 2 00 2 00 pm Susan Williams 60 00 Donna 2019 06 24 10 00 am 11 00 am Susan Williams 60 00 Donna 2013 06 24 12 00 pm 1 30 7 Sally Walker 90 00 Donna 2019 06 25 2 00 pm 3 00 pm Noreen Adamson 60 00 Donna 2019 06 29 10 30 am 12 00 pm Noreen Adamson 90 00 Durie 2013 06 30 2 00 pant 3 00 pati Suse Willians 60 00 BGO C George 2019 05 17 2 00 2 00 pm Billy Baxter 60 00 George 2019 05 18 9 00 am 10 30 am Timothy Martiri 90 00 George 2019 05 22 3 00 pm 4 00 pm Billy Baxter 60 00 George 2019 05 24 00 pm 3 00 pm Bil Baxter 60 00 George 2019 05 29 Baxter 2019 05 31 27 a ily Baxter 2019 05 26 0 PN i Baxter Terri 2019 05 26 2 00 pm 3 00 pm Timothy Martin 75 00 Terri 2019 06 08 12 00 pm 4 00 Saly Walker 300 00 Teri 2019 06 15 2 00 pm 4 00 pm Sally
30. ntTemplate rtf This document is used to produce the statements Originally you will want to open it and change the company address section and company logo to your own You may also want to make a whole bunch of other changes but restrain yourself All of the placeholders you see in double square brackets e g PayorAddress will be filled in with information from Scheduler and there is not much flexibility for layout in order to make everything fit correctly If you have problems or special needs sent a request to scheduler ecion ca Diff Dart Tutoring Inc Biff Bart Tutoring Inc 800 Montrose Place s 800 Montose Place Toronto ON MOM OMO Toronto ON MOM OMO 416 111 2222 416 111 2722 Statement for Period Statement for Jun 1 2010 to Jun 30 2010 Payor PayorAddress Susan Adamson Re Tutoring Sessions for StudentName 390 Court Blvd Date Description Fee Payment Statement Summary Markham ON LLL 1L1 LiSessionkist Previous Balance PrevBal z P Re Tutoring Sessions for Noreen Adamson Plus New Fees TotNewFees Phas Taxes items Date Description Fee Payment Statement Summary ia 2010 06 24 Session 150 00 aa icon Less New Payments TotNewPays 3010 06 15 Session 90 00 Previous Balance 0 09 New Balance Owing _ NewBal 2010 06 18 Session 60 0 Plus New Fees 653 09 2010 06 22 Session 90 0C ca po ee ee D aiii g Ritts M ide Pr PT P 20 10 0 G 25 Sessio n o0 OC Plus Taxes 139 54 83 2010 06 29 Sess
31. ou have write access A Shortcut button can be added to your desktop One advantage to installing Scheduler in your Documents folder is that all of the Scheduler data will be backed up each time you backup your Documents folder You do backup your business data and documents right E FOLDER ORGANIZATION The entire application is contained inside a folder named Scheduler This folder s name can be changed and it can be placed inside other folders but the subfolders it contains must keep their original names Inside the Scheduler folder is the file named Scheduler exe the executable file that starts the whole program and an uninstall program It is a good idea to put a shortcut to the Scheduler exe file onto your desktop an option during install There are three subfolders inside the main folder SchedulerData this folder contains the Scheduler db SQLite database Each time you create a backup page 20 it will also be stored in this same folder Backup files are named Scheduler followed by the date and time the backup was created For example Scheduler 2010 06 12 08 32 db would be a backup created at 8 32 on June 12 2010 This naming strategy ensures that all backups have unique names but you are free to rename backup files any way you wish When statements and receipts are created page 12 they are also stored in this folder The first time you run statements a Statements folder is created The statements are then placed i
32. r message if the start time becomes earlier than the end time Change an instructor by choosing a new one from the Inst selection button Changing an instructor or the time period can also change the fee for the session but fees can also be modified just by clicking on the relevant fee typing in a new value and pressing Enter The Abs Chrg column Absent Charge is for dealing with sessions where the student is absent Will there be a charge for the absent session or not If there will be no charge click the box in the No column and the Fee will be set to zero If there will be a charge click the box in the Yes column and adjust the fee if necessary The red minus button at the end of a session can be clicked to delete the entire session Generally this should only be done if the session was a mistake If the student was absent it is better to click one of the Abs Chrg buttons to keep track of the number of sessions missed The green plus button in the top right corner of the Sessions List can be clicked to add a new session for the student Again adding a block of sessions is more easily done in the Schedules Panel page 7 but the plus button is handy for adding one or two individual sessions When the button is clicked a new session record is added at the top of the list using the current day s date You can modify the date times instructor and fee The new session will be sorted into the proper date order the next time this s
33. rom any program that plays an important part in your business should be backed up periodically to guard against calamities In Scheduler all of your data is held in an SQLite database cleverly named Scheduler db and stored in the SchedulerData folder see page 22 Backing up this file is good insurance should something terrible happen Performing the backup is simple and literally takes only a very few seconds Click the Back It Up Now button and the current database file is 2 copied to a second database with the date an be moved and time appended to its name BackitUpNow Restore Previous Backup _ A message box similar to the one shown here will Backup the Database mags Backup Successful appear verifying that the backup has been completed The current database has been backed u and showing you the path and name to the backup a i 2016 06 1800 09 Should it become necessary restoring a backup file just as simple Note that restoring means all of your current data will be replaced by the data in the backup file you select For this reason you may want to first do a backup of your current data pit emerged 1 Tees eel peek pe Restore Previous Click the Restore Previous Backup button and agree to Restoring will remove ALL of your current data and replace it with the restore procedure in the confirmation message CD the data in the database you select for the restore Are you sure you want to do this
34. rrently left to the user and requires some knowledge of working with SQLite databases Be especially careful with the fourth purge button it deletes everything in the database so that you would be starting over from scratch Scheduler User Guide Ecion ca 20 Click on any title in the Table of Contents below to view the help information on that topic Open as PDF E 2 Main Scheduler Screen Calendar Day Sheet Day Notes Panels Students Panel Student Names Student Information Sessions List Popup Calendar Payments List Students Toolbar Close Schedules Panel Student Instructor Scheduler is a Windows application designed for a private tutor to keep track of his her student s classes It can certainly be used in other areas for scheduling meetings of any kind but its primary focus is for scheduling classes for a single tutor or for a small business with several tutors It even produces statements and receipts to help with your billing Schedule Dates Schedule a r Weekly Sessions Eiti Schils Day Sheet for Thursday June 24 2010 Sessions Toolbar Jun2010 Ooe Chris Tersi Donne Close Su Mo Tu Wd Th Fr Sa Robert Clarke daera Ganam Wilburg Scheduling Scenarios 4 2 13 4 Reports Panel Payor Statements Statement Layout 6 76 9 1011 12 Robert Clarke Susan Wiliams 13 14 45 16 I7 18 19 Mamry Penlon Horem Aderaon ve maul 21 lt 2 ll 23 a lt Bic wd E Sally Walker Payor Receipts 27 28 29 30 Sally Wa
35. s that occur every Monday at 2 00 pm and Friday at 11 00 am throughout April and May The Schedules panel has these main areas a Student Instructor select the student and instructor for the schedule b Schedule Dates the range of dates within which to schedule sessions c Weekly Sessions the day time and fee for each session each week within the date range d Existing Schedules to review and perhaps modify a student s existing schedules e Sessions Toolbar the buttons in the Schedule s toolbar become active or inactive depending on which procedure is being carried out f Close when finished working in the Schedules Panel click the Close button to close the panel All sessions generated by setting up these schedules are automatically displayed in the corresponding Day Sheets on the main Scheduler screen and in the Sessions List in the Students Panel Scheduler User Guide Ecion ca 7 E STUDENT INSTRUCTOR When adding a new schedule start by selecting a student and then select an instructor for the Student Instructor sessions being scheduled The instructor s rate will appear beside the instructor field Adams Apple Adamson Noreen Baxter Billy If it becomes necessary later to edit the schedule the instructor can be changed but not the student since all sessions and payments are already linked to the original student E SCHEDULE DATES Clicking in each of the date boxes opens a pop
36. scroll bar is used to scroll between the two payors oe praean Name Millicent Smythe Emal 9 msmyt abcco ca Full 29 Court Cres Home Phone 519 222 2222 Markham ON LIL 1L1 Work Phone Cell Phone Share Scheduler User Guide Ecion ca 4 E SESSIONS LIST The Sessions List shows every session that SESSIONS has been scheduled with the selected student Date Inst in chronological order Each row shows the May 28 2010 i0ema 2em Ro E date times instructor and fee for the Jun 16 2010 itgan Eim Raw A A session Jun 23 2010 amp 30pmeam emew Rex A Jun 24 2010 2 00pma s00om Loe A 2 This is a good area in which to make changes ff un24 201 00pm h00em E 5 E to individual sessions Making changes for a Jun 30 2010 2 30pm 4 30pm_ R i E large block of session is more easily done in qulo7 2010 3 30pm 430pm IR HO the Schedules Panel page 7 but for an jul 14 2019 30pm 4 30em R o individual session Hide sessions dated before Change the date for a session by double clicking the date and choosing a new date from the popup calendar Change session times by choosing the new From and To times from the selection buttons If changing to an earlier time in the day first set the From time and then the To time Conversely if changing to a later time in the day first set the To time and then the From time Otherwise you could get an erro
37. t the date range for the period you wish to cover payments sume Des specified and the 3 z ount still owed by the payors probably this will be monthly but any period will work cipal oe Include all transactions for the period 2 Select the student or students for whom you require statements click each student s name in the list or from to click the Select All button to select everyone Produce statements for the following students 3 If you just want to review the statements click the Adamson Noreen Produce Statements button Banter Baly Clarke Robert 4 If you have already reviewed the statements and want konpani to update each payor s balance owing click the Update Walker Sally the balances check box to show a check mark and then Williams Susan click the Produce Statements button In this case the statements will still be produced and the new balance E ite ee balances awiog owing for each payor will be updated on the Payor tab in Leave this checkbox off unchecked if you only want to examine the statements Set it an the Students Panel checked to produce statements AND update 5 To view the statements click the Open Statements Folder td aoa A adnate button see the Folder Organization note page 22 ProduceStatements for information on how the resulting statements are stored Open Statements Folder STATEMENT LAYOUT In the SchedulerData folder you will find a Word file RTF format named Stateme
38. t to continue with applying the new time structure Yes Continue and I will manually fix the invalid times The problem is that all of the sessions in the Notepad list must be changed to make them fit into the new time structure Your choices are either to cancel the change or to manually go through each session in the list and change its start end times This can be easily done in the Student Panel but still is a manual procedure And that s why it is much better to make the right decisions before entering any sessions Scheduler User Guide Ecion ca 18 E TAX RATE This section is pretty obvious If you need to add taxes to the session fee enter the tax percentage rate into the tax rate Baa Sabha box The rate will be used when creating statements for the Saleem 3 payors page 12 E UPDATE CHECK Click the Check for Update button to see if a new version of Scheduler is available you must be connected to the Internet to do this check If there is a new version this message is displayed New Version Available A newer version of Scheduler is available Do you want to install it LD now ea If you decide to do the update the current version of Scheduler will be saved with its version number appended to the name and the new version is downloaded and installed Both of these files can be found in the SchedulerData folder See page 22 for more details on folder organization E ABOUT SCHEDULER The Abo
39. to apply the changes or click Cancel Changes to cancel them E CLOSE Click the Close button to close the Schedules Panel Close Schedules Scheduler User Guide Ecion ca 9 E SCHEDULING SCENARIOS It is August 20 and a student is enrolling for 2 classes a week with George throughout September 1 In the Schedules panel add a new schedule for the student set George as the instructor and set September 1 to September 30 as the period Then set a Monday session at 2 00pm and a Thursday session at 10 00am Save the changes 2 Mistake the second session was supposed to be for Wednesday not Thursday Simply call up the existing schedule turn off Thursday and set a Wednesday session at 10 00am Save the changes Note that if you were really asleep at the switch and didn t make this correction until September 8 you would receive a message stating that some of the sessions in the schedule have already passed and cannot be changed The changes would still apply to dates from September 8 through September 30 It is now September 10 and the student wants to change the Wednesday sessions to Fridays for the rest of the month There are two ways to do this 1 The first possibility is to recall the existing September 1 to September 30 schedule and change the Wednesday session to Friday As in the Mistake scenario above when you save the changes you will receive a message that some of the sessions are in the past and cannot
40. tudent is selected Over time there can be a large number of sessions in the list which can become a bit of problem to have to scroll through them all That is the purpose of the Hide sessions dated before field below the Sessions List Click in that field and a calendar will pop up Select a date in the calendar and all sessions dated prior to the selected date will not appear in the list The records for those sessions still exist but they won t be displayed here Clicking the small minus sign button beside the date removes the hide date so that all sessions again appear POPUP CALENDAR There are several places in this program where a date must be entered In each case this popup calendar appears and you simply need to scroll to the date you want and click on the appropriate day 2 hi 2 2 8 Click the i o n t2 13 mE day wanted 17 18 19 20 21 22 5 Today s Date Scheduler User Guide Ecion ca Cancel Cslendsr E PAYMENTS LIST The Payments List shows every payment received for the E selected student s sessions Date Amount Payor May 26 2010 250 00 i G Jun 06 2010 100 00 1 E To enter a new payment click the small green plus sign button at the top of the Payment List This inserts a new line using the current date which can be changed Click in the Amount field enter the payment amount and press Enter In those cases where there are two payors s
41. up calendar to select the range of dates being set for a new schedule Sessions to be held ls 2 In general scheduling sessions is non P destructive This means you could set up a schedule for Mary for a certain period and then set up another schedule for Mary using the same or an overlapping period and the sessions of both schedules would be in effect the second schedule does not wipe out the first Unless when setting up the second schedule you turn on the Replace all other sessions for this student within the same date period check box In this case all sessions within the second schedule s date range are deleted and replaced with the second schedule s sessions This gives you the ability to both add new sessions to an existing date period or to wipe out sessions in a period and replace them Some examples of dealing with several scheduling scenarios are given on page 10 E WEEKLY SESSIONS Within the date range specified the Weekly Sessions Weekly Sessi i area of the panel is where the specific days and times iai ees ser are scheduled For each day wanted click the check mt m box for the day and set the starting and ending times Time From GS Fees are automatically calculated based on the length Time To QE of the session and the instructor s rate but the fee can be manually changed if necessary ree i Once this information has been entered click the Save Changes button to implement the schedule or cli
42. ut Scheduler button opens a window showing the copyright and registration information In addition the End User Licensing Agreement EULA can be read here Scheduler is 2010 Ecion Microcomputer Education Ltd All Rights Reserved Worldwide n scheduler ecion ca E Mail scheduler ecion ca All programming code was written in RevTalk RevTalk is 2000 2010 Runtime Revolution Limited All Rights Reserved Worldwide o www runrev com END USER LICENSE AGREEMENT FOR SCHEDULER IMPORTANT PLEASE READ THE TERMS AND CONDITIONS OF THIS END USER LICENSE AGREEMENT EULA CAREFULLY BEFORE CONTINUING WITH THE INSTALLATION OF SCHEDULER SOFTWARE BY INSTALLING OR USING SOFTWARE THAT eee THIS EULA YOU AGREE TO BE REGISTRATION peress When you purchase Scheduler scheduler ecion ca you will A a BACK a i i Ini 1 1 1 i case sensitive on the confirmation e mail you receive an email containing your registration information a EE eras Return to this screen click the Registration button and enter your name e mail address and registration code into the naar Registration dialogue You must be sure to enter this information exactly as it appears in the e mail Once registered any restrictions on the trial version are lifted Reg For ideas on what to do next see the How Do I Get Started note on page 24 E Mail Registered Scheduler User Guide Ecion ca 19 E BACKUP amp RESTORE The data f
43. yments Tot he indicated by in List Your New Balance NewBals Owing Py Scheduler User Guide Ecion ca Biff Bart Tutoring Inc 800 Montrose Place Toronto ON MOM OMO 416 111 2222 Statement Summary Previous Balance 75 75 Plus New Fees 330 00 Plus Taxes 13 42 90 Less New Payments 300 00 New Balance Owing 148 65 Your Share 60 Your Previous Balance 50 00 Plus New Fees 198 00 Plus Taxes 13 25 74 Less Your New Payments 100 00 indicated by in List Your New Balance Owing 173 74 Statement for Jun 1 2010 to Jun 30 2010 Millicent Smythe 29 Court Cres Markham ON LiL iLi Re Tutoring Sessions for Billy Baxter Date Description Fee 2010 06 16 Session 65 00 2010 06 23 Session 65 00 2010 06 30 Session 65 00 2010 06 24 Session 75 00 2010 06 24 Session 60 00 2010 06 06 Payment 2010 06 01 Payment Payment 100 00 200 00 Statement Summary Previous Balance 75 75 Plus New Fees 330 00 Plus Taxes 13 42 90 Less New Payments 300 00 New Balance Owing 148 65 Your Share 40 Your Previous Balance 25 75 Plus New Fees 132 00 Plus Taxes 13 17 16 Less Your New Payments 200 00 indicated by in List Your New Balance Owing 25 09 13 SSIES Estas este ete etn ety ety een ein eeu eT iy ein ey en ei ein ei ei ei ee ei ei ee eS atm Sica SEE Rese ESR ESEESE SESS E PAYOR RECEIPTS Similarly to the statements you can also generate receipts listing
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