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# [Class Schedule - app for managing extracurricular activities](https://intum.com/help/inconnector/class-schedule-app-for-managing-extracurricular-activities.md)

Class Schedule is an app for managing extracurricular activity timetables - remedial classes, tutoring, after-school activities. You add teachers, students, classes and rooms, create a weekly schedule, and the app automatically calculates costs for a selected period and shows breakdowns per teacher, class and activity type.

Activities from the schedule are created as events in the Calendar module (in a calendar named "Extracurricular Activities") - so they are also visible in `/calendar` alongside other company events.

## What it's for

- Schools and educational institutions that run extracurricular activities (e.g. based on student assessments) and need to track teacher hourly costs.
- Tutors and private schools - creating a weekly schedule and monthly reports for parent invoicing.
- Any institution with recurring classes with different instructors that needs to know how much to pay teachers or invoice students.

## Getting started

1. Go to `Account > Apps & Add-ons` and install **Extracurricular Class Schedule**.
2. Open the app - on first launch it will automatically create the necessary reference databases (classes, rooms, teachers, students, activity types, bell schedule) and the "Extracurricular Activities" calendar.
3. You can load sample data (school scenario or tennis tutor scenario) to see how it looks with actual classes.
4. Fill in your own reference data - from teachers and their hourly rates, through students and classes, to activity types and bell times.
5. Go to the **Weekly Schedule** tab and start creating your timetable.

## Reference databases

The entire app is built on six simple reference databases. You edit them in the **Reference Data** tab:

- **Classes** - list of classes (e.g. 1A, 2B, "Evening Group").
- **Rooms** - rooms where activities take place.
- **Teachers** - instructors along with their hourly rate. The rate is used to calculate activity cost.
- **Students** - student name + assigned class.
- **Activity types** - activity category (e.g. speech therapy, mathematics, English) with optional color on the list.
- **Bell schedule** - dictionary of lesson times (lesson number + start/end time). This way, when adding an activity you select "4th lesson period" and the app automatically converts it to the actual clock time.

## Weekly schedule

The **Weekly Schedule** tab shows five consecutive working days. You can navigate week by week, forward and back.

Adding an activity:

1. Click **+ Add activity** next to the desired day.
2. Select the activity type, teacher, class, room, student (optional), and lesson period from the bell schedule.
3. Cost is calculated automatically from the teacher's rate and the activity duration.
4. Save - the activity appears immediately on the list and in the calendar.

You can **edit**, **copy** (to the same day or a different date), and **delete** each activity. There's also a **Copy entire week to following weeks** button - which speeds up scheduling repeating activities for an entire semester.

Events from the schedule are one-off (specific date and time). If activities change from a certain week, you simply edit the specific events in that week - this won't affect earlier entries.

## Cost report

The **Report** tab shows total activity costs for a selected period. By default, the date range is the **current month** (1st to last day) - just click **Generate report** to see the summary.

You can of course select a different range (e.g. a full semester).

The report shows three breakdowns side by side:

- **Per teacher** - how many activities and how much each instructor earned.
- **Per activity type** - cost distribution by type (speech therapy, mathematics, etc.).
- **Per class** - how many activities and their cost per class.

Clicking a row opens the **component list** - specific activities that make up the total (date, time, teacher, class, cost). Useful when you need to present an invoice to a teacher or school.

The total amount and number of activities for the period are shown at the top.

## Billing - two directions

The same report can be used for two completely different billing purposes, depending on which side you're looking from:

- **Cost for teacher (payable)** - the per-teacher view shows how many hours each instructor worked in the period and how much needs to be paid. The school has a ready summary for a bank transfer or invoice from the teacher.
- **Student cost (amount due)** - the per-class view and drill-down to the activity list shows how much activities cost for a given group or specific student. The tutor or school uses this to invoice parents for the month.

By default, the activity amount comes from the teacher's rate - if students pay a different amount than what the teacher receives, you can manually override the cost for a specific activity. Then the per-teacher report shows their rate, while the per-class report shows the student fee - from the same list of events, in one application.

## What appears in the Calendar

Each activity from the schedule is simultaneously an event in the "Extracurricular Activities" calendar in the Calendar module. You can view it there (e.g. in month view) alongside other company events. Each event stores a complete **snapshot** of the activity data (teacher name, class, activity type, cost) - so the report works even if you later delete a student or change a teacher's rate. Historical activities retain the cost from when they were created.

The "Extracurricular Activities" calendar is created automatically on first app launch - you don't need to set it up manually.