Viewing scheduled sessions and events

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Viewing Scheduled Sessions & Events

The Calendar & Sessions module provides administrators with a complete overview of all scheduled sessions, events, and instructor-student meetings happening across your organization. This area is designed to help you quickly track session timelines, review event details, apply advanced filters, and switch between multiple calendar layouts for better scheduling visibility.

This guide explains how to view pending, upcoming, completed, and cancelled sessions, along with how to open full session details and navigate calendar views.

1. Accessing Scheduled Sessions & Events

To open the schedule:

Left Menu → Calendar & Sessions → All Sessions

You will land on the sessions list view, which displays all sessions in a table format.

The top tabs let you switch between:

  • Pending

  • Upcoming

  • Completed

  • Cancelled

Each tab represents a specific stage of a session’s lifecycle.

2. Pending Sessions

Pending sessions are scheduled but not yet marked as upcoming or completed.

What you can view here:

  • Session date and time

  • Session type

  • Location & location type

  • Category (online, in center, workshop, etc.)

  • Assigned instructor

  • Students

  • Duration

You may click the Date/Time or three-dot menu → View to open the session details page.

3. Upcoming Sessions

The Upcoming tab displays all future sessions in chronological order.

Here, you can quickly scan:

  • When the class will take place

  • Who is teaching

  • Which student(s) are attending

  • Session format (online, in-home, center session)

  • Exact location or meeting link

  • Duration and subject

Opening a session

Click View from the three-dot menu to visit the detailed session page.

4. Completed Sessions

Completed sessions appear under the Completed tab. These sessions contain additional academic and performance insights.

What’s included:

  • Completion date

  • Instructor name

  • Student list

  • Subject/expertise

  • Duration

  • A Completed badge for clarity

Viewing Completed Session Details

Inside the session details page, you can review:

  • General session details

  • Tutor information

  • Student information

  • Action Plans submitted by instructors

Action Plans include:

  • Attendance status

  • Comprehension score

  • Engagement score

  • Topics covered

  • Written session report

  • Any uploaded supporting files

This is often used for monitoring instructional quality and documenting progress.

5. Cancelled Sessions

Cancelled sessions appear under the Cancelled tab and include:

  • Date & time

  • Instructor

  • Student

  • Cancellation badge

  • All general session details

Cancelled sessions do not contain action plans.

6. Creating New Sessions

Admins can create new sessions or events directly from the Calendar & Sessions module. Sessions can be added from both Calendar View and List View, ensuring flexibility in scheduling.

Admins can add a new session using either of the following methods:

Option 1: From Calendar View

  • Navigate to Calendar & Sessions

  • Use the calendar navigation (Month / Week / Day)

  • Click the Add (+) button in the top-right corner

Option 2: From Sessions List View

  • Switch to the List view

  • Click the Add (+) button in the top-right corner

Both options open the Add Session form.

The Add Session form captures all essential details required to schedule a session or event.

Session Details Fields
FieldDescription
Session TypeDefines the type of session (e.g., Tutoring, Counseling). This selection controls session behavior and availability. Required.
Session CategorySpecifies the session category such as Online Session, In-Center Session, or Workshop. Required.
DateThe scheduled date of the session. Select using the date picker. Required.
TimeStart time of the session. Duration is calculated based on default or assigned settings. Required.
Note (Optional)Allows admins to add notes related to the session. Notes can be marked as Private, Public, or Both, controlling visibility.
VisibilityDetermines whether the session is visible publicly or kept private.
Add Attachments / ResourcesUpload supporting files such as worksheets, documents, or resources related to the session. Optional.
Saving the Session
  • After completing the required fields, click Save
  • A success message confirms the session creation
  • The session immediately appears in:
  • Calendar view on the selected date
  • Sessions list under the appropriate status (Pending / Upcoming)

7. Filtering Scheduled Events

At the top right of All Sessions, click the Filter icon to open advanced filtering options.

You can filter sessions by:

  • Students

  • Instructors

  • Session Type

  • Category

  • Location

Click Apply to refine the displayed list.
Click Reset to return to all sessions.

Filters help teams quickly locate sessions for a specific instructor, day, subject, or group of students.

8. Viewing Sessions in Calendar Mode

In addition to list view, the Calendar & Sessions module provides two more visual layouts:

  • Month View

  • Week View

  • Day View

Click the Calendar icon at the top left of the calendar & Sessions to switch between layouts.

Month View

Displays the entire month with color-coded session cards.
Each card includes:

  • Student name

  • Instructor name

  • Session duration

  • Session category

Click any entry to open full details.

Week View

Shows a week-long hourly timeline. Ideal for:

Each card includes:

  • Student name

  • Instructor name

  • Session duration

  • Session category

Day View

Displays all sessions for a specific day in a detailed timeline.

Each card includes:

  • Student name

  • Instructor name

  • Session duration

  • Session category

Perfect for front-desk teams scheduling facilities or for coordinators managing instructor availability.

9. Viewing Tutor/Counselor based sessions

Shows sessions grouped by tutor or counselor depending on the selected toggle:

  • Tutors

  • Counselors

Perfect for front-desk teams scheduling facilities or for coordinators managing instructor availability.

10. Viewing Session Details

Regardless of which view you are in (list, month, week, day), clicking a session opens the Session Detail Page, which includes:

General Details

  • Session type

  • Session category

  • Subject/expertise

  • Student Pricing

  • Visibility

  • Location

  • Location type & value

  • Session Date & time

Instructor Details

  • Tutor/Counselor avatar

  • Name

  • Rating

  • Contact email

Student Details

  • Student name

  • Student email

  • Action Plan (View / Edit depending on session status)

For Completed Sessions:

You can view or edit the full Action Plan containing attendance, scores, topics, reports, and attachments etc.

11. Sync Sessions With Your Own Calendar

In the Month/Week/Day views, a Sync button appears on the top right.

This allows administrators or instructors to sync their sessions with an external calendar (Google Calendar, Outlook, Apple Calendar, etc.), ensuring seamless personal schedule management.

12. Searching for Sessions

Use the search bar available in list view and all tab views to search for:

  • Student names

  • Instructor names

  • Session types

  • Dates

The module instantly filters the displayed sessions.

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