Schedules & classes

Question 1

My classes repeat every week — do I re-enter them every month?

Accepted Answer

No. A schedule is written once as a recurring pattern — weekly (optionally every other week), specific dates each month, or the nth week of each month — and its sessions are then born from that pattern up to the end date you set. Sessions already born can still be touched one at a time: canceled for a holiday, moved to another hour, or handed to a substitute teacher. Time clashes and class capacity are checked when scheduling, not when the teacher is already standing in front of the class. Patterns and sessions are stored separately, and that is what makes changes safe: editing a pattern does not delete sessions whose attendance is already filled in, and canceling one session does not shift the following weeks. All times are computed in the Asia/Jakarta zone.

Question 2

How do I mark a public holiday or a school closure?

Accepted Answer

Holiday dates are recorded once in the tenant panel, and class sessions on those dates are marked canceled — including sessions born from a schedule pattern afterward. The calendar still shows the date as a holiday, not as a day that vanished without explanation. Canceled sessions do not deduct student packs, and if compensation is switched on, the students receive a make-up right. Deleting the holiday date restores those sessions. Klasku chose to create holiday sessions in a canceled state rather than not creating them at all: a session that never existed cannot be restored when the date turns out to be a typo, and a gap in the calendar with no explanation always reads to an admin as breakage.

Question 3

A teacher cannot make it — who arranges the substitute?

Accepted Answer

The teacher reports it from their phone, the admin decides. From that report the admin can appoint a substitute teacher for the session or cancel it; teachers never call off a class unilaterally. The substitute sees the session in their own schedule and can fill in its attendance. If the session is canceled instead, it follows the holiday path: no pack is deducted and parents are informed. A teacher can also withdraw their report while it is still undecided, and the decision is sent back to them. The decision deliberately stays with the admin because one session touches room capacity, other teachers' schedules, and students' make-up rights at once. What Klasku automates is the consequences — restored quota, notifications, and make-up bookings — not the judgment call.

Question 4

How does Klasku stop a teacher from being booked in two places at once?

Accepted Answer

A teacher's availability is judged on the PERSON, not on the class. Saving a schedule that would have one teacher in two overlapping sessions is refused, including when the two classes sit at different branches. Room and class capacity clashes are checked at scheduling time as well, not when the teacher is already in front of the class. What is compared is the hours, so back-to-back classes may still be taught by the same person. Checking at the person level matters for part-time teachers working across branches: a schedule that only knows its own branch will wave through exactly the clash that happens most — and it surfaces on the day of the session.

Question 5

The class is full but people still want in — is there a waitlist?

Accepted Answer

Yes. A prospective student joins that class's queue, and once a seat frees up, staff offer it to whoever is at the front. The offer is sent to the parent through the message channels with a deadline to reply — three days by default, adjustable per offer. An offer not answered by its deadline expires, and the person returns to the back of the queue with the attempt recorded. Offers are always a staff decision, never automatic: a free seat has often already been promised in a conversation the system knows nothing about. Class capacity is guarded from the other direction too — it cannot be lowered below the number of students already active in that class. A capacity smaller than its contents makes every screen that reads it report an impossible state.

Question 6

Can my online classes be managed in Klasku too?

Accepted Answer

Yes. A class is marked as online and stores its own meeting link. On the morning of the session that link is sent to parents through the message channels, so no link drowns in a chat group the night before. Everything else works as in a face-to-face class: teachers still mark attendance, sessions still deduct packs, and an excused absence still grants a make-up right. Klasku does not provide the video room itself — schools use the app they already know. The link lives on the class rather than being retyped every week, so the morning send always uses the same link the teacher holds. Changing it is done once and applies to every session after it.

Question 7

One meeting has to move — does the whole pattern change?

Accepted Answer

No. A session that has already been created can be moved to another time or date on its own without touching the class's schedule pattern, so the following weeks stay where they are. Teacher clashes and capacity are re-checked at its new position. The reverse holds as well: editing a pattern does not delete sessions whose attendance is already filled in. Patterns and sessions are stored separately — that is what makes a mid-semester schedule change safe. A moved session is still the SAME session, not a new one that doubles the deduction from a student's pack. That difference is invisible on the calendar, but it decides whether the balances are right at the end of the month.

Question 8

How far ahead are class sessions created?

Accepted Answer

Around 90 days ahead, refreshed by a daily check, and never beyond the end date of the schedule pattern. The calendar is therefore always filled months out without anyone pressing a button at the start of each month. A class whose pattern only takes effect next month creates no sessions before that date. A class that has ended stops creating new ones by itself. The limited window is deliberate: creating a year of sessions makes every pattern change drag thousands of rows that may never happen. What matters to a school is that the next few months are right — and the rest is born on time.

Question 9

How do I see the whole school's schedule on one screen?

Accepted Answer

Through the schedule calendar in the tenant panel: every session in the school in a monthly view, colored per program so a guitar class and a language class are told apart at a glance, with the color legend on the same screen. A multi-branch school can filter the calendar per branch, and staff restricted to one branch see only that branch. Canceled sessions still appear as holidays rather than disappearing without explanation. Teachers see a narrow version of the same calendar on their phone: only the sessions they teach, in time order. Both read the same data, so a schedule the admin moved at noon is already right on the teacher's phone that afternoon.

Schedules & classes

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