This documentation refers to an old version of Accudemia 7.0 and has been replaced by Accudemia 9.0:
Accudemia 9.0 - Centers and Rooms

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Centers and Classrooms

Purpose: Create, manage, and delete/inactivate Centers, Classrooms and Location Groups which consist of the Locations you'll be tracking attendance for in Accudemia.

This is also the only place to manage the Services offered by each Center.
How to Access: Administration > Centers & Classrooms

The following image shows how a hierarchical tree list of the Centers, Classrooms, and Location Groups for your College.

Searching for Centers and Rooms

At the left-hand side of the menu, there should be a section titled Search to search for a specific Center, by filtering the search you can find specific centers based on these attributes:

  • Name: The name of the center or classroom you would like to search for.
  • Location types: There are three different types that can be used you can either choose All or one of the following:
    • Center - A Center is the most common type of Location in Accudemia. It is a place where students are asked to select from several options when they visit, set up appointments with staff, and record general visits/hours. Centers can define what Subject Areas and/or Services the Center and Staff can assist with as well. Instead of assigning these to the Center manually, a Center Assignment import may be another option if there are a lot of Subject Areas to be assigned.
    • Classroom - Classrooms are not used very often in Accudemia but can be used if you want to track a scheduled SI class or event that takes place every week at the same day and time during the Term/Semester such as for SI (Supplemental Instruction).
    • Location Group - Location Groups are used to group your Centers and Classrooms as shown below but can also be used to determine system access levels for your System Users through their scope
  • Active/Not Active: Whether the Center/Classroom is Active or not. You can select one or both.

Creating New Locations

To create a new Location (Center, Classroom, or Location Group) just click on the  + New Location  button at the top right corner of the page.

General Tab

  • Location - This is where you select where the Center/Classroom/Location Group is going to be located. It shows where it falls on your College hierarchy, built by your Admins.
  • Type - You can select one of the three options below:
    • Center
    • Room
    • Location Group
  • Name - This is the Name of the type of location you chose. It can be changed if re-branding is necessary.
  • Description - This offers assistance to Users to understand what this type of location does and why they exist.
  • All Subject_Area available - Check this box if you do not want to set each Subject_Area that the Center Staff can help with each Semester.
  • Active - Uncheck this box if you would like to inactivate the Center from being used but need to keep it in the system for pulling reports.
When using Location Groups they must be created first and then Centers and Classrooms should be created inside of these groups. Typically we ask you to think out the hierarchy of the institution because once the Centers and Classrooms are created they cannot be changed or added to another Locations_Group

Subject Areas Tab

Use this section to set up the Subject Areas offered by a Center. Place a check next to every Subject Area you want to offer in your Center and when finished go to the Services tab section.

If you do not have the Subject Areas tab then this means there are too many Subject Areas selected as available in Accudemia, for performance reasons, this will let you know that it has to be set by import. To learn more about importing Center Subject Area Assignments visit Administration > Advanced > Import. If that is still not an option you can simply make the Center Available for All Subjects.

Services Tab

Use this section to set up the Services offered by a Center. A list will show all Services currently configured for the Center, for each row the name, status, and type of Service are shown.

  • Click the  + Add  button to create a new service OR double click on an already existing service to edit it
  • Toggle Active : This option set the selected Service as Active or Inactive. If a Service is Inactive it can only be used for reporting purposes.

This is the Add/Edit Service Screen.

  • Service Name: Defines the name of the Service.
  • Skip Waiting Line: Defines whether the user requesting this Service will be automatically signed-in instead of staying in the Waiting Line(if a waiting line has been configured for this center).

Modalities

Multiple of these can be selected to allow for various ways students can utilize these services.

  • Virtual/Online Appointments: Allows for the appointment to be virtual or online.
  • In-Person/Face-to-Face: Allows for the appointment to be in-person or face-to-face.
  • Remote sign-in Walk-ins: Allows for remote sign-in walk-ins.
  • In-Person/Face-to-Face Walk-ins: Allows for walk-ins to be face-to-face or in-person.
Avoid using Special characters in the Service Name like Ampersand &, Asterisk * or any other



Deleting Locations

Select a Location (Center, Classroom, or Location Group) then click on the Delete button at the top of this page. Confirm the popup message and done!

Do not delete the old Centers if recreating them in a newly created Location Group simply inactivate them by unchecking the “active” checkbox when editing the Center. Inactivating Centers leave them in Accudemia for reporting but will not allow Students or System Users to interact or use it.

Instructional Videos

Please watch these short videos on the following topics:

How to create a Classroom

How to create a Center

How to create a Location

Locations are containers for grouping Centers/Classrooms.


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