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School Empower

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  • Image on this page having problems
  • See How it Works >link> video of front end
  • *add slide for create new
  • *what to write for the different pages: have a description?
  • *what are the differences between different admin positions
  • Search contacts allows you to search your contacts via name, contact ID, phone number, contact type, email, zip code and more. Need to email or mail all of your students or faculty? Search for the corresponding contact type and select “email list export” or “mailing list export” to get a list of mailing addresses.
  • Any class you create can have multiple schedules:View all your classes on one page.Main class: defines the name, instructor, age, level, enrollment, class type and categories. Schedule: defines the dates, times, locations, prices, semester.Current, canceled, pending
  • To set up recurring billing for any given class:Select the given class (you can find it via the CLASSES tab and use Advanced Search or manually browse All Classes to find it) Under the Schedule & Pricing tab, select the square edit icon next to your desired schedule.
  • To set up recurring billing for any given class:Select the given class (you can find it via the CLASSES tab and use Advanced Search or manually browse All Classes to find it) Under the Schedule & Pricing tab, select the square edit icon next to your desired schedule.
  • 3) At the bottom of the Edit Schedule popup is a checkbox labeled “Enable Recurring Payment Plan”. Select.4) The initial deposit percentage is the first payment which students must pay upon registration. You can select the number of payments as well as the start date and time between payments as necessary.5) Save your changes.
  • 6) When a student is enrolled in a course with recurring billing, the option to choose recurring billing will be provided in their Pending Items.If you select recurring billing (Pay in installments), make sure to click the blue RECALCULATE button so their Pending Items will update to show the installment payments.
  • Transcript

    • 1. 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
    • 2. (1) Getting Started: (1) Front End Basics (2) Back End Basics (3) Do First
    • 3. Front End Basics: Homepage 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: Semesters Ages Faculty Categories Homepage pictures and categories 3
    • 4. Front End Basics:STUDENT HOME PAGE Search 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. 4
    • 5. Front End Basics: Class Page CLASS DESCRIPTIONHere‟s a class description that shows Ages, Level and Class Cost. It also has links to the teacher‟sprofile ( )1. These are all customized elements in the school admin. 5
    • 6. Back End BasicsThis is the login page to the admin panel which only yourschool administration will see, known as THE BACK END. Theback end controls all of the semesters, ages, classlevels, instructors, and classes which are visible to students andtheir parents.
    • 7. Back End Basics: Dashboard 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 need 7 Quick Search to find a specific contact using name, id, or email
    • 8. ICON TIPSRolling over the buttons will give you a tip on how to use each actionbutton.Recently modified contact widget allows for quick in-studioregistration. 8
    • 9. 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
    • 10. (2) Business Setup
    • 11. BUSINESS SETUPThis 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. 11
    • 12. DiscountsCustomize 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. 12
    • 13. DiscountsYou can have multiple discounts. So a second discount can say, Buy2, 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 13 13
    • 14. Member LevelsFor various levels of supporters, you can set up membership levels.In your class setup, you can create separate prices for membersand 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 14
    • 15. Session PacksIf your school has “drop in” classes or session cards, you may want touse session packs. Your students can use these session cards online topay 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. 15
    • 16. Create a New Session PackHere is an example of a session pack discount. This session pack is 10classes 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. 16
    • 17. 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 17
    • 18. Business Features: Payment Keys 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. 18
    • 19. Business Features: Integration If you want your School Empower site to link to any external site(s), provide the URLs 19
    • 20. (3) School Setup
    • 21. SCHOOL SETUPAllows 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. 21
    • 22. 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
    • 23. Age GroupsAge groups are used the show the appropriate age level for a givenclass, so you can have an adults-only ballet class or a teens-onlykarate course. Students will be able to search for classes based onthe age groups you create. Create and customize the age groups of your school. You can also edit and delete age groups from this screen. 23
    • 24. Class LevelsEstablish the expertise level of your classes. The color shown will be used to represent the given class level in your school‟s class calendars 24
    • 25. LocationsUse the locations tool if you have more than one room or multiplelocations. You can easily add, delete or edit locations from this tool.These locations are used when setting up your school‟s classes. 25
    • 26. Contact TypesThis enables you to assign a GROUP to a student in order tocommunicate to segments.For example, if you only want to email your TEAM, you can set up agroup called TEAM. When they are registered, they will be a TEAMstudent. You can also give a GROUP a discount. So if team members receive a discount, when you register them, it will apply. 26
    • 27. HomepageHere is where you will upload and manage the images you want thepublic to see on your homepage. You can easily edit the html of the page here. 27
    • 28. T&C‟sEnter any permissions, releases, etc. that are needed here. Whenyour student registers, they will be presented with your terms andconditions and need to check off their agreement. 28
    • 29. (4) ContactsNOTE: you can not delete Faculty that are teaching a class orstudents that are enrolled in a class.
    • 30. CONTACTSYou 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 thewaitlist here. 30
    • 31. ContactsA list of all your contacts where you can edit, register or delete.NOTE: You can not delete faculty that are teaching classes orstudents who are enrolled in a class
    • 32. Add Contact 32
    • 33. Add Contact 33
    • 34. Add ContactNOTE: Save & Edit willallow you to continueediting your contact.Save will save yourcontact and bring youto your contacts list. 34
    • 35. Edit Contact: OverviewOnce 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. 35
    • 36. Edit Contact : ClassesStudents‟ 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. 36
    • 37. Edit Contact : MembershipsContacts‟ current memberships are self-purchased. Beneficiarymemberships are memberships given by another contact. Register the contact for membership. 37
    • 38. Edit Contact : Register MembershipsContacts‟ current memberships are self-purchased. Beneficiarymemberships are memberships given by another contact. Register the contact for membership. 38
    • 39. Edit Contact : AccountsPrepaid credit, sessions, gift certificate accounts, and scholarshipmoney are „Accounts‟ which the contact can use to pay for classesand 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. 39 You can grant this contact a full or partial scholarship.
    • 40. Edit Contact : Accounts: Prepay CreditContacts can prepay credit using check here. The system willautomatically expire credit once the expiration date is passed. Name the transaction 40
    • 41. Edit Contact : Accounts: Purchase Gift Certificates Contacts can purchase gift certificates for other contacts. Select the certificate owner from the list, or search for the owner. Name the certificate 41
    • 42. Edit Contact : Accounts: Grant ScholarshipGrant a Scholarship to the current contact to provide financial aid forany 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. 42
    • 43. CONTACTS: Pending ItemsPending 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 43
    • 44. CONTACTS: Linked ContactsLinking contacts can help you connect contacts to friends, parents,siblings, and guardians. This way you can easily find a student‟sparent or vice versa. 44 Link another contact
    • 45. CONTACTS: Linked ContactsLinking 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) 45
    • 46. 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. 46
    • 47. 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. 47
    • 48. CONTACTS: Register for classA 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. 48
    • 49. CONTACTS: Register for classYou will be automatically redirected to the pending items tab.This class was set up with recurring billing. How do I set up recurringbilling? 49
    • 50. CONTACTS: Register for classIf your contact has scholarships, prepaid credit, or otheraccounts, you can apply any of these accounts towards yourpending items. Enter the amount in . 50
    • 51. CONTACTS: Register for classCollect credit card information, check or cash andproceed to payment. 51
    • 52. CONTACTS: Register for classThe class now appears in the student‟s Classes tab. Withdraw student from class by clicking this arrow. 52
    • 53. Advanced SearchBasic 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 byexporting a list of their emails. Search for specific types, semesters, or classcategories and export all relevant contacts. 53
    • 54. (5) Classes
    • 55. ClassesView 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
    • 56. ClassesWhen you create a class, it can have more than one schedule.Main Class (shown in white) has elements that can‟t be changed in differentschedules: 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
    • 57. Categories
    • 58. SemestersSemesters can be used to define the calendar period of a recurringclass 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
    • 59. Add ClassSet the course name, instructor, and description. This will all be seen by your potentialstudents, 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 thewaitlist for the course.Decide whether your class is session or semester-based. Semester classes are courses thatare recurring for a semester period. Students cannot enroll mid-semester and take allclasses within the semester. Session based classes can be taken individually.
    • 60. 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.
    • 61. Add Class: Create Schedule Class 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.
    • 62. Add Class: Create Schedule Set 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.
    • 63. 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)
    • 64. Add Class: Create Schedule Edit 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.
    • 65. Add Class: Create Schedule Review 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.
    • 66. Add Class: Supply List
    • 67. Add Class: CategoriesCheck all categories relevant to the class. This will help your contactsfind the classes in which they are interested. New categories can be created here.
    • 68. Search Classes
    • 69. Calendar ViewCalendar 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.
    • 70. (6) Reports
    • 71. Reports
    • 72. Daily Payments
    • 73. Breakdown
    • 74. MembershipA 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.
    • 75. Faculty Fee
    • 76. WaitlistFrom 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.
    • 77. Recurring BillingRecurring billing only works with semester-based classes. It allowsstudents to pay for their classes in installments. Generate reports soyou 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).
    • 78. Setting up Recurring BillingTo set up recurring billing: first select your class. Use either All Classes, Quick Search, or Advanced Search to find a class
    • 79. Setting up Recurring BillingTo set up recurring billing: first select your class. Use either All Classes, Quick Search, or Advanced Search to find a class
    • 80. Recurring Billing
    • 81. Recurring Billing

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