Using the Class Manager App for Admins and Staff

A guide for navigating the Class Manager app and understanding its limitations.

The Class Manager app provides a convenient way for admins and staff to manage essential tasks on the go. Although the app supports many core functions, some advanced features remain exclusive to the web version. This guide will walk you through how to maximize the app's capabilities for key tasks and when to switch to the web platform for full access to all features.

Key Features Available in the App

Dashboard

The dashboard provides a quick overview of important information, helping you stay updated with just a glance. Key widgets include:

• Today's Lessons widget: Displays a list of the day's classes, allowing you to jump directly into class registers and mark attendance effortlessly.
• Birthdays widget: Shows students with upcoming birthdays within the current or next week, helping you personalise communication.
• Customers, Students, and Staff widgets: Offers a summary of the total number of customers, students, and staff, as well as the number of new additions within the last 30 days.
• Payments and Outstanding Invoices widgets: Summarizes the total payments received for the month and the outstanding invoices, enabling quick financial monitoring.

Customers

The app provides full visibility into your customer database, allowing you to:

• Access a full list of customers and review essential information such as contact details, invoices, payments, additional contacts, and message history.
• Add and delete customer profiles as needed.
• Make real-time updates to customer profiles to ensure their information is always up to date.

Students

Managing student profiles on teh go is easy through the app:

• Access a complete list of students, view detailed profiles that include medical information, attendance records, and enrolled classes.
• You can add and delete student profiles when necessary.
• Update student details ensuring records are current.

Staff

Managing staff members is simplified, with each tab:

• View All: See a full list of staff members, complete with detailed profiles, including their assigned classes and contact information.
• Permissions: Although full permission management is best done on the web version, the app allows for quick role adjustments and basic permission updates, ensuring that staff members have the correct access based on their responsibilities.

Classes

The app makes it easy to manage classes schedules and enrolments:

• Seasons: View both active and archived seasons, making it easy to keep track of seasonal offerings.
• Classes: See a complete list of all active classes, allowing quick access to class details such as time, location, and instructor.
• Lessons: View today's lessons and mark attendance directly from the app.
• Enrolments: If your enrolment process requires manual approval, you can see pending enrolments and approve or reject them within the app.

Billing

Managing invoices and payments is streamlined through the app:

• Invoices: View a complete list of invoices, with the ability to approve, cancel, or mark them as paid. You can also send reminder emails and generate PDFs of invoices for record-keeping or sharing.
• Payments: View a full list of payments and manually add new payments as needed, helping you keep financial records up to date.

Messaging

The app allows you to communicate with students and parents through both email and SMS:

• Email: View your email history, including content and recipients of past emails. You can compose new emails to be sent immediately or scheduled for later.
• SMS: Similarly, you can view your SMS history and compose new SMS messages to send important updates or reminders.

EPOS

Managing your sales operations is made simple within the app:

• Categories: Create, edit, or delete product categories for better organisation of your inventory.
• Orders: Create new orders, generate invoices, mark orders as completed or dispatched, and delete orders when necessary.
• Products: Add or edit products, making it easy to manage stock levels and update product information.
• Settings: Manage product variations, including creating, editing, or deleting them, ensuring that your inventory remains flexible and accurate.

Settings

Configure basic company and operational settings directly from the app:

• Company: Edit key details such as company name, country, language, timezone, app time format, and currency settings.
• Terminal: If you have a compatible card reader, the app allows you to take in-person payments using the terminal.
• About: View the app version and read through Class Manager policies.

When to Use the Web Version

Although the Class Manager app provides access to many essential features, there are some advanced tasks that can only be completed on the web version. For instance:

• Generating reports and analysing financial data in depth are best handled through the web version.
• While the app allows for quick role adjustments, full control over staff permissions requires the web platform.
• Creating new classes or configuring advanced class settings can be done through the web version.
• Configuring advanced payment options, managing discounts, or setting up payment plans is easier and more comprehensive on the web platform.

The Class Manager app is a powerful tool for handling day-to-day operations, enabling admins and staff to manage classes, customers, and financials on the go. For advanced features and more detailed tasks, you can seamlessly switch to the web version to access the full range of Class Manager's capabilities. Together, the app and web platform offer a comprehensive solution for running your business efficiently.