Change a Course's Schedule
Change a Course’s Schedule
Changing the schedule for a course is as easy as editing the record. You may want to:
Change the time a course meets
Change the day/s on which a course meets
Keep the same enrollees, but extend the course into the future
This documentation is all about the overall course schedule: changing a course’s schedule will impact all session and attendance records. Please see other documentation if you want to cancel a course outright, reschedule a session or cancel only one session.
RollCall 4 introduces several important changes to the way scheduling works behind the scenes. Details can be found on this page, in the section “Understanding Automated Session Creation.”
(1) Find the Course record
You can reach your record many different ways. The image below shows a search - make sure to choose the Course (not the Session).
(2) Click the “Details” tab.
(3) Edit any of the scheduling fields to change the course session.
Please note that your Salesforce systems administrator may have restricted your ability to edit a course. If you do not have an “Edit” button please reach out to your Salesforce systems administrator for assistance, as that is a permissions setting in your organization and not a RollCall setting.
Scheduling fields are:
Frequency
Start Date
End Date
Class Duration
Days of the week (the checkboxes for Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday)
Start Time per Day (Sunday Start Time, etc.)
(4) Save
When you click “Save”, changes will be made either as of the Start Date you set (default) or as of today’s date (custom setting). If you are not sure what your organization’s settings are, please ask your Salesforce systems administrator.
Understanding Automated Session Creation
Important Note: The behavior described below is using the default settings. Your organization may instead be using a setting that changes sessions relative to today (rather than the course start date). Support for this alternate setting is case-by-case and offered through the RollCall community.
When you change any scheduling field on a Course record, RollCall automations run to make sure your Session and Attendance records are up to date. You can change any aspect of the schedule, and the following rules will be automatically applied to both protect your data and provide accurate schedule and attendance records for use:
Any existing session that matches your rule will be left untouched.
Any existing session between your start and end dates that no longer matches the rules will be marked for deletion, but not actually removed from your Salesforce. The session will no longer appear on the calendar, and attendance records for that session will not count in any aggregations.
Any new sessions required will be created for the period of time between your start and end dates.
All currently enrolled students will have attendance records created and attached to the new sessions.
Example
To illustrate this, we take for example a course that originally was scheduled to meet every Tuesday and Thursday at 3pm (15:00), starting on May 1 and ending on June 1. The original schedule is:
Tuesday May 5
Thursday May 7
Tuesday May 12
Thursday May 14
Tuesday May 19
Thursday May 21
Tuesday May 26
Thursday May 28
Example Change 1: Same start and end date, different day of the week
If you change the schedule fields so that the start date is still May 1, end date is still June 1, but the schedule is now every Tuesday and Wednesday, the following occurs:
Tuesday May 5, 12, 19, and 26 - no change
Wednesday May 6, 13, 20, and 27 - session record added; appears on the calendar; all students whose Course Enrollment records have the “Enrolled” status have attendance records created for this course; attendance records count in aggregations/statistics and in reports delivered with RollCall.
Thursday May 7, 14, 21, and 28 - “delete session flag” field is checked; the record no longer shows on calendars; attendance records tied to this session no longer count in aggregations/statistics. Reports delivered with RollCall exclude this data.
The session list still shows Thursday records, but they are marked as potentially to be deleted. this lets you review and deliberately remove records, and avoids deleting anything by mistake.
Wednesday sessions were created and now show on the calendar. Thursday sessions no longer appear on the calendar.
Example Change 2: New start date is after the current end date (extend a course)
If you change the schedule fields so that the start date is now June 2, end date is still July 1, and the Tuesday/Thursday pattern is the same:
Tuesday May 5 through Thursday May 28 - no change
Tuesday June 2 through Tuesday June 30 - session record added; appears on the calendar; all students whose Course Enrollment records have the “Enrolled” status have attendance records created for this course; attendance records count in aggregations/statistics and in reports delivered with RollCall.
RollCall simply treats this as an extension of the course. Because the new start and end dates do not overlap the old ones, nothing is marked for deletion.
Example Change 3: New start date and end date overlap the current start and end date
If you change the schedule fields so that the start date is now May 15 and the end date is now June 30, and the Tuesday/Thursday pattern is the same:
Tuesday May 19 through Thursday May 28 - no change
Tuesday June 2 through Tuesday June 30 - session record added; appears on the calendar; all students whose Course Enrollment records have the “Enrolled” status have attendance records created for this course; attendance records count in aggregations/statistics and in reports delivered with RollCall.
RollCall simply treats this as an extension of the course. Because the new start and end dates do not overlap the old ones, nothing is marked for deletion.
Example Change 4: New start date and end date overlap the current start and end date, day is changed
If you change the schedule fields so that the start date is now May 15 and the end date is now June 30, and the schedule is now every Tuesday and Wednesday:
Tuesday May 5, 12, 19, and 26 - no change
Tuesday June 2, 9, 16 and 23 - session record added; appears on the calendar; all students whose Course Enrollment records have the “Enrolled” status have attendance records created for this course; attendance records count in aggregations/statistics and in reports delivered with RollCall.
Wednesday May 20, 27, June 3, 10, 17, and 24 - session record added; appears on the calendar; all students whose Course Enrollment records have the “Enrolled” status have attendance records created for this course; attendance records count in aggregations/statistics and in reports delivered with RollCall.
Thursday May 7 and 14 - no change
Thursday May 21 and 28 - “delete session flag” field is checked; the record no longer shows on calendars; attendance records tied to this session no longer count in aggregations/statistics. Reports delivered with RollCall exclude this data.