school empower

Table of CONTENTS

(1)Getting Started:(1) Front End Basics(2) Back End Basics(3) Do First

(2)Business Setup(3)School Setup(4)Contacts(5)Classes(6)Reports

(1) Getting Started:(1) Front End Basics(2) Back End Basics(3) Do First

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STUDENT HOME PAGE

This is the homepage that your students will see, often called THE FRONT END.

Every element on this page is customizable from the admin panel (also known as THE BACK END), including:

SemestersAgesFacultyCategoriesHomepage pictures and categories

Front End Basics: Homepage

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STUDENT HOME PAGE

From the homepage your students can search for any number of classes. This is the Search Result Page. From this page the student can choose her classes.

Front End Basics: Search Page

Here’s a class description that shows Ages, Level and Class Cost. It also has links to the teacher’s profile ( )1. These are all customized elements in the school admin.

CLASS DESCRIPTION

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Front End Basics: Class Page

Back End Basics

This is the login page to the admin panel which only your school administration will see, known as THE BACK END. The back end controls all of the semesters, ages, class levels, instructors, and classes which are visible to students and their parents.

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DASHBOARD

When you first login, you will come to the DASHBOARD.Top Navigation links to different areas of the admin panel. You’ll notice that the links in the top navigation correspond to sections in these help topics.Recently Modified Contacts lets you know which contacts have been recently changed, for easy access.Action Buttons let you quickly select the action you needQuick Search to find a specific contact using name, id, or email

Back End Basics: Dashboard

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Rolling over the buttons will give you a tip on how to use each action button.Recently modified contact widget allows for quick in-studio registration.

ICON TIPS

Do First:

• 1) Business Setup: Start with the BUSINESS SETUP because there are features that must be added before you add classes or students.– Manage business features

• 2) school setup– Age groups– Class levels– locations

• 3) contacts: faculty must be added before you add classes– Add contact

• 4) classes– Add classes

(2) Business Setup

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BUSINESS SETUP

This is your business setup, where you’ll manage critical elementsof your business:Discounts for managing class discounts and pricing packagesMember Levels for creating different member groups and levelsSession Packs for creating packages of same-cost classesManage Business Features to set up the features you want for your school.

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Discounts

Customize discounts on this page. You will be able to use the discounts for families too. An example discount is buy 1 class and get 10% off a second class.Students do not have to purchase classes all at the same time to

receive discounts. You can use these discounts to drive sales and increase enrollments.

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Discounts

You can have multiple discounts. So a second discount can say, Buy 2, get 15% off next 1 (or the third class) This states: you must buy 1 class to get 10% off second class. You can apply to a family, or make it inactive. Make sure to save your discount. You can prioritize them. Student will get discount automatically upon registering for a class.See how it works

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Member Levels

For various levels of supporters, you can set up membership levels.In your class setup, you can create separate prices for members and non-members.NOTE: You do NOT have to enable membership levels. Boxes on the right allow you to edit or delete different memberships. Refers to the number of people who will receive membership from this level of membership

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Session Packs

If your school has “drop in” classes or session cards, you may want to use session packs. Your students can use these session cards online to pay for their courses. You can create new, delete, or edit session packs. You can also create a discounted price for your session packs, making the pricing more enticing for students.

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Create a New Session Pack

Here is an example of a session pack discount. This session pack is 10 classes for $300 instead of $400. Nice deal!! Name the session pack. This will appear in the Accounts tab of the student’s contact page in the back end. The SALE PRICE is the discounted price of the pack The cost of the sessions for which this pack is usable.

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Manage Business Features

Business set up allows you to enable the features listed about. Most important to the majority of schools are: Scholarships Gift Certificates Session packs Enable recurring billing Enable online purchase

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Please call School Empower to help you set up Payment Keys: Your integration with Payment Gateway. You can link with either Authorize.net or Paypal.

Business Features: Payment Keys

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If you want your School Empower site to link to any external site(s), provide the URLs

Business Features: Integration

(3) School Setup

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Allows you to easily find students and parents.Edit admin logins to set up permissions and roles for your staff.Age Groups lets you set age ranges for your classes (e.g. a teen class)Class Levels lets you separate the beginning dancers from the expertsCreate a location for each of your classes (e.g. studio 1)Create different contact types or groups(e.g. student, parent, team)Set up your homepage and edit the html for your main site.Create terms and conditions for your school.

SCHOOL SETUP

Admin Logins

In the Admin Logins Page you can change your administration positions and edit users’ roles. These permissions will change what each administrator can or cannot see in their own login dashboard. Choose a user to give admin permissions

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Age Groups

Age groups are used the show the appropriate age level for a given class, so you can have an adults-only ballet class or a teens-only karate course. Students will be able to search for classes based on the age groups you create. Create and customize the age groups of your school. You can also edit and delete age groups from this screen.

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Class Levels

Establish the expertise level of your classes.

The color shown will be used to represent the given class level in your school’s class calendars

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Locations

Use the locations tool if you have more than one room or multiple locations. You can easily add, delete or edit locations from this tool.These locations are used when setting up your school’s classes.

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Contact Types

This enables you to assign a GROUP to a student in order to communicate to segments. For example, if you only want to email your TEAM, you can set up a group called TEAM. When they are registered, they will be a TEAM student. You can also give a GROUP a discount. So if team members receive a discount, when you register them, it will apply.

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Homepage

Here is where you will upload and manage the images you want the public to see on your homepage. You can easily edit the html of the page here.

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T&C’s

Enter any permissions, releases, etc. that are needed here. When your student registers, they will be presented with your terms and conditions and need to check off their agreement.

(4) Contacts

NOTE: you can not delete Faculty that are teaching a class or students that are enrolled in a class.

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You can view all of your contacts here.Faculty must be in the system before any classes can be added. Students must be registered before they can sign up for classes. Parents can also be entered and linked to students.Search for contacts based on various descriptorsView your waitlisted students and re-enroll or remove them from the waitlist here.

CONTACTS

Contacts

A list of all your contacts where you can edit, register or delete.NOTE: You can not delete faculty that are teaching classes or students who are enrolled in a class

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Add Contact

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Add Contact

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Add Contact

NOTE: Save & Edit will allow you to continue editing your contact. Save will save your contact and bring you to your contacts list.

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Edit Contact: Overview

Once you have saved your contact’s data you can edit contact. The contact navigation will appear. Notes about your contact classes your contact has/is taking or has/is teaching; also registration. purchased and donated memberships listed here. stored credit, scholarships, and other prepayments. classes and items which are in the contact’s cart. a customizable bio of your contact related contacts (e.g. parents, siblings, guardians) can be linked here. all transactions which your contact has performed.

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Edit Contact : Classes

Students’ past, present, and future classes are all listed on this page.Teachers’ past, present, and future classes are also listed. REGISTER FOR CLASS to add more classes to this contact’s schedule.

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Edit Contact : Memberships

Contacts’ current memberships are self-purchased. Beneficiary memberships are memberships given by another contact. Register the contact for membership.

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Edit Contact : Register Memberships

Contacts’ current memberships are self-purchased. Beneficiary memberships are memberships given by another contact. Register the contact for membership.

Edit Contact : Accounts

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Prepaid credit, sessions, gift certificate accounts, and scholarship money are ‘Accounts’ which the contact can use to pay for classes and are all listed on this page. Purchase a session pack here. Edit your session packs Students can prepay credit using checks. More Info Here. Enables the contact to purchase a gift certificate for another contact. You can grant this contact a full or partial scholarship.

Edit Contact : Accounts: Prepay Credit

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Contacts can prepay credit using check here. The system will automatically expire credit once the expiration date is passed. Name the transaction

Edit Contact : Accounts: Purchase Gift Certificates

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Contacts can purchase gift certificates for other contacts. Select the certificate owner from the list, or search for the owner. Name the certificate

Edit Contact : Accounts: Grant Scholarship

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Grant a Scholarship to the current contact to provide financial aid for any students or reward students for good work. Name the scholarship Scholarship can be full or partial, depending on the dollar amount which you wish to procure for the scholarship.

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CONTACTS: Pending Items

Pending items are items that have not yet been purchased. Name lists the kind of item: Course, Gift certificate, Session pack name, etc. Text description of the item: Course name, Certificate name, etc. Recurring Billing option: lets you select recurring (installment) payment

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CONTACTS: Linked Contacts

Linking contacts can help you connect contacts to friends, parents, siblings, and guardians. This way you can easily find a student’s parent or vice versa. Link another contact

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CONTACTS: Linked Contacts

Linking contacts: Filter lets you filter the choices Choose the desired contact to link State the relationship to the current contact: (e.g. Jean Behame is the child of Senor Partucky)

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CONTACTS: Txn Report (Transaction Report)

The Txn Report tab lists all transactions for a single contact. Filter the contact’s transactions by payment type, date, or semester If you scroll this bar to the right, you can view more data about each transaction. Export all of the filtered transactions to an excel file.

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CONTACTS: Txn Report (Print Receipts)

Printing a single transaction: Use the side-scroll function to the “Transaction rec” column Click “print” next to the desired transaction A popup will appear. You can view the transaction receipt and print.

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CONTACTS: Register for class

A class search will pop up. Use any or all of the fields to search for your desired class. Select one or more classes ADD TO PENDING ITEMS.

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You will be automatically redirected to the pending items tab.This class was set up with recurring billing. How do I set up recurring billing?

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If your contact has scholarships, prepaid credit, or other accounts, you can apply any of these accounts towards your pending items. Enter the amount in .

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Collect credit card information, check or cash and proceed to payment.

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The class now appears in the student’s Classes tab. Withdraw student from class by clicking this arrow.

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Advanced Search

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Basic Search lets you search contacts by first/last name show ‘advanced search’: search using ID, phone, contact type, and more. email/mailing list export: easily send emails to all students or faculty by exporting a list of their emails. Search for specific types, semesters, or class categories and export all relevant contacts.

(5) Classes

Classes

View all your school’s classes.Add a new class. (before you add a class, complete DO FIRST)Search all classes, using name, instructor, semester, categories, age, level, etc.Create and edit class categories.Create and edit semesters: registration fees, start/end dates, registration datesView all classes together on a course calendar.Find all recently modified classes hereQuick search for a class

Classes

When you create a class, it can have more than one schedule.Main Class (shown in white) has elements that can’t be changed in different schedules: name, instructor, age, level, enrollment, class type and categories. Schedules (shown in grey) have the elements: date, times, locations, prices, semester.You can also set the status of each schedule to current, canceled, or pending

Categories

Semesters

Semesters can be used to define the calendar period of a recurring class or series of sessions. The registration fee for a specific semester can be edited here Semester start/end date defines the calendar period of the semester defines when contacts can begin registering for a specific semester after this date, contacts can no longer register for classes in this semester. create a new semester

Add Class

Set the course name, instructor, and description. This will all be seen by your potential students, so make it interesting!Set age group and level for your classEnrollment sets the class size. Once the class becomes full, new students are added to the waitlist for the course.Decide whether your class is session or semester-based. Semester classes are courses that are recurring for a semester period. Students cannot enroll mid-semester and take all classes within the semester. Session based classes can be taken individually.

Add Class: Schedule and Pricing

Once you have edited and saved the class information, you can now create a schedule for your class. NOTE: students cannot see your class on the front end unless there is a schedule for it.Create a new schedule to begin.

Add Class: Create ScheduleClass status: current means that the class is scheduled and available for registration. Cancelled means the class will not take place and students will be unable to see this class on the front end. Pending means that the class will possibly take place, but is not fully finalized. TIP: if you decide last-minute to cancel a class, you can easily do so.Choose a semester, start and end dates, and times for our class. If your class has varying times, you can edit that later.Select the day(s) of the week on which your class takes place.

Add Class: Create ScheduleSet the location for your classes. If you have different locations for individual classes you can manually edit that later.Once you’ve selected the class days (previous page (3)), the “# of sessions” will automatically fill in. NOTE: you can also manually add more sessions if you have more sessions.You can now click this tab to view (and edit) individual sessions.

Add Class: Create Schedule

When you select the view/hide sessions tab it allows you to view/hide individual sessions so you can edit them. You can name each individual session to let students know what they can expect in the class. (ex: “Salsa” “Pointe work” “Dress rehearsal”, etc.)If a specific session has a different date/time/location than others, you can edit its information here.Action buttons: the ( ) button allows you to delete individual sessions. The ( ) button allows you to view the class roster for individual sessions (roster edit button present only with Session-based classes)

Add Class: Create ScheduleEdit the class costs here. If you have memberships you can set different prices for members and for non-members (Regular).If your class is session-based, you can set the cost for individual sessions. Please note: if your class is session-based, the “Per Session Cost” applies for individual sessions, but if ALL the sessions are purchased, then the “Full Class Cost” is used. (ex: Zumba has 4 classes, costing $20 per session. However, the “Full Class Cost” may be $75, giving students the incentive to register for all four classes)Additional costs? Enter them here.

Add Class: Create ScheduleReview all your class costs. If the class is session-based, then you will not see this section. If the class is semester-based, then you can set up recurring billing. See more about recurring billing.

Add Class: Supply List

Add Class: Categories

Check all categories relevant to the class. This will help your contacts find the classes in which they are interested. New categories can be created here.

Search Classes

Calendar View

Calendar View lets you see your classes, side-by-side, for each date. Set the shown date Change the colors of calendar view based on these fields Clicking the session name opens an Edit Session popup where you can modify the selected session.

(6) Reports

Reports

Daily Payments

Breakdown

Membership

A list of all contacts who have become members, within given dates. Set date range Benefactor: contacts who have also receive membership with the purchase of a level of membership (i.e. a family membership will have multiple benefactors) Export all the resulting contacts to an Excel format.

Faculty Fee

Waitlist

From this screen you can use the square icons to either ‘re-enroll’ students or ‘remove’ them from the waitlist. Set semester or instructor Re-enroll: put this contact into the class (if there is space in the given roster) Remove: removes the contact from the waitlist. The delete selected button lets you select more than one contact to remove from the waitlist.

Recurring Billing

Recurring billing only works with semester-based classes. It allows students to pay for their classes in installments. Generate reports so you can make sure that payments are being sent to you on time. Set date range States contact, ID, payment amount, Due Date, time until/since due date, and reason (payment state).

Setting up Recurring Billing

To set up recurring billing: first select your class. Use either All Classes, Quick Search, or Advanced Search to find a class

Recurring Billing

school empower

Business

business features business

class setup

class discounts

class cost

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end basics3

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session pack discount