Quick Reference. Life just got easier! Visit iclasspro. Help & Support

Transcription

1 Life just got easier! Quick Reference Visit iclasspro Help & Suppt How to Log In... 1 Home Screen Overview... Create a Family... Student... Class... Camp Staff... 7 Enrollments New Class Enrollment... 8 New Group Class Enrollment... 9 New Camp Enrollment New Charges Global Tuition Charges Global Block Charges... 1 Creating a New Charge... 1 Creating a Group Charge... 1 New Payment/Credit... 1 Keywds Customizing... 1 Using Blast Text & Voice Messages... 19

2 How to Log In 1 1 First-time Log In The first time you log into iclasspro will be from by clicking Customer Login. Note: We recommend using the latest version of Mozilla Firefox Google Chrome f the best perfmance. Enter iclasspro Account Name You will be prompted to type in your iclasspro account name first. This is used to bring you to your facility s iclasspro Staff Sign In page. Customer Login Note: You must have an active iclasspro account trial set up to log in. You can also sign up f your free trial from the iclasspro website. (You will receive an with the necessary login info.) Staff Sign In Page At the iclasspro Staff Sign In page, type in the User Name and Passwd to view your gym s software; all recded activity during this session will display in the Audit Log under this staff name. Tip: Bookmark this page create a shtcut on your desktop f easy access to your staff member sign-in page.

3 Home Screen Overview The Online Activity section will track any changes made to customer accounts via the Parent Ptal. The Special Enrollments section lists students with special enrollments like trials makeups. The Program Summary section is a visual snapshot of all programs as of today s date. Note: This does not include enrollments which start on a date after today.

4 Create a Family You must create a family befe you can create a student in iclasspro. 1 Family Note: A pencil icon anywhere in iclasspro is Edit. Enter Family Details Need me fields? You can create your own in Family Templates under Settings > Setup > Family Settings > Family Template. Save family details befe editing other tabs.

5 Create a Student 1 Family Fill Out Student Details Other student info such as Enrollments, Skills & Notes must be filled out after the student has been created & saved. Tip: Students can also be added from the Family Details Window. Note: Once saved, Students can be edited from Family Student page.

6 Create a Class 1 Classes Add Class info: Class Name, Program, Level and Requirements. Select Show on Web and Allow Web Registration to include the class on parent ptal. Adding Level is not required. Create Class Schedule: You have a Single day Multi-day in a class schedule. (See explanation f both below befe proceeding). Single day Schedule: Enter one time slot f the class if students enrolled in that class attend once per week. Note: If the class is offered at different times and the students choose a day, then this must be entered as separate classes. Add Billing Schedule and Tuition. Remember to click the +Add button. See a a Multi-day Schedule: Enter multiple time slots f the class if students enrolled in that class attend ALL the days of that class (example below). a Note: Select the Day, Start Time, Duration and remember to click the +Add button. See a

7 Create a Camp Note: You must first set up a Pricing Schedule to create a camp : Settings > Setup > General Settings > Pricing Schedules 1 Camps Use User Defined tab to add custom fields f additional charges and infmation, such as lunch fee, tee shirt sales early pick up option. Example below : Enter Camp Details Below is the User Defined fields shown as it would appear in the Parent Ptal with the above details. Fill out additional Camp tabs : Parent Ptal, User Defined, Schedule, Instruct, Key Wds. Note: If not allowing parents to choose days and charging a flat rate, under Parent Ptal leave Allow Parents to Choose Days unchecked.

8 Create Staff 1 Staff 7 Enter: Staff Member Infmation Required Infmation: Staff Name, User Name, and Staff Members Permissions. Set Staff Permissions with two options : A.) User Group which are pre-defined B.) Advanced User Permissions which allows f permission to be set individually A B

9 1 8 Create an Enrollment / New Class Enrollments Student Family Find your family / student and click on the Enrollment action button Select a Class from Drop Down menu Select Filters Note: What you select under Filters changes your Class Listings drop down. 7 Choose Enrollment Type. Add session if needed. Choose Start Date. Add drop date if needed. Tip: If using a price other than default billing, use Override Tuition. 8 Click Save to save and close, Save & Add Another to save and add another enrollment f the same student, Save & Charge to save and charge family account.

10 Create an Enrollment / New Group Enrollments 1 Classes 9 Tip: Use Search box Keywd filter to find specific students. Note: Added students will display on the right with an X Sign beside their names to remove them from the list. Note: Use + Signs beside names to add to enroll list. 7 Choose Enrollment Type. Add session if needed. Choose Start Date. Add Drop Date if needed. 8 Tip: If using a price other than default billing, use Override Tuition.

11 1 10 Create an Enrollment / New Camp Enrollments Student Family Click Enrollment action button on your student Select a camp from drop down menu* * You must first Create a New Camp - See Create a Camp Pg. Tip: If using a price other than default billing, use Override Tuition. Answer User-Defined Questions: ie: Include an upsale item like a tee shirt during the enrollment process, Would you like to purchase a tee shirt?, use the question to acquire marketing infmation / feedback from your customers.

12 New Charges / Global Tuition Charges HOW TO CREATE Charge Categies should be created through : Setting > Setup > General Settings > Charge Categies HOW TO CREATE Billing Schedules should be created through : Setting > Setup > Class Settings > Billing Schedules 1 Transactions 11 Select / Enter to define charge : Charge Categy Billing Schedule All students attached to this billing schedule will be billed using this charge categy. Charge Date Student Active As Of Date : This date determines which students are charged based on their start date. Always use a date within the billing period f accuracy f pration purposes. Due Date Early Bird Cutoff Date (not required) On this date early payment discounts will revert to full tuition. Tip: Prevent duplicate charges We recommend Charge Categy only All Previous by Enrollment and Charge Categy. Preview and Process will display all charges as defined by the categies and schedule data chosen. a Click on an Amount to see a detail of how the total was calculated including class tuition(s), discounts(s) and taxes applied. a

13 New Charges / Global Block Charges Note: Global Block Charges mass charges anyone enrolling in a camp. 1 Transactions 1 Select / Enter : Charge Deposit Remaining Amount Select Charge Categy Change charge date (if necessary) Student Active As of Date Note: You can back date and future date charges. Due Date Early Bird Discount Not required - If using enter Early Bird Cut Off Date Tip: You can click the charge Amount to see how the total price is being calculated.

14 New Charges / Create a New Charge (Family Student) 1 Family Select / Enter: Title and Date Not Required (title and date) will auto-fill if left blank. Tip: Click Split Save a to save each line item as its own separate charge. (This is particularly handy f items which may be paid f separately refunded later.) This also allows f me detailed financial repts. Due Date and Charge Date Line Item Type Note: Class Tuition and Camp Tuition are separate line types but are entered the same way. If you just have one line item you can simply click save and the line item will be added. 1 Student Click + Add Line Item to post item to charge. 7 a Choose Enrollment, Charge Categy, and enter the Amount f the charge. If applicable select Discount and Charge Tax. Note: You can create as many charges as needed without closing the New Charge window using line items. F instance you can add an (A) Anniversary Fee (B) Other fee to be included in this charge. A B

15 New Charges / Create a Group Charge (Non-Tuition Charges) Making it easy to charge f unifms, competition fees and proshop items. 1 Student Family 1 Click Select All Box check the Families to charge individually. Enter : Charge info indicating : Amount Charge Dates Discount Line Item Type Select desired filters Note: Make sure to click + Add Line Item befe you save your charges! Tips: When creating a single line item you can skip clicking (+ Add Line Item) and just click (Save). Click the Dollar icon to display the NewCharge window shown to right. Click Split Save to save each line item as its own separate charge.

16 New Payment Credit 1 Family 1 Select Payment Type, then enter Payment Amount and Reference / Check #. If not using a check, Reference Check # a field can be used to track what credit is being issued f, other info. Select / Enter : Check the box to Apply Payment to the desired charge. a Tip: You can Add a Credit by simply selecting your Credit Type and entering a credit amount. Notes: Payments can also be made from the Full Family Ledger. All payments not applied to a charge become an unapplied credit.

17 1 Keywds / Customizing 1 Enter new Keywd 7 Check all that apply. Tip: Keywds can be used on families, students, classes, camps, staff and programs. 8

18 you wish to mark with keywds 17 1 Keywds / Using Family Student Click Select All Box check the Families individually. Class Camp Staff Change View to include all of your matches. Select desired filters From dropdown choose Keywd you want tied to list. Sample Keywds 7 Select Keywds icon to display the Keywds window. Note: Keywds can also be edited by clicking the pencil icon next to a family, student, class, camp staff and going to the Keywds tab.

19 18 1 Blast Family Student Tip: Click Select All Box check the Families to individually. Class Camp Staff Tip: Adjust View to get all results listed on one page. Select desired filters b a Enter your subject line and use the edit to draft your . a Use Variables: Personalize your message by inserting [[family_first]] - this will address the with the family members first name. b Use the image icon to include a masthead graphic as show Friday Fun Night. Tips: Mass s go to background tasks where the progress is tracked. When complete, a rept is available. F your convenience & recds, you can create your in Microsoft Wd & paste it in using the Paste from Wd option. s can also be sent from the Student, Staff & Classes pages. Click the icon to display the blast template window as show above.

20 Text & Voice Messages Click Select All check Families individually. 1 Family Student Staff 19 Select desired filters a Choose Text Voice Send Text: Simply type your message in the Message area and click send. a Send Voice: Click the Send Voice Broadcast button. b Enter your phone number that you wish to recd your message from. That number will automatically be called to prompt you f recding your voice message and is automatically sent. b Click the SMS icon to display the SMS window. Purchase of credits required to send SMS & Voice Messages Cost : each = 1 Text Message 1 Min. Voice Broadcast. Buy : Go to : Settings > Setup > General Settings > SMS & Voice (Note : Must be an administrative user to purchase credits).

21 Life just got easier! 00 US Hwy 9 N Longview, TX GoPro iclasspro.com