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      Creating FlexTime Periods and Activities

      How to create flex periods and Activities to enable teachers and staff to host flex activities.

      Permission Level | Owner | Manager 

      Minga FlexTime streamlines your flex period management with an intuitive, user-friendly platform. Our centralized dashboard gives you a clear snapshot of all flex periods, including activities, sign-ups, attendees, and absentees - all in one place.

      In this article: 

      1. Create FlexTime Periods
      2. Enable Registration Deadlines
      3. Cloning FlexTime Periods
      4.  View Upcoming Flex Periods 
      5. Create Activity Templates
      6. Assigning Additional Teachers to an Activity
      7. Clone Activity Templates

      Creating your FlexTime Periods

      FlexTime periods are the dates and time frames when your school hosts flex periods. These periods are blocks of time in which you and your staff can add flex activities. 

       
      Copy of Minga Support Mockup
      1. Select FlexTime > Periods
      2. Decide when and how often your school's FlexTime periods will occur.
      3. Click Create Period
      4. Input 'Title', 'Date', and 'Time'
      5. Decide if the Period has a 'Registration/Assignment deadline'.  This is when you wish the class to be locked to new participants joining.  
      6. Toggling on Enable Deadline will give you the option to enter a time of your choice when registrations/ assignments by teachers (or students if the period allows) will not be accepted.
      7. Decide if Teachers/Staff  'Can Add Activities' to that period and toggle on accordingly.
      8. Determine if Teachers/Staff  'Can Unregister Students' for the period.
      9. Toggling off Students Can Register disables students' ability to register for available activities during that Flex Period. Therefore, they will have to be assigned or registered by staff to an activity to attend.

      Registration Deadlines

      Prevent unexpected enrolments by enabling a registration deadline for teachers and students. 

      1. Navigate to the > FlexTime >Periods >Create Period

      2. Toggle on 'Enable Deadline' under 'Permission Settings'

      3. Select the deadline for 'Teacher' and 'Student registrations'

      Flexperioddeadline

      4. When Teachers view their activities, they will see the 'Registration Deadline Alert'

      registrationdeadlinealert

       

      Cloning FlexTime Periods

      When building out your FlexTime schedule, you will likely want to clone your periods to duplicate the sessions for the following weeks. 

      Cloningflextime

      📣 Cloning a FlexTime period will include all activities that have been added to that period.  If you wish to create a standard schedule of activities that repeats every week, first build out one period and add all the activities, then clone the period. 

      1. Go to FlexTime and select the Periods tab
      2. Click Clone next to the Period you want to duplicate.
      3. Edit 'Title', 'Date,' and 'Time' if necessary.
      4. Now you can toggle on/off the option to clone registered and assigned students.

      📣If you are choosing to assign and register students to activities and would like this to also repeat each period, ensure you do this prior to cloning the period. Enable "Clone registered students" and "Clone assigned students" to include these students in the cloned period. 

      View all upcoming Flex Periods

      showflexperiods

      1. To see all upcoming available Flex Periods, go to FlexTime and select the Periods tab
      2. From this page, you can view all other activities that have been added to the periods already by clicking the blue buttons below the All Activities column.
      3. To add your activity, click Add my activity
      4. If you do not have any activity templates created, you will need to go to the Activity Template page to create one.
      addactivity

      Create your Activity Templates

      If you are creating your own FlexTime activities, go to the Activity Templates tab. You can create as many activity templates as you need.

      createactivity

      1. Click Create Activity
      2. Input the 'activity name', 'description', 'activity type', 'location', and 'seats' available.
      3. Restrict who can register if you want to restrict attendance by role, lists, stickers, reasons, groups, grades, or by a specific list of selected people.
      4. Toggle on Allow Students to Register to allow students to self-register for that activity.

      💡  For easier selection, you can sort the Activity Templates by First/Last Name by clicking on these arrows: Screenshot 2025-05-16 at 4.47.26 PM

      Assigning Additional Teachers to an Activity

      For Activities that involve multiple teachers or when the originally assigned teacher is unexpectedly unavailable, you can easily assign additional teachers to the Activity Template to ensure seamless management.addteacherstoactivitytemplate

      1. Navigate to the 'Activity Template' you would like to edit

      2. Select the Add button next to Additional Teachers

      3. Select the teachers you would like to add by searching by 'name' or by 'role'

      📣 Teachers added as Additional Teachers will not have editing ability on the Activity Template; only the primary teacher will have access. 


      Clone FlexTime Activities

      For activities that are similar in structure (such as the same seat limits or student restrictions), you can clone the activity template and then edit it to customize. 
      activitytemplateclone

      1. Navigate to the Activity Template tab 

      2. Click on the box icon next to the 'blue edit pencil' to clone the Activity Template

      3. A clone of the Activity Template will populate, and you can edit the details.