The course administration module helps you plan, manage, and track courses, trainings, and workshops in a structured way. It allows you to schedule lessons, link participants, register attendance, and communicate clearly about changes. This is useful when you want one central place to manage both logistical and participant-related information. By following this guide, you will understand how to set up courses, manage lessons, and work with participants effectively.
Table Of Contents
What Does The Course Administration Module Do?
What Settings Do You Need To Configure?
How Do I Create A New Course?
Where Is Course Information Displayed?
How Do I Add Course Participants?
How Do I Create A Lesson Schedule?
How Do I Send Emails To Learners?
How Do I Register Attendance?
Participants Must Register For Each Lesson
Is There A Teacher Or Student Portal?
Quick Summary
What Does The Course Administration Module Do?
The course administration module allows you to organise courses from start to finish within Tribe. You can plan lessons, link instructors and locations, manage participants, and keep attendance records. All course-related communication and documentation are stored centrally.
What Settings Do You Need To Configure?
Before creating courses, several settings need to be defined in Configuration under Courses. Some settings require administrator rights.
Instructors
You define instructors for courses and lessons.
Go to Course Instructors.
Click + Course Instructor or use the + button in the blue bar.
Enter the instructor’s details and save.
Locations
Courses are linked to specific locations.
Go to Course Locations.
Click + Course Location.
Enter the location name and address details.
Select Save.
Holiday Periods
Holiday periods are used when creating lesson schedules. Tribe automatically avoids scheduling lessons during these periods and continues planning afterwards.
Go to Holidays.
Click + Holidays.
Define the holiday period and save.
Course Templates
Course templates store fixed course data such as lesson count, duration, and maximum participants.
Click + Course Template.
Enter the template details.
Select Set Up for the lesson schedule.
Define repetition and timing.
Add locations or standard documents if needed.
Select Save And Open, then save the data.
Email Templates
For consistent communication, we recommend using Email Templates. These allow you to send uniform messages to participants quickly.
How Do I Create A New Course?
Click the + button in the top right of the blue bar.
Select Course.
Enter the subject and choose a Course Template.
Adjust the prefilled data if required.
Select the related organisation or relation.
Enable Participants Must Register For Each Lesson if applicable.
Select Save And Open.
Where Is Course Information Displayed?
Each course has a dedicated activity containing all related information:
Details show general course data and lesson planning.
Lessons list all scheduled lessons.
Course Files store documents linked to the course.
Participants show enrolled learners.
Email Participants allows you to send emails to learners.
How Do I Add Course Participants?
Open the course.
Go to the Course Participation tab.
Click + Add.
Select or create the relation.
Complete any remaining fields.
Select Save And Open.
Each participation is linked to one specific course. Communication and course-related data are stored at participation level, while personal data remains linked to the person record.
How Do I Create A Lesson Schedule?
You can add lessons manually or generate them automatically.
To Add Lessons Manually:
Open the course.
Go to the Lessons tab.
Click + Add.
Enter the lesson details.
Select Save.
To Create Lessons Automatically:
Open the course.
Open the Lesson Planning section.
Review the course settings.
Click Create Lessons According To Schedule.
Open the Lessons tab to review the created lessons.
Note: The course start date determines when the first lesson is scheduled, based on the defined interval and days.
How Do I Send Emails To Learners?
Open the course.
Go to the Email Participants tab.
Select one or more learners using the checkboxes or filters.
Enter a subject.
Type the message or select an Email Template.
Click Send Email.
Emails are logged on both the course participation and the person timeline.
How Do I Register Attendance?
Open the course.
Go to the Lessons tab.
Open the relevant lesson.
Tick the attending learners.
Click Register Attendance.
You can review attendance in the Attendance tab and create views to display relevant data.
Participants Must Register For Each Lesson
This option is useful when learners attend different lessons within the same course.
When enabled, each lesson shows a Participation Registration tab where you select which learners are registered for that lesson. After registering participants, attendance can be tracked as usual.
Is There A Teacher Or Student Portal?
Teachers and learners can access relevant course information through a portal. Instructors see schedules, participants, attendance, and materials without accessing the full CRM. Learners can view planning details, update personal information, and access assignments.
Portals are configured by a Tribe coach based on your requirements.
Quick Summary
The course administration module helps you plan courses, schedule lessons, and manage participants in one place. You can track attendance, communicate with learners, and adapt schedules using clear settings and templates. This ensures structured course management for both instructors and participants.