FlexTime activity templates let you build and reuse standard activities for your enrichment periods. Instead of creating activities from scratch every week, you can design a template once and deploy it whenever needed. This article helps you establish a consistent, efficient workflow for your school's flex periods. By the end of this article, you will know how to create templates, add additional teachers, clone existing templates, and add activities to specific scheduled periods.
Permission Level Required: Owner | Manager | FlexManager |
Teacher (if granted permission)
In this article:
Creating a FlexTime activity template: Build a new activity from scratch with specific restrictions and seat counts.
Assigning additional activity teachers to an activity: Allow multiple teachers to manage a single activity template.
Cloning a FlexTime activity template: Duplicate existing templates to quickly create similar activities.
Adding activities to a FlexTime period: Publish your templates to a specific scheduled flex period.
Creating a FlexTime Activity Template
Activity templates store the foundational rules for an enrichment activity. You define the name, location, capacity, and student registration permissions directly within the template.
Step-by-step Guide to Creating a FlexTime Activity Template
Step-by-step Guide to Creating a FlexTime Activity Template
Navigate to FlexTime > Activity Templates.
The Activity Templates page displays all existing activity templates created for your school.
Click Create Activity.
A configuration form appears on the screen.
Enter the following details in the corresponding fields:
Activity Name: Enter a descriptive name to easily identify the activity in a Flex Period.
Description: Provide a brief description of what the activity is.
Teacher(main): Select the primary teacher for this activity. If enabled in your overall FlexTime settings, this teacher will have the ability to edit the activity template, register/assign students, and check students into this activity.
Activity Teachers: Add additional teachers who can manage this activity. This is handy for activities that involve multiple teachers or if the primary teacher is not available. Activity Teachers can register/assign, and check students into the activity but they cannot edit the activity template.
Activity Type: Select from Intervention, Enrichment, Make-up-work, Independent work time, Tutorial, Study Hall, Office Hours, Wellness, Physical Activity Other, Make Up to categorize your activity.
Location: Enter the room number or location of where the activity will take place.
Seats available: Enter the number of seats that are able to be assigned or registered for the activity. For activities with no registration limit, enter 0.
Points awarded or subtracted (optional): Assign or remove points when a student checks into the activity.
Activity Banner: Upload a custom image or select a preloaded one to make your activity template stand out.
Limit who can register: When enabled, you can select who CAN be assigned/registered to this activity. Limit by Role, User List, Sticker, Group, Grade, Reason, People.
Allow students to register: When toggled ON, students can self register to this activity.
Enable self check in: When toggled ON, students can scan a QR code to check themselves into the activity.
Show student photo when checking in: Toggle this ON to have the students ID photo pop up upon checking into the activity.
Enter a number in the Seats Available field to establish the maximum student capacity.
Select a restriction type from the Restrict Registration dropdown menu.
You can restrict attendance by specific roles, user lists, stickers, reasons, groups, grades, or a manually selected list of people.
Toggle on Allow Students to Register to enable student self-registration.
If you leave this toggle off, only an Owner, Manager, or Teacher can add students to the activity roster.
Click Save to complete the template.
Pro Tip: You can sort your list of templates by clicking the arrows next to the First Name or Last Name column headers. Sorting makes finding specific teacher templates faster.
Assigning Additional Activity Teachers to an Activity
You can link multiple staff members to a single activity template. This configuration ensures seamless management when an activity requires multi-teacher supervision or a substitute teacher.
Step-by-step Guide to Adding Additional Activity Teachers
Step-by-step Guide to Adding Additional Activity Teachers
Navigate to FlexTime > Activity Templates.
Click the specific activity template you want to modify.
Click the Add button located next to the Activity Teachers label.
A search bar modal opens to locate staff members.
Search for teachers by typing their name or selecting their role in the search field.
Click the checkbox next to each teacher you want to add.
Click Confirm to link them to the template.
Click Save to apply the changes.
Note: Teachers added as additional teachers cannot edit the underlying configuration of the activity template. Only the primary assigned teacher and users with Owner or Manager roles can edit the template details.
Cloning a FlexTime Activity Template
Cloning duplicates an existing template. This function saves time when you need multiple activities with identical seat limits, locations, or student restrictions.
Step-by-step Guide to Cloning an Activity Template
Step-by-step Guide to Cloning an Activity Template
Navigate to FlexTime > Activity Templates.
Locate the activity template you want to duplicate.
Click the box icon next to the blue edit pencil icon to clone the template.
The system populates a new configuration form with the duplicated template details.
Edit the Activity Name or other details to customize the new template.
Click Save to complete the process.
Adding Activities to a FlexTime Period
Add activities to your FlexTime Period to give students and teachers choices on how to spend their Flex.
Step-by-step Guide to adding Activities to a Flex Period
Step-by-step Guide to adding Activities to a Flex Period
Navigate to FlexTime > Periods.
The Periods dashboard displays your scheduled school flex blocks.
Locate the specific period you want to populate with activities.
Click the blue icon located under the All Activities column header for that period.
Click Add Activity.
A menu displaying all available activity templates appears.
Find your desired activities using the configuration options:
Select a primary instructor from the Teacher dropdown menu.
Type the specific activity name into the Search field.
Scroll directly through the populated list of activities.
Click the checkbox next to every activity template you want to add to the period.
Selecting multiple checkboxes allows you to add activities in bulk.
Click Add to publish the activities to the period.
ProTip: Teachers can add multiple activities to a single FlexTime period under their My Activities view. This feature simplifies managing multiple distinct classes inside one time block.
Troubleshooting
Troubleshooting
Issue: An added activity template does not display inside a FlexTime period
Solution: If an added activity template does not display inside a FlexTime period, verify that the primary teacher assigned to the template matches the period schedule.
Navigate to FlexTime > Activity Templates, click the edit pencil icon on the template, and confirm the primary teacher assignment. If the primary teacher is correct, ensure that the activity has not reached its scheduling limit or registration conflict thresholds set by your school administration.
FAQs
FAQs
Can I limit how many students join my FlexTime activity?
You can limit the number of students who can join your FlexTime activity by entering a number in the Seats Available field when creating or editing your activity template. Once that number of students registers, the activity displays as FULL across the platform and no additional students can join.
Can a teacher host more than one activity during a single FlexTime period?
A teacher can host multiple activities during a single FlexTime period to manage separate student cohorts or classes simultaneously within one time block. To set this up, select multiple activities under the My Activities section when configuring the active period.
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