Defining session locations

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Defining Session Locations

Session locations help organizations clearly identify where a class, tutoring session, workshop, consultation, or event will take place. Whether your operations are completely virtual, fully on-site, or hybrid, setting up accurate locations ensures students, instructors, and administrators always know where a session is happening.

The Locations module within the Calendar & Sessions settings allows Admins to create, edit, or remove session locations that can later be used across all session types.

1. Why Defining Locations Matters

Clear location setup helps you:

  • Maintain consistent naming across all scheduled sessions.

  • Distinguish between on-site, virtual, and off-site sessions.

  • Improve session reporting and filtering.

  • Help instructors and students quickly identify where they need to be.

  • Support multi-branch or multi-center organizations by listing each physical site.

Locations can represent anything from a training center, a virtual meeting space, a school campus, a student’s home, or even special event venues.

2. Navigating to Locations

  1. Go to Calendar & Sessions from the left navigation panel.

  2. Click Locations.

3. Adding a New Session Location

Administrators can create new session locations to match organizational needs.

How to Add a Location

  1. Go to Calendar & Sessions → Locations.

  2. Click the Add Location (+) button.

  3. Fill in the required details:

    • Location Name (English)

    • Location Name in Arabic (optional for bilingual setups)

  4. Click Save.

Examples of Locations You Might Add

  • Main Training Center

  • Dubai Academic Campus

  • Student Home Visit

  • Virtual Meeting (Zoom, Google Meet, Teams)

  • Conference Room A

  • Library Study Hall

By defining these once, instructors can select them easily during session scheduling, preventing errors and inconsistencies.

4. Editing an Existing Location

If a location name changes or needs updating:

Steps to Edit

  1. Open Calendar & Sessions → Locations.

  2. Click the three-dot menu next to the location.

  3. Select Edit.

  4. Update the English or Arabic name as needed.

  5. Click Save.

Use Case Example

  • Rebranding “MindBase Center” to “PrepBase Learning Hub”.

  • Updating “Virtual Meeting” to include a specific platform name.

  • Refining location names for clarity (e.g., “Room 12B – Math Lab”).

5. Deleting a Location

Locations can be removed if they are no longer in use.

How to Delete

  1. Navigate to the Locations list.

  2. Click the options menu (⋮) on the right of the location.

  3. Choose Delete.

  4. Confirm the action.

6. Activating or Deactivating Locations

Each location includes a status toggle that allows Admins to control availability without deleting the record.

Why Use Status Controls?

  • Temporarily disable locations during renovations or closures.

  • Hide locations not yet ready for use.

  • Prevent instructors from selecting outdated or inactive sites.

Locations marked as inactive will not appear in the session scheduling dropdowns.

7. How Locations Integrate With the Scheduling System

Once defined, locations automatically appear across all relevant modules:

  • Session Type definitions

  • Creating or editing a session

  • Calendar views (daily, weekly, monthly)

  • Filtering sessions by location

  • Reports related to center usage or instructor load

This ensures operations run smoothly and consistently.

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