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Classes and Semesters ​

Classes are organized by semesters (e.g. Spring 2026, Fall 2026). Each class offering is tied to one semester. You create semesters first, then create classes and attach them to a semester, assign instructors, and set capacity. Used by: Admin and Super Admin. Instructors usually work from https://admin.uibeta.org/instructor (their assigned classes and rosters), not from the full Classes list in Admin.

Routes: https://admin.uibeta.org/admin/classes (list), https://admin.uibeta.org/admin/classes/[id] (class detail), https://admin.uibeta.org/admin/classes/new (new class), https://admin.uibeta.org/admin/semesters (semesters list), https://admin.uibeta.org/admin/semesters/[id] (semester detail).

What a semester is and how it organizes classes ​

A semester is a time period used for organizing classes (e.g. Spring 2026, Fall 2026). It controls when those classes are visible and when registration is open. Each class (e.g. “Spanish A2”) is attached to one semester. The same class name in a different semester is a separate product (e.g. “Spanish A2 — Spring 2026” vs “Spanish A2 — Fall 2026”). Enrollments are tied to a specific class in a specific semester.

Creating a new semester ​

  1. Go to Semesters in the sidebar (or https://admin.uibeta.org/admin/semesters).
  2. Click New semester or Create semester (or similar).
  3. Enter the name (e.g. “Spring 2026”) and any dates (start/end) if required.
  4. Save. The new semester appears in the list. You can now create classes and attach them to it.

Create the semester first, then create classes within it. That way you can assign each class to the correct term from the start.

Creating a class and attaching it to a semester ​

  1. Go to Classes in the sidebar (or https://admin.uibeta.org/admin/classes).
  2. Click New class or Create class (or go to https://admin.uibeta.org/admin/classes/new).
  3. Enter the class name and any description.
  4. Select the semester this class belongs to (e.g. Spring 2026).
  5. Set capacity (maximum number of enrollments).
  6. Assign an instructor if applicable (see below).
  7. Save. The class appears in the list and in the semester; members can enroll once registration is open for that semester.

Assigning an instructor to a class ​

  1. Open the class detail page (https://admin.uibeta.org/admin/classes/[id]) or edit the class from the list.
  2. Find the Instructor field (or Assign instructor).
  3. Select the user who will teach the class. They must have the Instructor role.
  4. Save. That instructor will see this class on https://admin.uibeta.org/instructor and can open the class to view the roster and enrollments. You can change or remove the instructor later by editing the class again.

What the full class editor includes ​

On https://admin.uibeta.org/admin/classes/[id] you can manage the whole class product in one place:

  • Schedule — Start/end dates, days of week, and Length (weeks). Changing weeks or days recalculates the default full-course non-member price.
  • Pricing — Read-only breakdown (sessions, full member/non-member totals, member checkout amount). Edit non-member checkout price for mid-term adjustments; use Reset to full course to restore the schedule-based total. There is no member discount % for language classes.
  • Instructors — Primary and co-instructors when supported.
  • Media, visibility, enrollments / roster shortcuts, and other product fields.

Use New class or https://admin.uibeta.org/admin/classes/new for a blank class using the same editor.

Setting class pricing ​

  1. On the Schedule tab, set Length (weeks) and days of week. The system derives session count and auto-fills the full non-member total on the Pricing tab.
  2. On Pricing, review the Members and Non-Members breakdown. Adjust non-member checkout price only if you need a prorated or custom checkout amount.
  3. Save. Member checkout amounts are computed automatically from the fixed per-meeting rates ($25/$15 for most classes; $15/$10 for salsa/dance).

Setting capacity for a class ​

  1. When creating or editing a class, find the Capacity (or Max enrollments) field.
  2. Enter the maximum number of people who can be enrolled (e.g. 15).
  3. Save. Once the number of enrollments reaches capacity, new sign-ups can go to a waitlist if your organization uses waitlists. You can change capacity later by editing the class; the Inventory page shows how many spots are filled and how many are available.

Copying classes from one semester to the next ​

If your Admin supports copy classes or copy from semester:

  1. Go to Classes or Semesters and find the option to copy (e.g. “Copy from previous semester” or “Copy classes”).
  2. Select the source semester (e.g. Spring 2026) and the target semester (e.g. Fall 2026).
  3. Choose which classes to copy (or copy all).
  4. Run the copy. New class products are created in the target semester; you can then adjust names, capacity, or instructors as needed.

If this option is not available, create the new semester and add classes manually, or ask Andrew how copying is set up for your site.

Archiving and Restoring Classes ​

When a semester ends, you can archive individual classes to remove them from the active list without deleting them. Archived classes are moved to an Archive tab on the Classes page.

Archive a single class: On the Classes page, use the row action menu and choose Archive. The class moves to the Archive tab.

Bulk archive all classes in a semester: On the Semesters page, open the action menu for a semester and choose Archive classes. An Archive Classes modal confirms how many classes will be affected. This archives only the classes, not the semester itself.

Restore a class: Go to the Archive tab on the Classes page, find the class, and use the row action Restore. It returns to the active list.

The Archive tab excludes classes from semesters that ended more than 18 months ago (those are hidden from the tab entirely to keep it manageable).

Archiving and Restoring Semesters ​

You can also archive a semester itself once it is no longer active. Archiving a semester does not change the archive state of the classes inside it.

Archive a semester: On the Semesters page, open the action menu for the semester and choose Archive semester. The semester is marked archived and is removed from the active semesters view.

Restore a semester: On the Semesters page, find the archived semester and use the Restore Semester action (or open the Restore Semester modal). It returns to the active list.

Viewing the class roster and exporting it ​

On any existing class detail page (https://admin.uibeta.org/admin/classes/[id]), a Class Roster section shows who is enrolled in that class:

  • A summary row shows the total count broken down by Paid, Reserved, and Waitlist.
  • Below the summary, each enrolled student is listed with their name, email, status, and enrollment date. Click View to open the full enrollment record.
  • Click Export CSV to download the roster as a spreadsheet. The export is disabled (greyed out) when there are no paid or reserved enrollments. The CSV file includes student name, email, status, enrollment date, and instructor name.
  • A View all enrollments → link at the bottom jumps to the Enrollments page pre-filtered to that class.

Relationship between classes, semesters, and enrollment ​

  • Semester — Time period; holds many classes.
  • Class — One offering in one semester; has capacity and an optional instructor.
  • Enrollment — A member signed up for a class; counts toward that class’s capacity and can be enrolled, waitlisted, or cancelled. You manage enrollments in the Enrollments area.

Need help? Contact Andrew.

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