# Organizing Classrooms

Classrooms are organizational containers within your tenant that group games, participants, and content. The hierarchy is **Tenant → Classroom → Game**. Each classroom operates independently with its own participants, games, and settings.

## Creating Classrooms

{% hint style="info" %}
**STARTER Tier Limit:** Your tenant can create up to <code class="expression">space.vars.starter\_classrooms</code> **classrooms** on the STARTER tier. This is sufficient for most getting-started needs and organizing multiple programs. If you need more capacity, contact <code class="expression">space.vars.support\_email</code> to upgrade:

* **PROFESSIONAL**: <code class="expression">space.vars.professional\_classrooms</code> classrooms
* **ENTERPRISE**: Unlimited classrooms

<code class="expression">space.vars.fee\_waiver\_text</code>
{% endhint %}

### Basic Creation

1. Navigate to tenant dashboard
2. Click **"Add Classroom"**
3. Provide a classroom name (descriptive identifier, unique within your tenant) and an optional description
4. Click **"Create"**

Names and descriptions can be updated later. Descriptions are visible to classroom members and useful for instructions or context.

## Customizing Classrooms

### Visual Customization

In the **Class Details** tab, you can add a thumbnail image (recommended 400x300 PNG or JPG, shown in classroom listings), a banner image (recommended 1200x300, shown as the page header), and a primary color theme that participants see across the interface. These help differentiate classrooms when you run several at once.

### Organizational Metadata

Add **tags** to filter and search classrooms in the tenant dashboard. Common groupings: department, skill level, term, program type. Useful at scale.

Use **external IDs** to link classrooms to LMS course IDs or student information systems for integration tracking.

## Classroom Organization Strategies

Pick the structure that matches how you actually run programs. Most hosts mix two dimensions (time + audience).

### By Time Period

```
├── Fall 2024
├── Spring 2025
├── Summer 2025
└── Fall 2025
```

Clean temporal separation, easy archival at term-end, historical tracking. Best for educational institutions and seasonal programs.

### By Audience

```
├── Beginner Track
├── Intermediate Track
├── Advanced Track
└── Expert Workshops
```

Matches content difficulty to participants and gives a clear progression path. Best for multi-level programs and training curricula.

### By Department/Unit

```
├── Engineering Team
├── Sales Team
├── Executive Training
└── New Hire Onboarding
```

Aligned with the org chart, with separate management and isolated analytics per group. Best for corporate training in larger organizations.

### By Program Type

```
├── Regular Course (Weekly)
├── Summer Intensive
├── One-Off Events
└── Competition Series
```

Keeps different scheduling patterns and participant expectations apart. Best for mixed-format programs.

### Hybrid Approach

```
├── 2024 Fall - Beginner
├── 2024 Fall - Advanced
├── 2025 Spring - Beginner
└── 2025 Spring - Advanced
```

Combine time and audience (or any two dimensions) when you need cohort-level tracking. Best for large, complex programs.

## Managing Multiple Classrooms

### Classroom Permissions

Tenant Managers see and manage all classrooms, can create and delete them, and assign Classroom Managers. Classroom Managers only see their assigned classrooms, where they can create games and manage participants. See [User Roles](/using-the-tenant-system/managing-users/user-roles.md).

### Bulk Operations

**Copy a classroom** to duplicate its structure and games (without participant data). Useful for recurring terms.

**Archive a classroom** to mark it inactive. All data and analytics are preserved and the classroom can be reactivated later.

**Delete a classroom** for permanent removal. Participant data stays in exports but the classroom itself is gone for good. Export your data before deleting.

## Classroom Settings

### Access Control

**Join Link and Password:**

Generate a unique URL and password for self-service enrollment. Participants need both to join, so you avoid open public access while still making enrollment easy. Distribute through email, your LMS, or a handout.

If credentials get over-shared or compromised, regenerate them. The old combination stops working immediately. Consider regenerating between enrollment periods as a routine practice.

**Visibility:**

* **Public** - Listed in searchable KC7 catalogs. Anyone can find it, but enrollment still requires credentials. Use for open educational resources.
* **Unlisted** - Not in catalogs, accessible via direct join link. Use for internal training you don't want externally discoverable.
* **Private** - Not in catalogs and requires manual enrollment. Use for confidential training where you need full control over access.

**Enrollment Period:**

Set start and end dates to open and close enrollment automatically. The classroom locks to new members after the deadline even with valid credentials. Use this for fixed-cohort programs where everyone should start together. The automatic deadline prevents late enrollments and "just one more person" exceptions that disrupt group dynamics.

### Default Settings

**Game defaults** apply to new games created in the classroom: auto-assign behavior, default game visibility, and standard scoring configuration.

**Participant defaults** cover the default role for new members, the welcome email, and initial permissions.

## Naming and Lifecycle

### Naming Conventions

Use descriptive names that include time period, audience, and program.

* ✅ "2024 Fall - Intro to Cybersecurity"
* ✅ "Corporate Training - Q1 2025"
* ❌ "My Class"
* ❌ "Test 123"

### Classroom Size

Scale changes how you manage and communicate.

| Size                | Management Approach                       | Communication                               | Support Structure                             | Best For                                  |
| ------------------- | ----------------------------------------- | ------------------------------------------- | --------------------------------------------- | ----------------------------------------- |
| **Small (1-30)**    | Single instructor, personal relationships | Individual emails, one-on-one conversations | Direct support, real-time monitoring          | Specialized training, high-touch programs |
| **Medium (30-100)** | Consider adding assistant, use analytics  | Structured channels (forums, office hours)  | Group-based strategies, peer learning         | Most educational programs                 |
| **Large (100+)**    | Multiple managers required                | Automated tools, template responses         | Tiered support, analytics-driven intervention | Enterprise training, MOOCs                |

Small classrooms let you track individuals personally but offer limited peer learning. Medium classrooms benefit from structured communication and a co-manager. Large classrooms need automation, distributed management, and tiered support.

### Lifecycle Management

**Setup:** create the classroom with a clear name, customize appearance, configure defaults, test with a personal account.

**Active:** monitor enrollment, add games as needed, track engagement, respond to participants.

**Completion:** export final analytics, archive the classroom, document lessons learned.

**Archived:** keep classrooms around for institutional memory, trend analysis, future reference, and compliance.

## Troubleshooting

### Participants Can't Find Classroom

Verify the join link is correct, check classroom visibility settings, confirm the enrollment period is active, and make sure the password was communicated correctly.

### Wrong Participants in Classroom

Review your enrollment method (open join vs manual). If the join link was shared too broadly, remove incorrect participants and regenerate the link.

### Classroom Manager Can't Access Features

Confirm the user has the Classroom Manager role (not just participant), is assigned to the correct classroom, has the specific permissions for what they're trying to do, and that the role assignment has propagated.

## Related Documentation

* [Managing Games](/using-the-tenant-system/managing-games.md) - Games within classrooms
* [Managing Users](/using-the-tenant-system/managing-users.md) - Participant enrollment
* [User Roles](/using-the-tenant-system/managing-users/user-roles.md) - Permission levels
* [Analytics](/using-the-tenant-system/analytics.md) - Classroom-level analytics

***

[Back to Tenant Overview](/using-the-tenant-system/overview.md)


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