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Overview

Instructor schedule management in the HRS system enables efficient assignment of instructors to classes, conflict detection, and workload balancing. The system provides visual tools and automated validations to optimize scheduling.

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Viewing Instructor Schedules

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Calendar Views

The system offers three calendar views optimized for schedule management:

Month View

Overview of all instructors’ classes for the entire month. Shows up to 3 classes per day with indicator for more.

Week View

Full week display showing up to 10 classes per day. Ideal for weekly planning and adjustments.

Day View

Excel-style detailed view with time slots (9:00-18:30) and columns for each horse. Best for daily operations.

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Filtering by Instructor

Quickly view a specific instructor’s schedule:
1

Access Calendar

Navigate to the Calendar section from the main menu.
2

Apply Instructor Filter

Use the filter dropdown to select a specific instructor.
3

View Filtered Schedule

Only classes assigned to the selected instructor are displayed.
4

Clear Filter

Click Reset Filters to return to viewing all instructors.

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Assigning Instructors to Classes

The Day View provides the fastest class creation:
1

Open Day View

Switch to Day View in the calendar.
2

Click Empty Time Slot

Click on an empty cell at the desired time and horse column.
3

Select Instructor

The class form opens with day, time, and horse pre-filled. Choose an instructor from the dropdown.
4

Complete Class Details

Fill in:
  • Student
  • Specialty
  • Duration (30 or 60 minutes)
  • Any observations
5

Save

Click Create Class. The system validates for conflicts before saving.

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From Classes Section

Alternatively, create classes from the Classes page:
1

Navigate to Classes

Go to Classes section.
2

Create New Class

Click New Class button.
3

Fill All Details Manually

Unlike calendar creation, you must manually select:
  • Date
  • Time
  • Horse
  • Instructor
  • Student
  • Specialty
4

Submit

Save the class after completing all fields.

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Conflict Detection

The system automatically prevents instructor scheduling conflicts.

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How Conflict Detection Works

Validation Rule: An instructor cannot teach two classes at the same time.
From README.md:215-219:
- Sistema verifica que el instructor no tenga otra clase a la misma hora
- Muestra indicadores visuales (⚠️) en celdas con conflicto

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Visual Conflict Indicators

  • ⚠️ Warning icon: Displayed in calendar cells with conflicts
  • Tooltip: Hover to see conflict details
  • Red highlight: Time slot shows conflict state

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Handling Conflicts

If you attempt to assign an instructor who has a conflict:
  1. System displays error message
  2. Suggests alternative instructors
  3. Shows conflicting class details
  4. Prevents saving until conflict is resolved

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Schedule Constraints

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Operating Hours

From README.md:193-204:
**Regla**: Las clases no pueden terminar después de las **18:30**

**Ejemplo**:
- ❌ Clase de 60 minutos a las 18:00 (terminaría a las 19:00)
- ✅ Clase de 60 minutos a las 17:30 (terminaría a las 18:30)
- ✅ Clase de 30 minutos a las 18:00 (terminaría a las 18:30)
Operating Hours: Classes run from 9:00 AM to 6:30 PM (18:30).Time slots are in 30-minute increments.

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Class Durations

Instructors can teach classes of two durations:
  • 30 minutes: Occupies one time slot
  • 60 minutes: Occupies two consecutive time slots

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Maximum End Time Validation

Error message when violating the 18:30 rule:
"La clase no puede terminar después de las 18:30. Con duración de 60 minutos a las 18:00 terminaría a las 19:00."

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Workload Management

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Viewing Instructor Workload

Access instructor statistics through:
Click on an instructor’s name to view:
  • Total classes taught
  • Distribution by specialty
  • Completion rate
  • Performance metrics

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Balancing Workload

Best practices for distributing classes:
  • Review instructor reports weekly
  • Identify instructors with significantly different class counts
  • Adjust assignments to balance workload
  • Consider instructor specialties and student preferences
Match instructors to appropriate specialties:
  • Equitación: General riding instruction
  • Adiestramiento: Horse training specialists
  • Equinoterapia: Therapeutic riding certified instructors
  • Monta: Free riding supervision
  • Ensure adequate instructor coverage during peak hours
  • Schedule senior instructors for complex classes
  • Distribute beginner classes among all qualified instructors

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Bulk Schedule Operations

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Copying Weekly Schedules

Replicate successful weekly schedules:
1

Access Copy Tool

In the calendar, locate the Copy Classes tool.
2

Select Source Week

Choose any day from the week you want to copy.
3

Select Destination Week

Choose any day from the target week.
4

Set Number of Weeks

Specify how many consecutive weeks to copy.
5

Execute

The system copies all classes from the entire source week, including instructor assignments.
Copying creates duplicate classes. Verify that:
  • Students are available for the new dates
  • Instructors don’t have conflicts
  • Horses are available

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Cancelling Full Days

Cancel all classes for a day (affects all instructors):
1

Open Day View

Navigate to the specific date in Day View.
2

Click Cancel Day

Click the Cancel Day button (X icon).
3

Select Reason

Choose cancellation reason:
  • Rain
  • Holiday
  • Maintenance
  • Special Event
  • Emergency
  • Other (custom message)
4

Confirm

System cancels only PROGRAMADA (scheduled) classes, preserving completed and already-cancelled classes.

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Color-Coded Visualization

Instructor colors provide quick visual identification:

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How Colors Work in Calendar

From README.md:276-285:
Cada clase muestra:
- **Fondo**: Color del instructor asignado (más claro para legibilidad)
- **Borde izquierdo**: Color según estado de la clase
  • Background: Instructor’s assigned color (lightened for readability)
  • Left Border: Class status color (orange, blue, green, red, purple, pink)

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Multi-Instructor View

When viewing all instructors simultaneously:
  • Each instructor’s classes show in their unique color
  • Quickly identify who’s teaching at any time
  • Spot workload imbalances visually
  • See gaps in instructor availability
See Color Coding for detailed information about the color system.

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Instructor Availability

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Active vs. Inactive Instructors

Only active instructors appear in class assignment dropdowns: 
// Active instructors are available for new classes
activo: true // Shown in dropdowns
activo: false // Hidden from new assignments

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Deactivating Instructors

When an instructor is unavailable:
  1. Edit the instructor record
  2. Toggle “Active” switch to OFF
  3. They no longer appear in assignment lists
  4. Existing classes remain unchanged
  5. Historical data is preserved

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Reactivating Instructors

To bring an instructor back:
  1. Find the instructor in the list (use “Inactive” filter)
  2. Edit their record
  3. Toggle “Active” switch to ON
  4. They immediately become available for assignments

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Schedule Optimization Tips

  • Identify busiest times (typically afternoons/weekends)
  • Schedule all available instructors during peak periods
  • Use Day View to visualize capacity
  • Ensure even distribution across time slots
  • Assign specialized instructors to their expertise areas
  • Ensure at least one instructor per specialty is available daily
  • Cross-train instructors to increase flexibility
  • Track specialty demand in reports
  • Note student-instructor preferences in observations
  • Build consistency by assigning same instructor when possible
  • Balance preferences with workload distribution
  • Monitor instructor performance through student feedback
  • Leave gaps between consecutive classes for the same instructor
  • Allow transition time between different horses
  • Plan breaks for instructors teaching multiple consecutive sessions
  • Use 30-minute slots strategically for scheduling flexibility

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Reporting on Schedules

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Instructor Performance Report

Access comprehensive instructor analytics: 
From README.md:371-376:
#### **4. Reporte de Instructores**
Análisis:
- Carga de trabajo por instructor
- Clases completadas vs. canceladas
- Eficiencia (% de clases completadas)
- Exportable a Excel

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Metrics Tracked

  • Total Classes: All assigned classes
  • Completed: Successfully finished classes
  • Cancelled: Classes that were cancelled
  • Efficiency: Percentage of completed vs. total
  • Specialty Distribution: Breakdown by class type

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Export Options

All instructor reports can be exported to Excel with:
  • Professional formatting
  • Color-coded headers
  • Calculated totals and percentages
  • Date range filtering

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