Manage all classrooms within your institution, with separate views for administrators, preceptors, and students

Classrooms

The Classrooms page allows administrators and preceptors to manage all classrooms within their institution. Students have a separate "My Classrooms" view showing only their enrolled classrooms.

Overview

Classrooms are the primary organizational unit in HealthTasks. Each classroom represents a group of students working with preceptors at clinical locations. Classrooms track student progress, manage schedules, and organize clinical rotations.

Viewing Classrooms

Admin View

Institution administrators see all classrooms in their institution with full management capabilities.

Preceptor View

Preceptors only see classrooms they are assigned to as preceptors. They have limited management capabilities (view, schedule info) but cannot edit or archive classrooms.

Display Modes

Desktop View (Table):

Sortable table with columns: Name, Location, Students, Hours Progress, Skills Progress, Evaluation Score, Actions
Click any row to navigate to classroom dashboard
Progress bars show completion percentages with color coding

Mobile View (Cards):

Card-based layout optimized for mobile devices
Shows classroom name, location badge, and progress indicators
Circular progress indicators for hours, skills, and evaluations
Click card to navigate to classroom dashboard

Classroom Information Display

Each classroom shows:

Name: Classroom identifier
Location: Clinical location badge (if assigned)
Students: Avatar preview of enrolled students (up to 5 visible, with "+X" badge for additional)
Hours Progress: Progress bar showing completion percentage
- Color-coded: Green (100%), Blue (75%+), Yellow (50%+), Orange (25%+), Red (<25%)
- Shows actual hours vs required hours if set
Skills Progress: Progress bar showing skills completion percentage
Evaluation Score: Progress bar showing average evaluation score
Analytics: Real-time progress tracking from classroom analytics

Search and Filtering

Search:

Search by classroom name, location name, or template name
Real-time filtering as you type
Works across all visible classrooms

Archive Filter:

Active Classrooms: Show only active (non-archived) classrooms
Archived Classrooms: Show only archived classrooms
All Classrooms: Show both active and archived
Only visible to institution administrators

Sorting

Sortable Columns:

Name: Alphabetical sorting (A-Z or Z-A)
Click column headers to toggle sort direction
Sorting applies to both table and card views

Creating a Classroom

Quick Create Process

Click "Add Classroom" button (desktop) or floating action button (mobile)
A new classroom is immediately created with default name "New Classroom"
You're automatically navigated to the edit page with tabs for configuration
Fill in details across the tabs:
- Details: Basic information and settings
- Students: Add students to the classroom
- Preceptors: Add preceptors to the classroom
- Schedule: Set rotation schedule
Click "Update Classroom" on any tab to save changes
Use "Cancel" button to delete the classroom if you change your mind (only for new classrooms)

Classroom Details Tab

Required Fields:

Name: Classroom identifier (required)

Optional Fields:

Description: Additional information about the classroom
Location: Select from eligible clinical locations
- Search locations by name
- Link to manage locations if needed
Skills Template: Select skills checklist template
- Optional - can be assigned later
- Link to manage templates if needed
Clinical Log Template: Select clinical log template
- Optional - defines fields for clinical logs
- Link to manage templates if needed
Required Hours: Set target hours for the rotation
- Used for progress tracking
- Can be set to 0 or left empty

Classroom Settings:

Enable Student AI: Toggle AI assistance for students
- When enabled, students can use AI for SOAP note generation
- Default: Enabled
Enable Preceptor AI: Toggle AI assistance for preceptors
- When enabled, preceptors can use AI for clinical decision support
- Default: Enabled
Require Location Verification: Toggle location verification code
- When enabled, students must enter verification code for start/end times
- Generates 4-digit verification code automatically
- Code can be reset at any time

Students Tab

Adding Students:

Search: Search students by name or email
Add Individual: Click "Add Student" to create new student
- Requires: First name, last name, email, cohort code
- Optional: Student self-pay checkbox
- Automatically adds to classroom upon creation
Bulk Import: Upload Excel/CSV file
- Download template for correct format
- Required columns: email, first_name, last_name, role, is_self_pay, cohort_code
- Processing happens in background
- Newly uploaded students are automatically selected
Select from Existing: Checkbox selection from paginated list
- Shows all students in institution
- Selected students appear at top of list
- Pagination: 20 students per page

Student Selection:

Checkbox in first column to select/deselect
"Select All" checkbox in header selects all on current page
Selected students are highlighted and appear at top
Selection persists across pages

Bulk Upload:

Supports .xlsx, .xls, .csv formats
Template includes example rows
Processing happens in background
You can navigate away (but don't close browser tab)
Notification when processing completes
Newly uploaded students automatically added to classroom

Preceptors Tab

Adding Preceptors:

Search: Search preceptors by name or email
Add Individual: Click "Add Preceptor" to create new preceptor
- Requires: First name, last name, email
- Automatically adds to classroom upon creation
Bulk Import: Upload Excel/CSV file
- Download template for correct format
- Required columns: email, first_name, last_name, role
- Processing happens in background
- Newly uploaded preceptors are automatically selected
Select from Existing: Checkbox selection from paginated list
- Shows all preceptors and admins in institution
- Selected preceptors appear at top of list
- Pagination: 20 preceptors per page

Preceptor Selection:

Same selection interface as students
Preceptors and admins can both be assigned as preceptors
Selection persists across pages

Schedule Tab

Rotation Dates:

Rotation Start Date: First day of clinical rotation
Rotation End Date: Last day of clinical rotation
Both dates are optional

Weekly Hours:

Configure hours for each day of the week
Toggle each day on/off with switch
Set start and end times for each enabled day
Copy day schedule to next day
Times are stored as floating times (no timezone conversion)

Date Overrides:

Add specific date exceptions to weekly schedule
Set custom times for specific dates
Mark dates as "off" (no hours required)
Useful for holidays, special events, or schedule changes

Schedule Validation:

End time must be after start time
Rotation end date must be after start date
Validation errors shown inline

Calendar Integration:

Schedule can be exported to Google Calendar, Outlook, or Apple Calendar
Available from schedule info dialog
Includes recurrence rules based on weekly hours

Editing Classrooms

Accessing Edit Mode

Click "Edit Classroom" from actions menu
Or click classroom row/card and navigate to edit page
All tabs are available for editing
Changes are saved when you click "Update Classroom"

Editing Process

Navigate between tabs freely
Changes are saved to database when you click "Update Classroom"
Can save from any tab
"Next" buttons help guide you through setup process
"Back" buttons allow navigation between tabs

Cancel for New Classrooms

Cancel Button: Only appears when creating new classroom
Deletes the classroom and all related data
Removes classroom members, schedules, and analytics
Use with caution - action cannot be undone

Classroom Actions

Click the three-dot menu (⋮) for each classroom to access:

View:

Navigate to classroom dashboard
See detailed analytics and student progress

Duplicate:

Create a copy of the classroom
Copies: name (with "Copy of" prefix), location, templates, settings, members, schedule
Does NOT copy: logs, evaluations, analytics
Immediately navigates to edit page for adjustments
Only available to institution administrators

Schedule Info:

View classroom schedule in dialog
See rotation dates, weekly hours, date overrides
Export to calendar (Google, Outlook, Apple)
Available to all users who can view the classroom

Edit Classroom:

Navigate to edit page
Modify all classroom settings
Only available to institution administrators

Transfer Students:

Move students from current classroom to target classroom(s)
Select students to transfer (with search)
Select one or more target classrooms
Students are removed from current classroom and added to target(s)
Useful for graduating students or reorganizing
Only available to institution administrators

Archive/Unarchive:

Archive: Hide classroom from active view
Unarchive: Restore archived classroom
Archived classrooms don't appear in default view
Only available to institution administrators

Show Verification Code:

Display 4-digit location verification code
Code is used by students to verify attendance
Can copy code to clipboard
Can reset code (generates new code)
Only available if location verification is enabled
Only visible to institution administrators

Shows enrolled classrooms only
Displays progress metrics:
- Hours: Personal hours progress vs class average
- Skills: Personal skills progress vs class average
- Evaluations: Personal evaluation score vs class average
Shows variance indicators (trending up/down) when different from class average
Location badge if assigned
Click to navigate to student dashboard

Progress Indicators:

Circular progress indicators (mobile) or progress bars (desktop)
Color-coded: Green (100%), Blue (75%+), Yellow (50%+), Orange (25%+), Red (<25%)
Shows percentage and actual hours if requirement is set
Comparison to class average with trend indicators

Actions:

View Dashboard: Navigate to detailed student dashboard
Schedule Info: View rotation schedule and export to calendar

Schedule Access

Students can:

View their classroom schedules
See rotation dates and weekly hours
Export schedule to personal calendar (Google, Outlook, Apple)
Access schedule info from actions menu

Location Verification

Verification Code System

Purpose:

Verify student presence at clinical location
Required when location verification is enabled
Students enter code when logging start/end times

Code Management:

4-digit numeric code
Generated automatically when location verification is enabled
Can be reset to generate new code
Code remains valid until reset
Displayed in dialog for sharing with students

Student Usage:

Students enter code when logging clinical hours
Code verification confirms attendance at location
Required for accurate location-based tracking

Transferring Students (Graduation)

Transfer Process

Click "Transfer Students" from classroom actions menu
Select students to transfer:
- Search students by name
- Select/deselect individual students
- "Select All" / "Deselect All" buttons
Select target classroom(s):
- Can select multiple target classrooms
- Search classrooms by name
- Students will be added to all selected classrooms
Click "Transfer Students"
Students are:
- Removed from current classroom
- Added to target classroom(s) as students
- Existing memberships in target classrooms are preserved (no duplicates)

Use Cases:

Graduating students to next level
Reorganizing classroom assignments
Moving students between rotations
Bulk student reassignment

Duplicating Classrooms

Duplicate Process

Click "Duplicate" from classroom actions menu
New classroom is created with:
- Name: "Copy of [Original Name]"
- Same location, templates, and settings
- Same members (students and preceptors)
- Same schedule configuration
You're immediately navigated to edit page
Adjust name and settings as needed
Click "Update Classroom" to save

What's Copied:

Classroom settings and configuration
Location assignment
Template assignments
AI settings
Location verification settings
Classroom members (students and preceptors)
Schedule (weekly hours and date overrides)

What's NOT Copied:

Clinical logs
Evaluations
Analytics data
Student progress

Archiving Classrooms

Archive Process

Archiving:

Click "Archive" from actions menu
Classroom is hidden from active view
Students and preceptors remain assigned
Data is preserved
Can be unarchived at any time

Unarchiving:

Filter to "Archived Classrooms"
Click "Unarchive" from actions menu
Classroom returns to active view
All data and assignments restored

When to Archive:

Completed rotations
Inactive classrooms
Historical records
Seasonal classrooms

Schedule Management

Schedule Configuration

Basic Schedule:

Rotation start and end dates
Weekly hours per day
Date overrides for exceptions

Weekly Hours:

Enable/disable each day of week
Set start and end times for each day
Copy schedule to next day
Times are floating (no timezone)

Date Overrides:

Add specific date exceptions
Set custom times or mark as "off"
Useful for holidays and special events
Multiple overrides supported

Calendar Export:

Export to Google Calendar
Export to Microsoft Outlook
Download Apple Calendar (.ics) file
Includes recurrence rules
Available from schedule info dialog

Progress Tracking

Analytics Display

Hours Progress:

Shows percentage of required hours completed
Displays actual hours vs required hours
Color-coded progress bars
Updates in real-time

Skills Progress:

Shows percentage of skills completed
Based on skills template assignments
Color-coded progress indicators
Tracks individual and classroom progress

Evaluation Score:

Shows average evaluation score
Based on completed evaluations
Percentage-based display
Compares individual to class average

Progress Colors:

Green: 100% complete
Blue: 75-99% complete
Yellow: 50-74% complete
Orange: 25-49% complete
Red: 0-24% complete

Best Practices

Naming Convention: Use clear, descriptive names (e.g., "Spring 2024 - Medical-Surgical Rotation")
Template Assignment: Assign appropriate skills and clinical log templates
Schedule Setup: Configure rotation schedules early for better organization
Location Assignment: Assign locations to enable location verification
Regular Cleanup: Archive completed classrooms to keep list manageable
Verification Codes: Share verification codes securely with students
Bulk Operations: Use bulk import for adding multiple students/preceptors
Progress Monitoring: Regularly check progress indicators to identify students needing support
Transfer Planning: Use transfer feature for smooth student transitions
Duplicate for Templates: Duplicate successful classroom configurations for consistency

Student Self-Pay in Classrooms

Self-Pay Students:

Can be added to classrooms like regular students
Don't consume institution license seats
Must purchase their own license upon first login
Marked during student creation in classroom
Appear in student lists with same functionality

Troubleshooting

Cannot See Classrooms:

Preceptors only see assigned classrooms
Check archive filter settings
Verify you have proper permissions

Students Not Appearing:

Check student selection in classroom edit
Verify students are not archived
Ensure students have proper role assignment

Schedule Not Saving:

Verify rotation dates are valid (end after start)
Check that times are valid (end after start)
Ensure at least one day has hours configured

Verification Code Not Working:

Code may have been reset
Check that location verification is enabled
Verify code is being entered correctly

Transfer Not Working:

Ensure target classrooms are selected
Verify students are selected
Check that students exist in current classroom

Classroom Dashboard: Detailed analytics and management for specific classroom
Locations: Manage clinical locations for assignment
Templates: Create and manage skills and clinical log templates
Users: Add and manage student and preceptor accounts
Student Dashboard: Student view of their classroom progress

Classrooms

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