Enforce Room Size (with Homeroom Catchall)

The “Enforce Room Size” feature is only available to schools using Homeroom Assignment or Homeroom by Schedule catchall. When this feature is enabled, as students are registered out of the teacher’s homeroom catchall, the number of available seats in the teacher’s scheduled “choice” activities will increase. This feature can be turned on from the “Flex Periods” screen shown below.

The total available seats for catchall plus scheduled “choice” activities will not go above the set room size. This is the “Room Size” set by an admin when the room was added to the Flex system. Teachers can go above the room size by scheduling mandatory activities and plus adding students. Below is where an admin sets up the room size in Flex.

It’s also important to note that the teacher/adult must have their room set up in their “My Profile” screen. This room is automatically used for the homeroom catchall. In order for the “Enforce Room Size” feature to work, the teacher must use the same room for any scheduled choice activities.

Below are some example scenarios to show how “Enforce Room Size” works in Flex. The teacher we are using is in Room 400, which has a capacity of 30.

Scenario #1: The teacher has a homeroom catchall with 23 students in it and therefore only has 7 available seats in the open “Study Hall” activity (even though the Study Hall activity was set up with “20” as the Activity Cap). The second screenshot shows what happens after 7 students register out of the catchall. The teacher now has 14 available seats in the open activity and 16 students still in catchall.

Scenario #2: When the teacher has more than one choice activity scheduled, in addition to their catchall, the available seats will be split or distributed between all “choice” activities. As more students register out of catchall, the available seats are redistributed to the choice activities in a rotating fashion.

Scenario #3: When teachers schedule mandatory activities and/or plus add students, the student counts will not be included in the “Enforce Room Size” total. This provides teachers with some flexibility to exceed the room size if necessary. Below is an example of this scenario.

Notes on using “Enforce Room Size”

• This feature starts functioning, with the homeroom catchall, as soon as the admin enables it and saves the settings.
• The system adjusts the available seats in choice activities as soon as the teacher schedules additional choice activities and as students register out of catchall.
• Admins can adjust the room size in the “Rooms” settings menu as necessary.
• Teachers may see additional seats become available in their choice activities AFTER cutoff due to students being plus added out of homeroom catchall. Students will not be able to register for these open seats when it is AFTER cutoff time.
• A key driver to how Enforce Room Size works is to get the catchall students to register out which then opens up seats in choice activities. Students may report not being able to sign up for a choice activity and not know to come back later and try again.
• When there are multiple activities being run in the same room during a flex period, the system suggests a “Room Cap” value. This feature does not include the catchall assignments or the Enforce Room Size functionality. The adult(s) in the room will need to be aware of any students being assigned to them for catchall purposes and make the necessary adjustments to their “Room Cap” and/or scheduled activities.