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 | Teacher (creating Flex activities)

Minga FlexTime streamlines your flex period management with an intuitive, user-friendly platform. Our centralized dashboard provides 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 FlexTime Activity Templates
6. Assigning Additional Teachers to a FlexTime Activity
7. Clone a FlexTime Activity Template
8. Creating FlexTime Homerooms

Creating your FlexTime Periods

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

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.
   
   

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FlexTime 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'

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

 

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Cloning FlexTime Periods

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.
   
   

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View all upcoming Flex Periods

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.

Permission Level | Owner | Manager | Teacher 

Create your FlexTime 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.

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.

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Assigning Additional Teachers to a FlexTime 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.

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'

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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. 

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.

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Creating FlexTime Homerooms

Select which user lists will be set as homerooms for automatic FlexTime registration. The list owner will become the homeroom teacher for all of the students on the user list, so when a student is 'registered to homeroom,' they will be registered to the FlexTime activity their homeroom teacher is hosting in that Flex Period. 

Single User List:

1. Navigate to People and then select User Lists
2. To select lists one by one, click on the blue edit pencil
3. Toggle 'ON' the setting 'Use as Homeroom'
4. Click Save

Multiple User Lists:

1. Navigate to People and then select User Lists
2. Select the box next to 'Title' to select 'ALL lists', or select specific lists by clicking the box next to the list's title.
3. Select Use as Homerooms