As shown in the Activities guide, you can immediately add a session once you have created an activity by selecting the SAVE AND ADD SESSION button. However, you can also add sessions at any time from the Activities page. This can be directly accessed by clicking Activities from within a project.
Sessions are added to an activity using the Add sessions button. This button will direct you to the Add sessions form.
It is important to note that all required fields are indicated by a red asterix *. You will not be able to create a session without completing the required fields.
1. Enter the date, time and duration of the session: A date can easily be entered by clicking in the
Date field and using the calendar function. Alternatively, you can type the date in a dd/mm/yyyy format.
The Time field will automatically begin to predict the time you are typing and present a drop down. The time field is in a 24-hour format and you must always use a colon to separate the hour and minutes (e.g. 10:15). N.B. The drop-down times are merely suggestions – it is possible to specify time to the minute, not just the quarter hour. All you need to do is type out your preferred time in full.
Enter the number of hours and minutes your session lasted for in the
Duration boxes.
2.Title (Optional): Enter a session title e.g. Cricket is the activity being delivered but the title of the specific session is Bowling.
3. Location: Select the location where this session will take place from the drop down list of options.
Note: New locations can be created by Project manager and System admin users, by going to 'Admin > Add Location' , more about this here.
4. Facility: If the location has been created using Sport England’s Active Places Database, you will have the option to select the specific facility e.g. Athletics track.
5. Type:Register or Head count
Register: This type is a traditional register, allowing you to record the names of all the attendees at a session. It also allows you to define the attendee type (e.g. participant, session leader, support worker etc.), whether the attendees have paid for the session, whether they volunteered and how they volunteered. This extra information enhances your reporting capability.
Head Count: These registers only allow you to state the number of people that attended a session. You are not able to record who attended. This type is usually used when a large number of people attend a session and you are unable to record all their names. Head count sessions allow you to provide a Male/Female split and an age range. However, they restrict your reporting ability, as you cannot identify who has attended and whether the same people have attended previous or future sessions. For the full guide on Head Counts please click
here.
6. Registrar: Select the session registrar of the sessions. This is the person who will record the register, for example a coach or session leader.
7. Add tags: Add any tags that will help you report or filter sessions. Tags can be separated by a comma. For instance, you could tag a basketball session with the different skills you covered such as dribbling, passing and/or shooting.
8. Add session information: You can input additional information for your attendees e.g. logistics, directions, etc. if your calendar is shared externally. Alternatively use this to provide session leaders with additional information for the session ahead, such as what equipment is needed.
9. Copy: You can copy sessions, this allows you to add lots of regular sessions at once. See the Creating multiple sessions section below.
10. Add recurring sessions: You can create recurring sessions, this allows you to add as many sessions as you would like at specific intervals. See the Creating recurring sessions section below.
11. Create registers too: You can populate your register for the session you are adding from existing registers on your account. Ticking this box produces two drop down menus.
The first box asks you which activity from within the project you would like to copy a register from.
The second asks you to define which particular session you would like to copy that register from. Alternatively, you have the option copy from All of them.
Creating Multiple Sessions
When adding sessions you have the option to create multiple sessions for that given activity. This can be useful if you know you have regular sessions and want to create a block of them ahead of time, for example a school term or season.
You have two options when adding multiple sessions, (1) Add another blank session (2) Copy the previous session.
If you click on the
Add another button a new blank session form will appear directly below the previous one.
You then complete all of the fields again. This is useful for creating different sessions for the same activity, for example one-off sessions or if they take place at a different time or location.
However, if you have recurring sessions that take place at the same time and day each week you can easily use the Copy button to create identical sessions.
You will then need to alter the relevant details, such as the date. The quick links below the date field can be used to copy sessions on a daily, weekly or bi-weekly basis. Repeat the copying process to add a batch of sessions, such as for a school term or six-week programme.
Once you have created all of the sessions you want, you
must click
Save. Confirmation will appear at the top of the page, where you should see the following message:
Recurring Sessions
When adding sessions on to the system it is now possible to make these sessions recurring on a
daily/weekly/fortnightly/monthly basis for an extended period of time.
To use this function, add a session as you normally would and follow the details below:
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