Post-Onboarding Guide for Class Manager Users

Essential Steps After Your Account Has Been Set Up

Congratulations! 🎉 Your account has been set up, and we've already uploaded your classes, students and customers. Here's what you need to do next to start using Class Manager efficiently.

Configure Portal Enrolment

Activating this feature means that once a customer has registered and logged into the portal, they will be able to see the classes you offer, and can enrol onto them.

To enable this feature, follow the steps below:

1. Click < to the right of Settings  
2. In the expanded menu click Company and then on Information
3. You can then update the 'Portal Class Enrolment' options to whichever option you prefer:
   • Disabled - the online portal enrolment will be disabled
   • Manual Approve Enrolments - a staff member will be able to approve or reject enrolments for classes.
   • Automatically Approve Enrolments - the student is automatically approved for the selected classes
   • Require Upfront Payment To Approve Enrolments - if you have Stripe enabled on your account customers will be required to pay the required price for the classes they choose to enrol into. Once payment is confirmed the enrolment is approved
4. Select the option you would like to enable.
5. Click on Save to update changes.

After enabling portal enrolments, you can decide which of your classes you would like to opt into this feature.

1. Click < to the right of Classes.
2. In the expanded menu, select View All.
3. Choose the relevant season you wish to update.
4. Use the checkboxes on the left to select the classes you want to enable for this feature.
5. After selecting the desired classes, click on Group Actions, then choose Enable Portal Enrolment from the dropdown menu.

Setting Up the Payment Methods

Class Manager offers a variety of payment methods, allowing you to manage payments with ease. You can choose to enable any or all of the following:

• Cash
• Cheque
• Bank transfer
• Direct Debit
• Debit/credit card (via Stripe)
• GoCardless

Additionally, you have the option to add a custom payment method. To activate payment methods:

1. Click < to the right of Billing.
2. In the expanded menu click Settings and then Payment Methods.
3. Enable the payment methods you wish to accept by clicking the Enable buttons.

Inviting Customers to the Portal

Once you already have your customer database set up in Class Manager, inviting them to use the Parent Portal is a quick and simple process. This allows them to manage their account, view invoices, enrol in classes, and more.

1. Click < to the right of Customers.
2. In the expanded menu click View All.
3. Click the Invite all to Portal.

Important Links

In your dashboard’s 'My Portal' widget, you will find important links such as:

• Customer login link: The link customers will use to access the Parent Portal.
• Register link: This link is for new customers to create an account and register.
• Class Enrolment link: Directs customers to view all available classes and begin the enrollment process.
• Staff link: The link where staff members can log in to manage their accounts.

Generating Invoices

To generate invoices:

1. Click > next to Classes.
2. On the expanded menu, click View All and open the season you want to invoice for.
3. Click on the Invoice Season button at the top of the page.
4. Your new invoices will appear in the invoice list as Draft status.

Preparing for the Next Season

When you're nearing the end of the season and ready for the next, you can use the clone feature to prepare the for the new season. 

Since your previous classes have already been billed, it's essential to clone them for the upcoming season. Here's how to clone an entire season in just a few steps:

1. Click < to the right of Classes.
2. In the expanded menu click View All.
3. Select the season you wish to clone.
4. At the top of the season page, locate and click the Clone Season button.
5. You will see all your classes included in the season. You can copy all classes, lessons, students, waiting list, and even packages. If you prefer not to copy them, simply leave them unchecked.
6. Enter the name and dates for the new season.
7. Once you've entered the necessary details, click Clone Season.

Getting Started with Class Manager

On the left-hand side of your Class Manager dashboard, there is a 'Getting Started' button that will walk you through essential steps for getting your account up and running. We also have written Getting Started help articles here:

By following these steps and utilizing the resources provided, you’ll ensure a smooth setup and successful management of your business through Class Manager. If you have any questions or need further assistance, don’t hesitate to reach out—we’re here to help every step of the way! 🤝