Instructors

Instructors teach activities. It is recommended that instructor information be entered prior to entering your activities.

You can attach one or more instructors to an activity.

ACTIVE Netwill come with one instructor pre-entered, called Staff. This instructor can be used as a default for activities where the instructor is not known.

Instructor contracts or labels can be printed and the Instructor Payment Due report can be used to determine what is owing to your instructors.

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Customer Information

Security Information

Instructor Information

Instructor Contract and Payment Due Report Details

Automatically Add Instructors to the following Activity Types

Instructor Skills

Prerequisite Components

Prior to creating instructors, the following data points must be configured:

Location

Click Administration > Registration Settings > Instructors.
Search for and select an instructor.
Click Change Details.

Adding and Modifying

To add

From the Instructor List or Instructor Search page, clicking Add New brings you to the Customer Search for Instructor page where you can do a customer search for the instructor from the list of existing customers. If the instructor is not in the customer list, clicking the New Customer link brings you to the Change Instructor Detail page, allowing you to create a new record.

To modify

From the Instructor List page, click an underlined instructor Name to go to the Instructor Functions page, where you can Change Instructor Details.

Clicking the Access My Account link displays the Account Options page for the selected instructor.

On Change Instructor Detail page, you will find the following input fields with the option to Save or Delete the record at the bottom of the page:

Name of Field	Type	Description
Customer Information
Customer Title	Dropdown list	Select the title for the instructor: Dr Hon Miss Mr Mrs Ms Sr. The Right Honorable
First, Last Name	Text	The name of the instructor. Required.
Legal Name for Payroll	Text	(Optional) If the instructor's legal name is different than their preferred name (above), enter the legal name here. Note: The legal name is only used for payroll processing (Instructor Payment Due report and Instructor Payment History report). The instructor's preferred name appears elsewhere.
Add / Change Image	Hyperlink	Clicking this link opens the Take Photo page where you can: Select a camera: Select this button to choose a camera for pass card production. The Select Source dialog box opens where you can select a camera from the Source list. Note: A camera needs to be attached to the workstation for this feature to work. Upload Picture: Select this button to select a .jpg file from your local folder. Take Photo: Select this button to take the customer's picture using the camera selected.
Street	Text	Street address of the instructor. Clicking the binocular icon will open the Select Street page, where a street could be selected. Required.
Country	Dropdown list	Country of the instructor's address. Note: This field only appears if the Allow international addresses option is selected in System Settings - General. If a country is selected whose states are not in ACTIVE Net's database (for example: Afghanistan), the dropdown list for states disappear, and a text box will appear in its place, where you can manually enter the name of the state, and the State field will no longer be a required field.
City, State, Zip Code	Dropdown list/Text	City, state, zip or postal code of the instructor. Required.
Geographic Area	Dropdown list	Geographic area the instructor resides in, as selected from a predefined list.
E-mail Address		Email address of the instructor.
Home Phone	Numeric	Home phone number of the instructor. An area code is required, but the extension number is optional. Either the Home or Work Phone required.
Work Phone	Numeric	Work phone number of the instructor. An area code is required, but the extension number is optional. Either the Home or Work Phone required.
Cell Phone	Numeric	Cell phone number of the instructor.
Pager Phone	Numeric	Pager number of the instructor.
Fax	Numeric	Fax number of the instructor.
Other Phone	Numeric	Other phone number of the instructor.
Gender	Dropdown list	Gender of the instructor, as selected from a predefined list.
Date of Birth	Date	Birth date of the instructor; entered in month, day, year format or by clicking the calendar icon and selecting a date from the pop-up calendar.
Customer Type	Dropdown list	Customer type assigned to the instructor. Customer types are the primary method of dividing the instructor base for facility charges. The charge matrix assigns specific fees to each customer type.
SSN	Numeric	Enter the instructor's Social Security Number. To change the wording for the SSN (for example, if you use the field for another type of customer number), see Wording Configuration. To specify the length and type of the number (alphanumeric or numeric only), see General Defaults.
Resident?	Checkbox	Select this checkbox to indicate that the instructor is a resident.
Proof of Residence Expires	Date	If instructors must provide proof of residency for certain tasks or transactions, enter the date when the instructor's residency status expires. Note: To view this function, you must select Resident.
Special Handling?	Checkbox	Select this checkbox if staff needs to be notified that the instructor requires special handling. If selected, an alert siren icon would be displayed when the instructor is booked. Clicking the icon will display the customer's alert notes (notes, medical alert, general alert).
Promotional Postal Mail?	Checkbox	Select this checkbox if the instructor agrees to be included in the promotional emailing list.
Head of Household?	Checkbox	Select this checkbox if the instructor is the head of the household. This is used as criteria for mailing lists and reports.
Promotional Email?	Checkbox	Select this checkbox if the instructor agrees to be included in the promotional emailing list.
Membership Overusage?	Checkbox	Select this checkbox to flag membership punch cards that have been used over the number of allotted punches. Note that instructors can also be customers. This functionality is not related to the 'instructor' functionality, but to the instructor as a customer.
Site	Dropdown list	Site where instructor is assigned, as selected from a predefined list. Selecting All Sites will return a list of instructors from all sites. Selecting a specific site will return a list of instructors for that specific site only. Notes: If you select All Sites, then staff can select the instructor for any site; regardless of their 'Customer Multi-site permission'. To enable the Site dropdown list (to limit instructors to specific sites), from the Administration tab: Click Web Admin > Active Staff. Under the Miscellaneous Options section on the Active Staff page, select the Enforce Site Specific Customers checkbox. Click Save. The Site dropdown list appears on the Change Instructor Details page.
Notes	Text	Additional notes about the instructor that will be displayed on the customer (public access) site for customers browsing activities. Notes could include information about the qualifications of the instructor.
Medical Alert	Text	Medical alert notes for the instructor that can be printed on the roster. Also displayed when a special handling instructor makes a transaction (for example: allergies, special medical instructions).
General Alert (Staff Use Only)	Text	Alert notes for the staff that are displayed when a special handling instructor makes a transaction (for example: Do not accept checks from this customer).
Security Information
Login Name	Text	Login name of instructor for online access to the customer (public access) site.
Password	Text	Password for online access. Type the same password again for verification. Case sensitive.
Question	Dropdown list	Security question to be asked if instructor forgets password and requests a new one. If answered correctly, a new password will be e-mailed to the instructor's e-mail address. If instructor selects Write your own question from the dropdown list, the Specify Your Question text box will be displayed below the question option. Allow the instructor to edit the question in the text box.
Answer	Text	Answer to the security question. Type the same answer again for verification. Case sensitive.
Instructor Information
Employee Number	Number	Enter the instructor's employee number, assigned by the company.
Payrate Code	Number	Enter a numeric payrate code for the instructor. Use this function if the instructor does not have a role (and thus role payrate code) assigned.
Company name	Read only	Name of the company that the instructor is representing. With some agencies, it is a company that the agency has a contract with, rather than the instructor. Clicking the binocular icon will open the Company Search page, where a company can be selected. Click the Remove button to deselect a company.
Company Employer ID Number	Text	Federal Tax ID Number used to identify the business.
Can be Scheduled?	Dropdown list	Select the type(s) of activities the instructor is available to teach: Regular Activities only Private Lessons/Bookings only Regular Activities and Private Lessons/Bookings
Bio Description	Text	Text to describe instructor background information.
Prevent Further Use?	Checkbox	Select this checkbox to retire the instructor record so that it does not show up when attaching instructors to activities.
PFU as of	Date	Specify a date to retire the instructor record. Notes: This option is only enabled if the Prevent Further Use? option is selected. You can enter a past date only if the instructor has no existing attendance records on or after that date.
Allow Online Administration?	Checkbox	Select this checkbox to allow instructors to access services on the customer (public access) site. This includes the ability to view and modify activity rosters and attendance sheets, and to email activity participants. To control whether payment information (for example, fees, discounts and financial aid for students) is displayed on the Online Roster-expanded report, use the Include Payment Information dropdown list. To display the payment information in the report, select Yes. To omit the payment information in the report, select No.
Include Payment Information? (For online reports and email)	Dropdown list	Specify whether or not this instructor can see payment information on the Roster - Expanded report. This option also determines whether or not this instructor can see or include Account Balance or Credit information in the emails that the instructor sends to students from the public site > Instructor Information section > Email Participants.
Email registration notification	Checkbox	Select this checkbox to email the instructor when participants are registered in activities assigned to him/her.
Allow Online Availability Confirm?	Checkbox	To allow this instructor to confirm their availability hours on the public site, select this option. To allow this instructor to view their availability hours on the public site but not confirm them, disable this option.
Qualifying Activities for Email Registration Notification Select individual activities or activity related criteria for which this instructor will receive email registration notifications. (To receive email registration notifications for all activities and activity-related criteria assigned to this instructor, leave these fields blank.) Add items for one of the following: Activity Department Activity Category Activity Type Activity Skill To further restrict email registration notifications to only private lesson registrations where this instructor is the assigned instructor, select Private Lesson Booking Only. Note: You can override these email registration notifications on the Activity Instructors page.
Exclude from Payroll Calculations?	Checkbox	Select this checkbox to exclude the instructor from payroll (for example, use this option for instructors who are internal staff). Also see Activity Instructors.
Public Information?	Checkboxes	Select the checkboxes to display them as part of instructor personal information on the customer (public access) site.
Instructor Contract and Payment Due Report Details
Print Company Information?	Checkbox	Option to have the company information print on the Instructor Contract and Instructor Payment Due reports. This includes company name, address and phone number. The company EIN number will also be printed (this is Federal Tax ID Number used to identify the business). This will only be enabled if an instructor is attached to a company. Note that either Print Company Information, or Print Instructor Information must be selected, or an error message will be displayed.
Print Instructor Information?	Checkbox	Option to have the instructor information print on the Instructor Contract and Instructor Payment Due reports. This includes the instructor's address, phone number, and SSN. The instructor's name will always be printed. Note that either Print Company Information, or Print Instructor Information must be selected, or an error message will be displayed.
Contract Header	Text	The text that will be printed in the contract header for this instructor.
Contract Footer	Text	The text that will be printed in the contract footer for this instructor.
Automatically Add Instructors to the following Activity Types
Available	Listbox	List of available activity types that can be assigned to the instructor. An instructor may have multiple activity types and an activity type may have multiple instructors. To attach an activity type to an instructor, select the desired activity type, then click the right-arrow button to add it to the list of activity types assigned to the instructor.
Selected	Listbox	List of activity types that are attached to the instructor. To remove an activity type, select the desired activity type, then click the left-arrow button to remove it from the instructor's list of attached activity types.
Only add to activities with skill matches?	Checkbox	Select this checkbox to only add instructors to activities with skill matches.
Instructor Skills
Available	Listbox	List of available instructor skills that can be attached to the instructor. An instructor may have multiple skills, and a skill may be attached to multiple instructors. To attach a skill to an instructor, select the desired skill, then click the right-arrow button to add it to the list of skills attached to the instructor.
Selected	Listbox	List of skills included in the instructor's skill set. Select a desired skill, then click the left-arrow button to remove it from the instructor's skill set.