You can manage individual sessions for each club/activity (date, time and capacity), or create and update sessions in bulk for a whole date range or term. This lets you control exactly when a club runs and how many places are available.
Open Sessions For A Club/Activity
Log in to My School Portal as an Admin user.
Click Admin Control Panel.
Click Extra Curricular, then Clubs & Activities.
Open the club or activity you want to manage.
Scroll to the Sessions section.
At the top of the Sessions area, you’ll see:
A calendar under the Sessions heading.
Min Date to Show and Max Date to Show date pickers to control which dates are visible.
Use these to focus on the date range you want to manage.
Add An Individual Session
To add a one-off session or a specific extra session:
In the calendar, navigate to the day you want to add a session on.
Click the plus button on that day.
A window appears with fields for date/time and capacity.
Enter the required details, for example:
Start time.
End time (if shown).
Capacity (leave blank for unlimited, if allowed).
Click Confirm to save the session.
The session is now created for that date and will appear in the calendar.
Edit An Individual Session
If a session already exists and you need to change it:
In the calendar, locate the session on the correct date.
Click the wrench (spanner) icon next to the session to open the management menu.
Update the date, time, and/or capacity as needed.
Click Confirm to save your changes.
The session is updated for that specific date only.
Bulk Manage Sessions
You can create or update lots of sessions at once using Bulk Manage Sessions.
In the Sessions section, click Bulk Manage Sessions above the calendar.
A Bulk Manage window opens, where you can configure multiple options:
1. Create New Sessions On Empty Dates
Create New Sessions For Any Dates Which Currently Have No Session?
Check this box to add sessions on dates that don’t already have a session, using the rules you set below.
2. Update Time And Capacity On Existing Sessions
Update Time And Capacity For Any Dates Which Already Have A Session?
Check this box to update the time and capacity for any day that already has a session, all at once, using the values you set below.
You can tick either or both options depending on what you need to do.
3. Set Time And Capacity
Time Of Session Start
Choose the start time for the sessions you’re creating or updating.
Capacity
Set a capacity if needed.
Leave this blank to allow unlimited capacity (if your process permits).
4. Restrict By Date Range Or Term
Only Add Sessions Between Specific Dates (inclusive)?
Check this box if you want to limit new sessions to a specific date range.
Choose the start and end dates.
The range is inclusive, so both the start and end dates are included.
Add Items Into a Single Term Only?
Tick this box if you want to add sessions into one specific term.
Use the drop-down to select the term.
You can use one or both of these options to tightly control where sessions are created.
5. Choose Days Of The Week
Days Of The Week To Include?
Check the days of the week you want sessions to be added or updated on (for example, Monday and Wednesday only).
This prevents sessions being created on unwanted days.
Apply Bulk Changes
Once you have configured all required options, click Confirm in the Bulk Manage window.
Review the calendar to check the changes (new sessions and updated times/capacities).
When you’re satisfied, click Save Changes in the main Clubs & Activities page to apply everything.
If you do not click Save Changes, the bulk updates won’t be stored.