Sport Courses

Last Updated:
Prepared by:
Updated by:

18/11/2014
Chris Stephenson
Benedict Lindley

C O N TE N TS

Section 1: Logging in to Back Office ..................................................................................................................... 2

Section 2: Sports Courses Dashboard .................................................................................................................. 3
Section 3: Configuration of a new course ............................................................................................................ 4
Section 4: Scheduling New Courses ..................................................................................................................... 9
Section 5: Searching for a course ...................................................................................................................... 12
Section 6: Enrolling members ............................................................................................................................ 15
Section 7: Un-enrolling members ...................................................................................................................... 22
Section 8: Creating New Terms for Re-enrolment ............................................................................................. 23
Section 9: Re-Enrolment .................................................................................................................................... 24
Section 10: Publishing a New Term ................................................................................................................... 25
Section 11: Re-enrolment Emails in Sports Courses .......................................................................................... 25
Section 12: Editing Session Attendance............................................................................................................. 27
Section 13: Viewing/Editing Enrolee assessments ............................................................................................ 28
Section 14: Sports Courses Online ..................................................................................................................... 29
Section 15: Using and Configuring My Groups .................................................................................................. 32
Section 16: Sports Course Reports .................................................................................................................... 36

S E C TI O N 1: L O G G I N G

I N TO

B A CK O F F I CE

Section 1.1 Security Tokens

To allow access to the Sports Courses website you will firstly need to have the Sports Courses security tokens ticked
for your Security Group within Security Management in your Legend session. The tokens are toward the bottom of
the list and are in the SC group.

Once these are ticked it will be possible to access the website.

Section 1.2 Login
To access the Legend Back Office Suite go to www.Legendbackoffice.co.uk and you will see the screen below.

Input your Legend username and password and tick the remember me box if you are on a trusted pc. Then select
the login button. If you are logging onto the website for the first time on this workstation then you will be prompted
to select your facility.

You will then be taken through to Centre Admin and you can access Sports Courses by clicking on the swimmer icon
in the top bar.

Please note that dependent on the services used by your company and your access you may be loaded straight into
the Sports Courses Dash Board.

S E C TI O N 2: S PO R TS C O U RS E S D AS H BO A RD
On the home page of the Sports Courses application is a dashboard which will provide you with information on:

Upcoming courses

Courses taking place that day

Legend News

Plus enable you to leave feedback on this application

In the top right of the screen you will see the user logged in as well as the option to change the site and language
you are viewing.

S E C TI O N 3: C O N F I G U R A TI O N

OF A NE W COURSE

In order to set up a new course a number of steps need to be configured first.

Section 3.1 Adding the new discipline
Adding a new discipline is the first step in setting up a new course i.e.: Swimming, Trampoline, Karate etc. This can
be found at the bottom right hand side of the home screen in the Sport Courses module.

Once this is clicked you will be prompted to add the discipline details all of which fields are mandatory; Name,
Description and ensure the box to enable the discipline is ticked. Then click add.

Once all your disciplines are added these will show on the left-hand side of the screen under the heading of
Configuration.

If you need to change the name of a discipline or add information to the description this can be done by clicking on
the pen and notepad icon to the left hand side of the text. Make any changes or additions and then click update.
Once the discipline has been added, click on the one you wish to start configuring in order to extend it. Then select
configuration.

This is where the course details are added which will form basis for the courses to be booked. Competences must be
completed first, followed by Levels and Templates.
Section 3.2 Adding the Competencies

Competencies these are the abilities that a course attendee will be assessed against and expected to complete to
pass. Once you click on Competencies select add new (the plus symbol) at the top right hand side of the screen and
input the mandatory fields. The short code and short name cannot exceed 20 characters. Next enter a description
and choose a grade template. This may be a simply pass or fail. Once this has been completed click save changes
and the competency is complete.

Section 3.3 Adding Levels

Levels is the difficulty level that defines a course and progression path. Once you click on Levels you need to Add
New (the plus icon) on the right hand side of the screen, you will then need to add all the mandatory fields of Name
and Description. All competencies created will be in the available box and any associated with the level must be

moved across to the chosen box by highlighting the competency and using the move arrows. Once all required
competencies have been selected click save changes.

Section 3.4 Adding the course template

You are now ready to add your course template this is where you set your pre-defined fields for the course. Once
you select Template on the left hand side of the screen you need to click on Add New (the plus icon) on the right
hand side of the screen.

Enter a Name, Description and Short Code for the template.

Choose the previously created Level to link with template as well as the Capacity. The Scope of the template must
be input, this will dictate whether it will be available at a global level (at all sites in the company) or only to a specific
group or site.

Any additional competencies can be added which will be included as well as those specified in the selected level.
Choose the booking type, this can be Whole course, Whole course or remaining sessions or Remaining sessions.
The course inventory is the price from Control Panel to be used for your course.

Select the session booking type, this will dictate whether or not drop ins and per session booking will be allowed.
Select inventory items for sessions and drop in. Note that the drop in inventory will not be available if No persession booking is selected in booking type.
Select a location and instructor for the booking to take place in. The options will be taken from bookings and will
show for the site you selected earlier. These will not be possible to select if the scope selected is Enterprise.
Select the number of sessions that will be scheduled.

Finally input the session duration time and default start time.
This now completes the configuration of a new course and you are ready to Add New Course into your Legend
system.
If you have the same course taking place on different days with different attendees for example Little Ducklings on a
Monday / Wednesday and Friday then you will not have to create a new template for each day and time as you can
amend the day of the week and start time when you come to schedule the course.

S E C TI O N 4: S CH E D UL I N G N E W C O U RS E S
Section 4.1 - Adding a New Course
By expanding the Configuration heading on the left hand side of the screen and again expanding the chosen
discipline, you will have the option to Add New Course.

Once a template has been chosen in the top dropdown box all the details and competencies will be pulled through
from the options that were saved in the template. The only exception is the course start date which needs to be
input and will then fill in the day of week. It is possible to change any of the individual options to differ from the
template options.
Once a start date, instructor and location have been selected the course summary will show. If there are any
conflicts then the session or sessions in question will be highlighted in red. It is also possible to add an additional
session by clicking Add Session. This will add a session onto the end of the course matching the options selected for
the previous sessions.

In the examples above the locations are not available so the date, time or location of the course must be changed to
enable you to save it.
The time, date and location for the entire course can be changed on the course setup or changed on an individual
session by clicking on notepad and pencil icon

. This will bring up the details for the individual session.

You can then see the location which is not available and are able to untick it and choose a different location.
By clicking the cross next to an individual session it is possible to cancel that session. An options pop up will then
appear giving the session details as well as the option to either delete the session or delete it and add a new session
at the end of the scheduled course in its place.

Once all changes have been made and any conflicts amended the course will need to be saved using the save course
button, there is one situated at the top and bottom of the screen.

Once the course has been saved its status will change from Template Selected to Created and this will show across
the top of the screen.

Now that the course is at a created state it can be left and you can come back to it later.
From this view it is possible to view the course summary but not to make amendments to it, it is possible to make
changes to the session summary and add sessions.

To make changes to the course summary click the Edit Course button.
This will enable you to make any changes required to the course summary and appears the same as when initially
setting up the course.
Once the course has been set up to your satisfaction select the Schedule Course button
take the course to the next status which is scheduled.

to

Once a course is scheduled all the resources that are used by it will be booked out within the Legend Bookings
system so that nothing else can be booked in its place, the course will not yet be available to book members into.
At this point the course and session summaries can be seen but it is not possible to make any changes, there are
three options for the course at the top and bottom of the screen.

Withdraw will take the course to a withdrawn status, it is not possible to make any changes to the course in this
status.

To enable editing of the course click on the Reactivate button,

to a status of created and will allow editing of all aspects.

this will take the course back

Edit Course will allow you to make amendments to the course and sessions as before.
Publish Course will move the course to the final status of published.

It will now be possible to enrol members onto the course using the enrol button, it also possible to edit the course,
all aspects of the course will be available to edit except the start time, duration and inventory items.

S E C TI O N 5: S E A RC H I N G

F O R A CO U RS E

In order to search for a course simply select the Course Search icon at the top of the home screen.

This enables you to either search for the courses which are on today or search all courses.
You can search via various different filters, i.e.: Course Name, Instructor, Course Status. Then simply select Search.

This will then show all courses matching the search criteria. You can at this point still edit a course if required. Which
will take you back to Section Four.
To see the details or enrol a member onto a course click on the course name which will bring up the course details,
it is also possible to do this by clicking onto Actions and clicking on view or enrol.
Under Actions there is also the option to make a copy, this will make a copy of the selected course and create it at
the first status of select a template with all fields completed to match the existing course so you are able to quickly
schedule a course with the same setup but on a different day for example.
Once a scheduled course has been selected a screen with all the course details can be viewed, it is also possible to
edit the course as before by using the edit button.
Also note, it is possible to export registers for assessment and attendance using the search facility. For example if
you want to print all register for todays lessons, search for all lessons today then click export, per above screenshot.

The three of the four blue boxes at the top of the screen will change what is viewed on the screen as well as
showing course details themselves.
The first box to the left shows the Course name, level, location and instructor and will bring you back to the course
detail screen when selected.
The second box shows the date and time of the next session as well as the full course price and individual session
price.
The third box will show the total number of sessions scheduled and when clicked on will show details of any
remaining sessions with dates, times, instructor, locations and the number of available places.

The forth box shows how many available places there are on the course and clicking on it will provide a list of
enrolees.

By choosing the print drop down on the course screen it is possible to print registers for your course.
The attendance register will give the attendees name, membership number, DOB, any
medical information and then boxes for the individual session to check off attendance.
The assessment register will show the course attendees along with the competencies set
against the course. The competencies on the register pull from the competency Name
as entered during initial set up.

S E C TI O N 6: E N R O L L I N G

M E M BE RS

Section 6.1 Enrolling Members on the Sports Courses Website

To enrol a member on a course click on the enrol button.
This will bring up a search box which allows you to search for members based upon one of five criteria.

If your search brings back more than one member then the members listed will include the first line of the members
address as well as their post code to help differentiate them.
Once the member is selected any prerequisites for the course that the member does not have will show, you will
then have the option to assess all (marking them as passed). Click on any criteria which have been passed and select
Assess Selected, there is also the option to Ignore All. If the course does not have any prerequisites then this will not
show.

The next screens content will depend on which if any competences are selected, if all are input as passed then the
below screen will show and ask which instructor has assessed the enrolee.

If the ignore option is selected then the following screen will show giving the option to enter free text notes against
the criteria.

Once the above has been confirmed you will be taken to the next screen where you will choose whether to book the
member onto the whole course or selected session (this will depend on the set up of the course).

Clicking select for whole course will take you to the following screen with details of the sessions and the option to
Book and Finish.

Clicking Book and Finish will book the member onto the class and apply a charge against their account in Legend to
be paid off.
Entering an email and clicking on book and email will add a charge to the account and send an email with a payment
link to pay the amount.

Choosing Drop In will take you to the following screen where you will highlight in green the sessions the member
wishes to book onto.

Once select sessions are clicked another screen will appear with details of the selected sessions and the price based
on the drop in inventory and the amount of sessions selected.

Clicking Book and Finish will book the member onto the class and apply a charge against their account in Legend to
be paid off.
Entering an email and clicking on book and email will add a charge to the account and send an email with a payment
link to pay the amount.

Section 6.2 - Enrolment in Front of House

Within Front of House sports courses will show as an additional folder within the bookings tab.

Once this folder is opened you will see a folder for each of the disciplines and once this is opened you will see a
folder for each of the Levels that have been created within Sports Courses.
Above the level folders are four options to specify the range of courses you view.

Once a level folder has been selected this will show the courses within, this will show the day the course takes place
as well as the start and finish time. Clicking on a course will bring up more details for the course across the bottom
of the screen.

Like with all bookings you will need to have a member in the passport to book into the course and you will then be
able to click on the Enrol Member button.
This will bring up a pop up box where you can select what the member will be booked in for, the options will depend
on whether there is availability for all session, whether the course has already begun and whether or not drop ins
are permitted.

Once one of the options is selected the price will appear in the basket and can be paid off in the normal fashion.

Section 6.3 Moving members on the sports courses website

To move members from one course to another or a new discipline you must first go to the course they are currently
enrolled on and go to the enrolee list. Clicking on Actions next to the relevant member will bring up the options
including Move course.

This will then bring up a box search much like the one for members only it is used to search for the new course or
discipline to move to.

The search can be run against course name or short code as well as being filtered by Discipline or Facility.

Once a course or discipline is selected the next screen will show any difference in value between the two courses.

At this point it is possible to override any difference in price assuming the user has the security token
SC_CANOVERRIDECOURSEMOVEPRICE.
Clicking on Complete Move is the final step and will take you back to the course register which will now be minus
the moved member.

Section 6.4 Moving members to a different course or discipline in Front Of House

Find the course in Front Of House that the member is currently enrolled on. This is done in the same way as

enrolling a member onto a course. First click on

then the name of the course. This will bring up the

enrollees for the sports course. Highlight the member you would like to move and Click on
screen will appear below:

. The

Find the course or the discipline you would like to move the member to and click on the course. The course will then
turn to red and the Enrol button will become available to click on. Click on the Enrol button to move the member to
the course. Legend will then charge the member for the new course or discipline. This can be paid off in the usual
manner in Front Of House.

S E C TI O N 7: U N - E N R O L L I N G

M E M BE R S

Section 7.1 Un-enrolling Members through Front of House

Browse to the Sports Course that you would like to un-enroll the member(s) from. This is done in the same way as

enrolling a member onto a course. First click on

below:

then the name of the course. This will bring up the screen

Highlight the member you would like to un-enroll from the course. Click on the
member will then be un-enrolled from the sports course.

button. The

S E C TI O N 8: C RE A TI N G N E W T E R M S

FOR

R E - E N RO L M E N T

With the Sports Courses website it is possible to quickly schedule entire course terms, this will be especially useful if
you run the same or similar course timetables from term to term. The new course term copies the course
configuration. This means if you have made any changes to any sessions, these will not be carried over to the new
course term.
To create a new term select configuration followed by the discipline you are scheduling the term for and click on
Add New Term.
The next screen will show all you currently scheduled courses, creating a new term generates a set of courses with
the same characteristics as the selected ones, but a number of weeks in the future. The number of weeks is set in
the box below the help text. On this Screen will also be an edit Courses button. This will allow the user to edit the
course before creating the new term.

Select the courses you wish to enter into the new term by either using the select all button or checking each course
in the new term column. Enter how many weeks you would like to move the selected courses forward by (the
number of weeks it is moved forwards takes from the original courses start date) and click Create New Term, this
can take a few moments based on how many courses you are scheduling.

On this page you can amend the resources required for a course, duplicate a course, and remove courses which are
not going to be required. Any conflicts will show in red the same as when creating a course from scratch. Once you
are happy that these are the courses you want and there are no conflicts you can schedule them.

The term is now scheduled and ready to publish. As before this means that any resources associated with the
courses are booked out but the courses are not yet available to book.

S E C TI O N 9: R E -E N RO L M E N T
Now that the course is in the scheduled status it is possible bulk re-enrol members from the previous course.
To do this go to the previous course and click on the forth box at the top to see the course Enrolees, you will see
that there is a Re-Enrolment button.

Clicking on this will bring up the list of enrolled members.

From here you can select what is going to happen with this member with the New Level drop box.
The options are:

Dont Know

No Move (Same Level)

Expect To Leave
The other options will be the Levels that are created within your Sports Courses.
If dont know or expect to leave are selected then the course column will be blank, the other options will return
options of scheduled courses for the member to be booked on to.
It is then possible to click on the stage showed and view available courses for that level.

Once all enrolees have been set to the correct status and correct courses to be enrolled onto have been selected
click complete and a pop up with the members that are to be enrolled and the details of the course will show for
confirmation.

Click confirm and the members will be booked on the new term. The members are marked as provisional by default.
The user can change the enrolee to accept by browsing to the enrolee, viewing their current course and clicking
actions next to the appropriate course name. If the user has the security token
SC_CAN_SET_ENROLMENT_PROVISIONAL can change the enrolee back to Provisional, following the same process
as before.

S E C TI O N 10: P U BL I S H I N G

N E W T E RM

You can now go back to your scheduled course to publish it, you can find it under the discipline and will see Edit
Future Term.

Clicking Publish will publish the term so it will be bookable.

A pop up will appear warning to re-enrol preferential enrolments before making the term available to the public,
tick to confirm and click publish and the term is completed publish and ready for enrolment.

S E C TI O N 11: R E - E N R O L M E N T E M AI L S

IN

S PO R TS C O U RS E S

The member will retrieve an email when they re-enrolled on to a sports course. The email will contain the
information below:

The member will be presented with the 3 options above and will need to select the correct one. If the course is
chargeable, they must pay online when they click on Yes, please re-enrol me or Re-enrol me on a different
course. The member will be marked as accepted once they have paid for course. If the course is free for the
member, they will be marked as accepted straight away.

S E C TI O N 12: E D I TI N G S E S S I O N A T TE N D AN CE
You are only able to edit the attendance for previous sessions in a course. Its not possible to edit attendance for
future session in the course. Find the sports course on the website using the course search function. Click on the

name of the course to open the course details screen. Click on

sessions.
Clicking on

to see a list of the future and previous

next to the relevant session will bring up the options including Attendance.

The next screen will then show a list of attendees for the session:

You can update the attendance by clicking on present, absent or late next the member. Unknown will be next to
each of the members by default. The OK button will appear in the window once you have updated the attendee(s)
status. Clicking on OK will take you back to the session screen. You will only be able to do change the attendance
status if you have security token SC_CAN_EDIT_SESSIONS ticked.

S E C TI O N 13: V I E W I N G /E D I TI N G E N R O L E E

AS S E S S M E N TS

Find the sports course on the website using the course function. Click on the name of the course to open the course

details screen. Click on

to view the list of the enrolees for the course. Clicking on

relevant name will bring up the options including Assessments.

option will bring up screen below:

next to the

Clicking on the assessments

Click on
next to the relevant competency to make any necessary
changes. The green Ok button will become visible if you make any changes to the enrolee competency. Clicking on
OK will take you back the Enrolees Screen.

S E C TI O N 14: S P O RTS C O U RS E S O N L I N E
Section 14.1 Turning Sports Courses on in CMS
A setting in CMS will need to be turned on for sports courses to be used in the online website. Please contact the
Legend Support team to enable this function.
The menu below will then be viewable on the left hand side of the My Home Screen in the Members Portal online.
This contains View My Courses, View My Achievements and View My groups.

Below is an overview of each one:

View My Courses This will show the courses the member booked into and the details for each course.

View My Achievements This will show the member progress towards the competencies for the course.

View My Groups This will show the groups the member is currently Administrator of and ones the
member has been added to.

Upon clicking
the user will see a list of courses the member is currently and
previous courses is enrolled in. Various information will display, along with the details of the competencies.

The Competencies will be displayed in the form of a coloured bar. The colour can vary depending on the number of
competencies passed, failed and not assessed. A colour guide is below:

Green Passed
Grey Failed
Yellow Not assessed
Clicking on the View Details will bring up the Assessments and sessions menu for the course. This will enable the
member to find out detailed information about the course the member was/is enrolled in.

Clicking on the
will bring up the screen detail information on either the member attendance or the
assessments for the selected course.

This shows the result of the assessments, the date and the type.

Sessions will show the attendance for each session and which competencies was passed on the day.

Clicking on the My Achievements will bring up the following screen:

This section will show the members progress towards passing the course competencies on the courses the member
is enrolled on.

Clicking on

will bring detailed info on the course the member is enrolled on:

S E C TI O N 15: U S I N G

AND

C O N F I G URI N G M Y G RO U PS

Section 15.1 My Contact Groups Explained

Legends Online Contact Groups brings many important new features to your website. Firstly parents/guardians can
create an online account from which they can associate (a comprehensive authentication process applies) their
childrens profiles to their own. This allows parents to check progress of their childrens progress through their
chosen course, see achievements/awards, check attendance, check date and time of upcoming lessons and pay for
future courses.
Section 15.2 My Contact Groups Security Tokens
There are a number of security tokens associated with contact group functionality in Front Of House. These are
displayed below:

The user will need to have the relevant token selected to perform the task associated with the token function.
Section 15.3 My Groups Online Configuration
There is a setting that needs to be turned on in CMS for the menu to appear on the member website. The setting is
called Enable contact groups. This is set to off by default. The My Groups Option will appear on the left hand side
of the My Home Screen once this is set to On and will display as shown below:

There is also an optional setting that can be turned on. The setting is New group member requires approval and
can be found in the General Config menu. This marks any contact which has been added to the group by the group
administrator as not approved until this has been approved in Front Of House.
Section 15.4 My Groups Online
Clicking on My Groups will bring up the list of groups the member is an administrator of. This will also show any
other groups the logged in member is a part of. What you can do in the group will vary depending on whether you
are an administrator or not.
Group Administrators will be able to create new groups, add members to their group and edit the group itself. They
will also be able to see payments due against members and pay off balances online.
Clicking on My Groups will bring up the screen below:

Click on the View Member button to view the members of the group. Clicking on Add Member will add a member to
the group. Initially you will need to provide the membership number or card number for the member you wish to
add to your group. Following this, you will need to provide 2 additional authentication criteria. These can include,
phone numbers, date of birth and address information. The information requested will be dependent on the data
held on the member record. If sufficient information is not available, the member will be prompted to speak to the
leisure centre.
The administrator of the group will be able to view attendance, assessments, awards and pay for courses of
members in their group.
For organisations who require enhanced authentication, it is possible to implement an additional security check
before the member is added to the contact group.
This feature requires an addition check at reception a member of your staff must authorise the request to add a
member to the group.
To enable this additional step, turn on the following setting in CMS:

Members can still be added to groups per the above instructions, however they will be shown as unapproved until
they have been approved via Front of House:

To approve the relationship in Front of House, you will need to search for the member who is to be added to the
group. An outstanding event will be present in Member Control. Click the tick button.

A dialog box showing the details of the administrating member will be shown along with a photo allowing you to
validate the relationship. Clicking on approve will complete the process.

Section 15.5 Create Contact Groups in Front Of House

Any changes made to the contact group will be reflected online in the My Groups menu.
Find the member (who you want to be the administrator of the group)in Front Of House by searching the member
or scanning the membership card. This will put the member in the passport. Click on Member Info. The standard
tabs will appear on the left hand side of the screen. Clicking on
is an administrator for and member of.

will bring up a list of groups the member

Clicking on Create Group will bring up the Create Group screen as shown below:

Input the Name of the group and the description. Click on OK to create the group.
Now find the member you wish to add to the group. Again click member info, then groups.
Clicking on Add to Group will bring up the Add to Contact Group Screen:

You will need to input the membership or barcode of the group administrator. You can also search for the
administrator if you dont know the barcode or the membership number. Click on the Add Group to add the
member to the contact group.

S E C TI O N 16: S P O RTS C O U RS E R E PO R TS
There are a number of reports for sports course. These can be found in Bookings >> Sports Courses folder in Legend
Reports. The reports are listed below, along with a description of each one.

Competency completion This report shows the number of competencies the member has completed.

Predicted member level This report shows on a member by member basis which level they are going to
be on next term based on the current terms information.

Predicated session requirement- This report shows the number of sessions per hour that are going to
needed each day per course based on the current attendee move setup.

Course attendees This reports a list of members who are currently enrolled into the published sports
courses.

Course session attendance This report shows the session attendance for each session in a sports courses.

Course Unitization This reports shows the usage of a sports course. The Usage of the sports course is split
down into a percentage for the whole course and give the number of attendees per session.