Meeting requirements (bèta)

TABLE OF CONTENTS

1. Setting up Requirements on Templates
2. Managing Requirements in the Scheduler
3. Fulfilling Requirements (Assigning Teachers)
4. Reviewing Unsatisfied Requirements

Managing Meeting Requirements

Planning meetings and subevents often relies on a planner's personal knowledge of which teachers are required for specific subjects/sessions. To reduce the risk of scheduling teachers with insufficient competencies or missing a requirement entirely, Eduframe allows you to define meeting requirements. 

This feature lets you set up "required teacher groups" (specifying role, amount, and labels needed) in your templates or specific meetings or subevents. You can then track exactly which requirements are satisfied and which are still open.

If you are looking for general guidance on scheduling, check out the article on scheduling or meetings and subevents.

This is a premium feature in bèta. Contact support in case you are interested.

1. Setting up Requirements on Templates

The most efficient way to use requirements is to define them at the course template level. Every meeting or subevent created from that template will automatically inherit the correct teacher requirements.

1. Navigate to Course templates > Meeting templates

2. Open an existing meeting/subevent template or create a new one

3. Scroll to the Planning section

4. Click + Required teacher group

5. Define the following criteria:

   1. Teacher role: The specific role needed (e.g., "Lead Instructor," "Assistant")

   2. Amount: How many teachers of this type are needed (e.g., 2)

   3. Labels: Specific labels the teacher must possess (e.g., "First Aid," "Biology qualified")

6. Click Save

2. Managing Requirements in the Scheduler

Once requirements are defined in templates, you can create a course edition. Depending on whether meeting templates are applied immediately, meetings may be created automatically, or you can apply them later from within the course edition. If you are not using templates, you can also add requirements directly when creating a meeting or subevent.

When you open a meeting or subevent details panel (the drawer), you will see a clear distinction between the Required teacher groups and General teachers.

Viewing Requirements

In the planning section of the meeting drawer, you will see containers for each requirement group you set up.

• Progress indicator: Shows how many spots are filled (e.g., "1/2").

• Details: Displays the required Role and any specific Labels (hover over the icon to see the exact labels).

• Assignment dropdown: A direct input field to quickly select and plan a teacher who matches these conditions.
  
  

Editing Requirements

If a specific meeting needs an exception, you can adjust the required amount: 

1. Open the meeting or subevent

2. In the requirement container, click Edit

3. Save your changes

The progress indicator updates accordingly.

3. Fulfilling Requirements (Assigning Teachers)

When assigning teachers, the interface helps you ensure you are picking the right person for the right "slot."

1. To fulfil a requirement: Locate the specific requirement container (e.g., "Lead Instructor")

2. Use the Plan teacher matching the requirement dropdown inside that container

3. Eduframe will only show teachers who match the required labels

4. Select a teacher from the filtered list

5. The teacher is added to the requirement and assigned the correct role automatically

If a planned teacher later loses the required label(s), they no longer count toward the requirement, and an alert indicates "missing labels".

Planning teachers without requirements: If you need to add a teacher who does not fit into a specific requirement group (or is an extra addition), use the General section at the bottom of the planning list. Teachers added here are considered "extra" and do not count toward the "Required" counters. When using teacher roles you have to select in which role you want to plan the teacher first.

4. Reviewing Unsatisfied Requirements

To help you keep track of your planning progress without opening every single course edition or meeting, Eduframe provides an overview of requirements that have not yet been met. This allows you to easily track which meetings still need attention, either across all courses (Global) or within a specific course (Course Edition).

Both views provide a consolidated list of all upcoming meetings that have unsatisfied requirements.

• Status Indicators: Quickly see which meetings are incomplete (e.g., 1/2 teachers planned with an orange exclamation mark)

• Direct Access: Click on the meeting or subevent to immediately open the detail panel and assign the missing teachers
  
  

Global Overview (Meeting List)

To see a "To-Do" list of all upcoming meetings that still require teachers:

1. Navigate to Calendar > Meetings (List)

2. Click the Settings (cogwheel) icon and enable Show meeting requirements. This adds requirement details to your list view

3. Toggle the Show only unsatisfied meetings

The list will now filter to show only the meetings where the required teacher amount or requirements have not yet been satisfied, allowing you to work through your open planning tasks efficiently. 

Course edition scheduler

If you are working within a specific course edition, you can quickly check the status of all its meetings as well:

1. Navigate to the Course edition

2. Go to the Scheduler tab

3. Review the status icon on the right side of each meeting or subevent row:

   • Green checkmark: All requirements for this meeting are satisfied

   • Orange exclamation mark: There are unsatisfied requirements (e.g., missing teachers or label mismatches)

Key Benefits

• Compliance: Ensure that the right amount of teachers with the correct labels (e.g. certifications or expertise) are scheduled 

• Clarity: Gives planners a clear "to-do list" of unsatisfied requirements

• Efficiency: Pre-setup requirements in templates avoid manual data entry and checking for every course edition and individual meeting

More information

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