Manage Sessions

Manage Sessions

Edit, reschedule, or cancel class sessions and handle session-related operations.

Time Required: 5-15 minutes per session Module: Timetable User Role: Timetable Manager, Faculty, Admin

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Prerequisites

• Sessions exist in the system
• Appropriate permissions for session management

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View Sessions

Access Session List

1. Go to OpenEduCat > Timetable > Sessions
2. View all sessions in list or calendar view

Filter Options

Filter	Description
Course	Filter by course
Batch	Filter by batch
Faculty	Sessions for specific teacher
Date Range	Sessions within dates
State	Draft/Confirmed/Done/Cancelled
Subject	Filter by subject

Calendar View

1. Click Calendar view option
2. Navigate by day/week/month
3. Click session to view details
4. Drag to reschedule

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Edit Session

Modify Session Details

1. Open the session record
2. Click Edit button
3. Update fields as needed:

Field	Can Edit	Notes
Date	Yes	If not completed
Time	Yes	Check conflicts
Faculty	Yes	Verify availability
Room	Yes	Check booking
Subject	Limited	May affect attendance

4. Click Save to apply changes

Change Faculty

1. Open session
2. Update Faculty field
3. System checks for conflicts
4. Save changes
5. Both faculty receive notification

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Reschedule Session

Move to Different Date/Time

1. Open the session to reschedule
2. Click Reschedule button (or edit directly)
3. Select new date and time
4. Choose new room if needed
5. Provide reason for change
6. Confirm reschedule

Notification

System automatically notifies:

• Students in the batch
• Assigned faculty
• Original faculty (if changed)

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Cancel Session

Cancel a Session

1. Open the session
2. Click Cancel button
3. Select cancellation reason:

Reason	Description
Faculty Leave	Teacher unavailable
Holiday	Unscheduled holiday
Event	Institutional event
Weather	Weather conditions
Technical	Infrastructure issue
Other	Custom reason

4. Optionally schedule makeup session
5. Confirm cancellation

Cancellation States

┌───────────┐    Cancel    ┌───────────┐
│ Confirmed │ ───────────> │ Cancelled │
└───────────┘              └───────────┘

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Bulk Operations

Bulk Cancel

1. Select multiple sessions
2. Click Action > Cancel Sessions
3. Select common reason
4. Confirm bulk cancellation

Bulk Reschedule

1. Select sessions to move
2. Click Action > Reschedule
3. Enter date offset (e.g., +1 day)
4. Confirm changes

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Session Attendance

Mark Attendance from Session

1. Open confirmed session
2. Click Mark Attendance button
3. Attendance sheet opens with:
   • Pre-filled course and batch
   • Pre-filled date and time
   • Student list loaded
4. Mark attendance and confirm

View Attendance Status

Session shows attendance status:

• Attendance Taken: Yes/No
• Present Count
• Absent Count

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Field Reference

Session Record

Technical Field	UI Label	Type	Notes
name	Name	Char	Auto-generated
course_id	Course	Many2one	Required
batch_id	Batch	Many2one	Required
subject_id	Subject	Many2one	Required
faculty_id	Faculty	Many2one	Required
classroom_id	Room	Many2one	Optional
session_date	Date	Date	Required
start_time	Start	Float	Time in hours
end_time	End	Float	Time in hours
state	State	Selection	Workflow state
cancel_reason	Cancel Reason	Selection	If cancelled

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Session History

View Changes

1. Open session record
2. Click Log Note / History
3. View all changes with:
   • Timestamp
   • Changed by
   • Old and new values

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Troubleshooting

Cannot edit completed session

Problem: Edit button not available for done sessions.

Solution:

• Completed sessions are locked
• Contact admin to revert to confirmed
• Create correction entry instead

Conflict when rescheduling

Problem: New time slot has conflicts.

Solutions:

1. Choose different time slot
2. Assign different faculty
3. Use different room
4. Resolve existing booking first

Notifications not sending

Problem: Students/faculty not receiving updates.

Solutions:

1. Verify email addresses
2. Check notification settings
3. Verify email server configuration
4. Check user preferences

Makeup session not linking

Problem: Cancelled and makeup not connected.

Solution:

1. Edit makeup session
2. Add reference to cancelled session
3. Update cancel record with makeup link

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Related

• Create Sessions Manually
• Create Timetable
• Timetable Reports

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Last updated: January 2026