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ZINCON Schedule Excel Worksheet

Posted on February 23, 2018 by under Projects, Zumba.    

The Zumba Instructor Convention web site launched last week and so I did what I normally do every year that I go to convention — I created a worksheet to help me build my ideal schedule. ZINCON registration doesn’t actually open until February 28 but the schedules are posted so we can all start building our perfect schedules. Then, when the appointed time comes, everyone descends upon the site to make sure they get their top choices.

The scene when registration opens is a lot like this one in Big Bang Theory.

So many people are hitting the site all at once, it’s actually been known to crash a time or two. I often am stuck in some sort of meeting when registration first opens so Brian usually has to register for me. Thus, the need for worksheet that tells him what classes to sign me up for. I usually give him several options in case a session is no longer available, which happens more often than not. Specially with some of the more famous presenters and new training programs.

In 2016, when STRONG by Zumba launched, the training session was full within minutes of registration opening, so I couldn’t get in it. Brian ended up signing me up for Sentao, which is the only other format that I wasn’t already licensed for at the time. I waited another full year to complete my SBZ training.

Since registration will be open in just a few days, I decided to build my worksheet before bed one night while watching the Olympics. The worksheets I’ve used in the past just allows sorting and filtering, to make it easy for me to compare sessions and review all of my options. I usually still have to build my schedule manually. This year, Brian challenged me to make the worksheet so that it would build my schedule automatically. I’ve never made that part automatic in the past because there’s multiple ways to build a schedule. You could opt to take training sessions on both Friday and Saturday, or you could just do training on Friday and regular workshops on Saturday, or the opposite — regular sessions on Friday and training on Saturday, or you could go with just all workshops and no instructor training. I usually have to decide this for myself so it’s really tricky to make a worksheet automatically build the schedule. I figured it out, though!

Worksheet 2

The solution isn’t the most elegant, but it works. Basically, I created tabs for the four scenarios: SESSIONS ONLY, FRIDAY TRAINING, SATURDAY TRAINING, and FRI-SAT TRAINING. The first tab has all of the options listed. You put an X in the SEL column to specify which sessions or training you want to take. The worksheet populates all of the other tabs. Obviously some sections will be blank in the other tabs, depending on your choices.

For example, if you opt to take a training session (which takes up pretty much the entire day) then you won’t have time to take any other sessions on that same day. If you go to the SESSIONS ONLY tab then it will have some empty slots. Depending on how you laid out your schedule or what choices you’ve made, you just have to click on the appropriate tab to view your personalized ZINCON schedule.

It’s not perfect, but it works. I probably could create an Access solution but most people don’t have access to Access (see what I did there – LOL) but almost everyone has access to Excel. The gears are working in my mind now, though. I could create a web site that does this more elegantly. An app would be better, but I don’t know how to make phone apps. Sigh.

Worksheet 1

Here’s a preview of the first page of the full schedule, should one decide to print it. I don’t know why you would, unless you just want to kill trees. There really is no need to print the whole thing. Oh, and you’ll notice there is an X next to the Kickoff session. I made it so you can’t remove that X. I’m a nerd and I think everyone should go to it. Obviously, people could still skip attending Kickoff if they want but it will print on their schedule regardless because that’s how I built the worksheet.

Worksheet 5

I’ve enabled auto-filters so the person using the worksheet can slice and dice the schedule however they wish. This is an example of how you can filter by Time. Say, for example, if you don’t want to get up before a certain time so you only want to see morning sessions that start at 8:30 AM or later.

Worksheet 3

This next one is an example of filtering the schedule by Presenter. It makes it easier to see all the various sessions that someone is presenting. Makes stalking your Zumba idols a lot easier. LOL.

Jokes aside, it really is mostly for doing comparisons. Being able to look at all the times side-by-side makes it easier to plan around sessions that you absolutely, positively do not want to miss.

Worksheet 4

Here’s an example of filtering the schedule by Session Title. So if you just want to look at all the ZIN Jam Sessions, you can do that.

I don’t show an example of it but you can also put an X in the SEL column of the sessions that you want to compare side-by-side. Maybe they are totally different sessions at different times and by different presenters but you want to look at them side-by-side so you can decide. When you put an X on all these sessions and then filter the schedule by SEL then you can eliminate all of the other sessions and look at just the ones you want to compare. It helps to remove all the clutter.

When you are finished making your choices, remove all the Xs that you don’t need and leave only the ones that you want (making sure that there is only one session selected under each time slot). Then click on the appropriate tab based on the choices you made. The tabs represent the four possible schedule scenarios:

  • SESSION ONLY – this tab is if you didn’t select any instructor training at all
  • FRIDAY TRAINING – this tab is if you opted to take a training on Friday and picked regular sessions for all the other time slots
  • SATURDAY TRAINING – this tab is if you opted to take a training on Saturday and picked regular sessions for all the other time slots
  • FRI-SAT TRAINING – this tab is if you opted to take training sessions on both days

Worksheet 7

If you selected training sessions on Friday and Saturday, then click on the SESSION ONLY tab, you’ll see a bunch of blanks. Your correct schedule will be under the FRI-SAT TRAINING tab. It does take a bit to understand how to use the tool but, once you understand how it works, then it makes building your schedule super easy — since the tabs are automatically populated.

Here’s an example output of selecting all regular sessions.

Worksheet 6

Having your schedule automatically populate on the schedule tabs is actually a real time saver. So you can create multiple schedule scenarios. You can have a Plan A, Plan B, Plan C, and so on. Trust me. Unless you are one of the lucky ones who can actually get on right when registration opens (they never tell us the time either so some people actually take the day off work so they can sit in front of their computer and wait and then pounce when the time comes), you don’t always get all of your first choices. Sometimes you can get lucky, though.

Brian is usually able to register for me in case I’m stuck in a meeting and can’t take the time to register myself. I just give him my login credentials. Thus, I’ve had to come up with this solution so he knows exactly what sessions to sign me up for. I give him multiple choices. Anyway, it’s really helped me out a lot so I usually share it with others. I’ve shared my worksheet the last couple of years.

I shared this 2018 version earlier this week on the official ZINCON group in Facebook. If you’re not in the group but would like the worksheet, please leave a comment below with your email and I will gladly email it to you.

I hope it helps. See you at ZINCON!

Related Stories

  • #ZINCON Kickoff Day on August 14, 2018
  • Tentative Tournament Schedule for the 2008 Halloween Poker Cruise on October 26, 2008
  • Wednesday (Pre-Convention) on August 11, 2019
  • Excel: Taking the Next Step on October 12, 2011
  • Day 4 of ZINCON 2016 on August 11, 2016

  • Replies to "ZINCON Schedule Excel Worksheet"


    Suma55  on February 26, 2018

    Please email me the document/spreadsheet that I can use to build my ZCON schedule. I am most appreciative of the help! TIA!!!


    Ching  on March 13, 2018

    I just saw this comment. FAIL! Do you still need it?

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