Classes Overview Understanding Bookings Visual Scheduler Booking Manager Making a Booking Class Types...

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1 Table of Contents Classes Overview... 3 Understanding Bookings... 4 Visual Scheduler... 4 Booking Manager... 9 Making a Booking Class Types Responsible Person / Student Relationship New Bookings Move Bookings Moving a Student s Booking Drag and Drop Function Allocation of Registration Fees Applying the Registration Fee Managing Students & Families Family Details Student Details Family Credits How the Family Credit Process Works Making a Payment to a Family Account Using family Credit when Making/Paying for a Student Booking Applying a Goodwill Credit through the Family Screen Forgoing the Family Credit Using Family Credit to Make Purchases Other than a Student Booking Paying out the Family Credit Family Credit to be Used by the Direct Debit Process Day to Day Class Management Daily Classes... 56

2 Daily Attendance Screen Cancel Student Booking Delete a Booking Record Suspend a Booking Trial Bookings Wait List Entries Teacher Absences Special Family Discounts Holiday Programs Setting up a Holiday Program Making Holiday Program Bookings Moving a Holiday Program Booking Cancelling a Holiday Program Booking Squad Bookings Making a Squad Booking Moving a Squad Booking Cancelling a Squad Booking Understanding the Family Screen - Holiday Program/Squad Bookings Tab Maintenance Functions Updating Class Bookings Moving a Student into another Family Classes User Guide May

3 Classes Overview The Classes Module is designed to manage all program based activities and services. It provides all the functionalities required to manage class scheduling including swim lessons, gymnastics, karate, dance, Pilates courses and adult classes as well as multi choice enrolment programs such as school holiday, camps, lifeguard and intensive lesson programs. It has the capacity to accept multiple payment options whether it is for daily, monthly, term or yearly scheduling. The Classes Module can also track class makeup s, cancellations, deferments, suspensions, attendances, occupancy levels, waiting lists and provide full financial details for every booking made for a student. The system generated reports have a wide range of functions and will produce class sheets, attendance records, financial accounts and more. All students that are booked into classes will be allocated an identification number and are also required to have a responsible person account set up and linked to the student/s. Normally the responsible person would be the student s guardian or in the case of the student being the adult the responsible person will also be the adult. The responsible person account is designed to record the student/s financial information associated with the class booking/s. A responsible person account can have multiple students attached to it. All class bookings are date sensitive therefore it is possible to view and track the status of class bookings on a day to day, week to week, month to month, or year to year basis. Students and Responsible Person are also referred to as Customers through this document. Classes User Guide May

4 Understanding Bookings Visual Scheduler Classes > Classes > Visual Scheduler This window is the most important screen within the module as it allows for a wide range of functions and actions. These include; Visually displaying all classes that have been created. Ability to display additional class details such as students enrolled and vacancies. Create bookings, including term, perpetual, casual (one time), trial and make ups. Move existing booked students to other classes. Suspend students. Search for vacancies utilising several filter options. Display individual class details. View student details Cancel student bookings Apply student skills to their booking View class progression Classes User Guide May

5 The filters include: Class type filters Teacher filters Level filers Area filters The ability to set the minimum vacancy (min vac) to a default figure. This is set in the class setting screen found in Admin > Classes Menu > Class Settings You can print the vacancies displayed on the screen to the receipt printer You can the vacancies displayed on the screen to a selected recipient Age Filter: by entering an age from and to it will search for classes that have an average age according to the entered parameters. Ages are entered in years and months i.e. a 2½ year old would be entered as 2.6. You only need to enter a from if required, and any classes without an average age will always be displayed Fixed Date: the fixed date option allows you to set a date that the visual scheduler will be taken to i.e. the start of a term or session. This date is entered in the classes setting screen found in Admin > Classes Menu > Class Settings The default view for a class when opening the Visual Scheduler is displayed below. This view displays the following information; Time of the class starts at 9:00am and finishes at 9.30am Level of the class the level is called Magic Marvels. The colour of the box also denotes the level The number of permanent vacancies the number 4 denotes that there are four vacancies. The number of vacancies for the day the number 3 denotes there are only 3 places available today (meaning that there must be one casual or makeup booking). Whether you see the comma and second number will depend on whether you have requested make ups, casuals, absences, etc to be included in the vacancy calculation. The settings can be altered in Admin > Site > Site Setup > Classes. Classes User Guide May

6 Filters Filters provide the ability to search and find specific classes or particular attributes of a class. You can search for classes by using one or a multiple of the filters listed below. Date: When opening the Visual Scheduler the current days date is the default date. To change the date, click on the to make your date selection. Links will automatically display a week of classes starting with the date chosen into the first column. Or There is also have the option of increasing the date in increments of a week. Depress the or to go forward or back a week. After nominating a date you can then make your selection by the following filters. Level: To select a list of classes by level click on the button. The following window will be displayed. From this window you can narrow your selection to the desired class level or levels. Click on the level to highlight and depress the button or double click to move the level to the selected list. Continue, for all desired levels and then depress OK. The visual scheduler will be refreshed to display the desired levels and corresponding classes. Class Type: Area: Classes User Guide May

7 Teacher: Days: Min. Vacancies: Age Filter: It is possible to search by the number of vacancies that are left in a class. Type in the minimum number of vacancies a class must have to be displayed in the visual scheduler. The age filter narrows down the search by the average age of students in the class. Type in From: 5 and To: 6, to show classes with an average age of students between 5 and 6. Note, classes without students (or without an average age) will also be shown on the scheduler. Start Time: There is the option of making a selection based on class times, type in the a range of class start times. These fields can take up to 4 numeric characters and accept either P, PM, A, or AM. N.B. If you do not enter AM or PM the system will automatically assume AM. Using the 24 hour clock can speed up entry if you prefer. Double Click Action Make Bookings: Move Booking: Booking Manager: Class Detail: This option is used to book students into a nominated class. To do this, see below. This option is used to cease the original booking and move students into another preferred class. To do this, see below. This option is used to suspend and view students booked in the class., and also update the skills achieved of students in the class. To do this, see below. You can also access the student details and the family details through the screen. Displays the full details of the class, ie - bookings; the teacher details; the term details; cost; area; level; teacher. From this screen you can make permanent changes to some class specifics, i.e time, and also make future changes to level, area and/or teacher from a specific date. You can also right click on the class to view the above listed options. Classes User Guide May

8 Options As discussed previously, when first opening the visual scheduler the default display for each class shows the time, level and number of vacancies. This view will change by selection the options below Show More Detail: When clicking this option the visual scheduler will display the following information on the screen. This view is also available by placing the mouse cursor on the desired class (in the normal view without choosing an option). 11:00 AM-11:30 AM - represents the start and finish time Shark - represents the level name 4,3 the number of permanent vacancies and the number of makeup vacancies available WAL ATHENS Class Teacher Area 3 shows the area designated to the class Va/Sz: 4/4 - the vacancies available and the maximum number (size) allowed for this class Sus/Hld: 0/0 - represents the number of students who are suspended and the number of students who have been placed on a waitlist in this class on the date being viewed. Mup/Cas: 1/0 - the number of students booked in as a makeup or casual booking Av. Age: 0.0 Represents 0 years and 0 months Student Details: The visual scheduler will display the students booked into the class when Show More Details and Student Details are selected. The view for each class will be displayed as shown. This view is also available by placing the mouse cursor on the desired class (if Student Details option only is selected) Press this button to open the Daily screen. This is explained later in this document Press this button to refresh the Visual Scheduler Classes User Guide May

9 Press this button to view a student s details and also switch to the family details screen Booking Manager Classes > Classes > Visual Scheduler The Class Booking Manager can be accessed by: Changing the Double-click action to Booking Manager and double click on the class within the Visual Scheduler, or Right clicking on the class within the Visual Scheduler and selecting Booking Manager The Booking Manager will display the following information about the students: Name Id Age Health Issues Suspended booking in this class Cancelled class Makeup booking Casual Booking Held Booking Trial Booking Date started the level Payment Type Classes User Guide May

10 The Skills Attained tab displays the skills students have obtained and also allows you to record new skills attained. The skills applicable to the level are displayed in the right hand top corner. Classes User Guide May

11 Making a Booking Class Types It is imperative that the person making the booking understands the concept of class types and the specific way it affects all classes allocated to the class type. Class Types define such parameters as: Whether the class is to be run on a term or perpetual basis has the option of both If perpetual, the class type defines direct debit conditions The Sales Categories where payments are to be allocated If suspensions are allowed If the classes are Standard, Squad or Holiday Program The only difference in the booking process between classes that are Term based and Perpetual occurs in the final booking screen. These differences will be highlighted when it is addressed in this document. Responsible Person / Student Relationship The second important concept is the responsible person to student relationship. EG 1 Responsible Person EG 2 Responsible Person - Student Student [Child] Student [Child] All students booked into a class must also be linked to a responsible person account. Eg 1: If a child makes a booking for a class then this child must have a family/responsible account established as well. This family account will detail the financial booking information for this student and any other students attached to the family. A family/responsible person account is normally the child s guardian and can have multiple students linked to it. Refer to above diagram. Eg 2: If a responsible person (adult) makes a booking for a class then this person must also be set up as the family/responsible person as per example 1. In the Visual Scheduler screen, make sure that the Make Booking button is selected in the Double Click section. Classes User Guide May

12 New Bookings To make a new booking: a. Ensure the Double-click action is set to Make Booking and double click on the class within the Visual Scheduler, or b. Right clicking on the class within the Visual Scheduler and selecting Booking Manager Step One Selecting a Student There are four options to choose from; 1. New Student in a New Family The student has not previously been booked into a class, nor has the responsible person had other students booked into classes. The Customer screen will appear to enter the Responsible Person s details; the minimum data to be entered is the surname, given name and gender. If there is an identical entry in the database (Customer may have another status), the duplicate screen will be displayed select Customer off the list if the same, or else cancel to continue entering new Customer. Once the entry has been created for the Responsible Person, the Customer screen will be displayed to enter the information for the student. 2. New Student in an Existing Family The student has not previously been booked into a class, however the responsible person has had other students booked into classes (i.e. student s siblings have been enrolled) Classes User Guide May

13 The Find Families screen will display, search for the Responsible Person by surname (or by any part of Responsible Person s name by changing radio button to Containing ). Select a record from the list. The Customer screen will be displayed to enter the New Students details as a part of this family. 3. Previous Student The student has previously been booked into a Class and is part of a Responsible Person s family. To select the student, either enter a student ID, swipe their card, or search using the 4. From Last Family Use this option if subsequent bookings are being made for students in the same family. Either select a previous student from the list or click New Student in this Family to enter the student s details. Step Two Select Debit Details (only relevant for Class Types with Perpetual bookings) This section is used to choose which option the responsible person will be paying for the class booking. There are three payment options to select from. Classes User Guide May

14 Cash: Cash is the default position when entering this screen. If selecting the cash option, the debit process will create an outstanding debit which must be paid at POS. Links Bank Debit: Select this option to have Direct Debit payments taken through given Bank Account details. Classes User Guide May

15 Links Credit Card: Select this option to have Direct Debit payments taken through given Credit Card details. Note: If you are using LinksPay the payment options will display as follows: Step Three Finalising Booking Details Classes User Guide May

16 This window is used to finalise the booking for the chosen class from the Visual Scheduler. a. Class Details - the details relating to the class the student is to be booked into, this is a view only section. b. Booking Type - the booking type for this class. The availability to choose different booking types is dependant of the Class Type parameters allocated to this class. Term: Perpetual: The Term Booking Type will book the student in from the date specified to the end of the Term period. The booking will create a fee for the classes within the booking period. You do have the option of selecting a future term from here if required, and available. A Perpetual booking will ignore any term dates and continue until cancelled. Payments are made by Direct Debit Either cash, bank debit details or credit card debit details. Note: If the class type is Perpetual and Term there will be a choice of selecting between a perpetual based class and term class payment. The default setting for this class type is Perpetual. Make Up: Casual: Trial: A Make Up is a one-off booking charged at the fee specified for make ups. A Casual booking is a one-off booking charged at the fee specified for casual bookings there is also an option for a concession fee A Trial booking option enables a Term or Perpetual booking to be made without generating fees. The booking will be shown on the Trial Bookings screen to Book or Cancel c. Term Selection - For Term Bookings, the Term Selection will default to the Current Term, however can be changed using the drop down box. d. Booking Details: From: The from date will reflect the date of the class that was chosen in the Visual Scheduler, i.e. this is the date of the first class. There is the option of changing this date by clicking on the to select a start date, however the new date can only be when the same class is available, i.e. weekly. To: The To date will automatically default to the last day of the booking within the term. You do have the option of changing this date by clicking on the to select the finish date. Classes User Guide May

17 No. Of Lessons: Links will establish how many lessons are left in the term based on the from and to dates. The fee will be calculated on this figure. Consultant: This is the staff member currently logged into Links or if the switch Require user login to create/remove a booking is turned on in the Admin Module, it will display this staff member s name. e. Fees:acac Discounts/ Concessions: Joining Fee: +Booking Fee: +Pro rata: The discounts that have been setup for no. of students in the family and no. of bookings for the student will define what percentage discount will be given to the booking. The concession pricing can be allocated using the tick box, and a discount can be entered manually. Inserts the joining fee that has been assigned to this class type (if applicable) For Term bookings, the booking fee is calculated by multiplying the number of lessons in the booking (as established earlier) by the cost per lesson (as established when setting up the class details) For Perpetual bookings, the pro rata is established by: (Total cost of the DD period / # of classes in the period) x number of classes left in the period. A breakdown of this figure is given by clicking the -Discount: =Due: This represents the value to be deducted from the booking fee if a discount has been calculated by the system The total amount due and equals the joining fee plus the booking fee/pro rata less the discount. f. Payment: Payment for this booking can be made in two ways when finalising this booking i. If NO payment is to be made on the completion of this booking, press the button and the booking is finalised. The amount for this booking is now considered as an outstanding account and can be paid at a later date. ii. To process a payment now, click this button and specify the Amount to Pay. Upon clicking, the POS module will open displaying the transaction to be processed. Classes User Guide May

18 Note: Depending on the version of Windows being used, it may be necessary to click on the POS icon on the Windows toolbar to display the screen, it will most likely be flashing orange. g. Retention Program if a retention program is available for this Class Type, select the appropriate program from the drop down box. This may be a mandatory field depending on system settings. h. Vacancy Information - When entering the booking details the vacancy information will be displayed highlighting how many lessons are remaining and the status of the lesson day as being one of the following: Vacancy Fully Booked Filled by Make Up/Trial/Held/Suspension Public Holiday Classes User Guide May

19 Move Bookings The move bookings function allows a current booking to effectively be cancelled and a new booking made in the one process. The system also allocates the fees previously paid to the new booking. For example: Jack is enrolled in a 10 week term and $90.00 is paid for this term ($9/class) After the 2 nd week of classes Jack moves to another class Upon moving $18.00 is allocated to the original booking to cover the cost of the first two classes $72.00 is then returned and allocated to the new booking. Because this new booking is only for week 3 onwards the fees for this booking = $72.00 This allows us to accurately view bookings, history of classes and allocations of fees. Moving a Student s Booking Classes > Classes > Visual Scheduler A moved booking is done through the Visual Scheduler by two methods. 1. Move Booking 2. Drag and Drop function Move Booking 1. To move booking, either: a. Select Move Booking as the Double-click action, and double clicking on the class you wish to move to b. Right click on the class you wish to move to and select Move Booking Classes User Guide May

20 2. Click on the and select the student you wish to move 3. The destination class details shows the class you wish the student to move to Note the start date is the date you have chosen in the Visual Scheduler. 4. You now need to select the booking you wish to move the child from, remembering that the student may have multiple booking for different class types. 5. Click on the required class to highlight. 6. Select the date of the Last Class for the previous booking. Note: This date is extremely important to ensure the student is not double booked for the week unwittingly ensure that the date is the week prior to the new class start date above. If the student will never attend the first class and you wish to completely cancel the booking, flag this option Once the Last Class date is entered the fees are re-calculated Note the allocation of fees. The left hand side indicates the allocation for the original booking and the right hand side shows the fees for the new booking. 7. Click on, the Create Student Booking screen will appear to confirm details of the new booking. 8. Pay close attention to the Fees section: Classes User Guide May

21 Note that the balance of the original booking is brought forward as a refund and the balance due for the new booking is $0.00 Note: The balance may not be $0.00 for the following reasons: i. The student has been double booked (original booking and new booking) within the one week, creating a charge of an extra lesson ii. A week has been skipped between the original booking and new booking, giving a refund to Family Credit iii. The original booking may have taken into account an upcoming public holiday which is no longer relevant for the new booking an additional lesson will be charged iv. The new booking may fall on a public holiday that the original booking did not a refund of one lesson will go into Family Credit 9. Click on and the new booking is completed Classes User Guide May

22 Drag and Drop Function 1. Move a booking by either: a. Click on the class of the original booking, drag and drop to the class of the new booking (on the date you wish the new booking to start) b. Right click on the class of the original booking and select Move From, click on the class of the new booking (on the date you wish the new booking to start) and select Move To The top section will show the Originating Class Details and the bottom section will show the Destination Class Details. Note the dates of the Last Class and the First Class default to subsequent weeks. These can be adjusted if necessary. 2. Click to proceed to the Create Student Booking screen to confirm the new booking. Note: If the new booking is cancelled at the point of the Create Student Booking screen, the original booking will have been cancelled and need to be rebooked. Classes User Guide May

23 Allocation of Registration Fees Applying the Registration Fee At the time of making a booking the applicable registration fees will be allocated to the student booking process. It must be remembered that if a student already has the registration fee assigned to them and they book into another class within that class type this part of the process will be ignored. To allocate a Registration Fee 1. Create a student booking as per normal 2. Before entering the Create Student Booking screen the following screen will be displayed 3. Select the required registration (required fees are red, optional in grey) 4. The override options will be displayed, if available Classes User Guide May

24 5. If an override is required to be used, select the applicable option and the price displayed will be amended 6. The date will default to be started immediately; this can be amended if required. Click on UPDATE DATES if the date is changed 7. To remove a registration fee from the list select next to the OK button 8. If all variables are correct click on OK to continue to the Create Student Booking screen 9. The cost of the registration fee will now be displayed in the student booking screen. This screen can be re entered by selecting the registrations button from the create student booking screen. Classes User Guide May

25 Adding or Editing a Registration Fee from the Student or Family Screen The process by which this is done is identical in both the student and family screens. The registration tab in the student screen will display the registrations applicable to the individual student whereas the family screen will display the registrations assigned to all students within the family. To add a Registration Fee from the student/family screens Classes > Students & Families > Student details or Families 1. Click on the registration tab 2. Click on the button 3. The screen will look as follows 4. Select the registration id and start date (and student if in the family screen) 5. Enter the cost 6. Click on ADD Classes User Guide May

26 Note: There are security options for adding registrations from the student and family screens. This will be detailed further in this document Editing a Registration Fee To edit a registration fee this is done through the student or family screen. 1. Click on the registration you wish to edit 2. Change the date or cost as required 3. Click on 4. To delete a rego click on the (a rego can only be deleted if the registration has not received any payments) Classes User Guide May

27 Managing Students & Families Classes > Students & Families > Families Family Details Family Details Tab This tab shows the students that are linked to this family. It lists the students given names, surname, identification number and health issues. Family Members Double click on the individual students to view their details. Click on this button to attach a new student to this family. This function will allow you to enter details about the student; it will not book them into a class. Click on this tab to attach an existing customer to the family. The search screen will appear to find the customer you wish to attach. Note: A student that is already linked to another family cannot be added in this section. Classes User Guide May

28 Debit Details Tab The Direct Debit tab records the payment method for any Perpetual (Direct Debt) bookings held by members of the family, i.e. credit card, bank debit or cash. Click this button in order to update the payment method (as below) Classes User Guide May

29 Note: For the purpose of PCI compliance, Bank and Credit card numbers cannot be viewed in their entirety Classes User Guide May

30 Account/Bookings Tab Payment explanations & details expansion When a student booking is selected the Fees, Payments and Adjustment for the booking are displayed in the bottom left boxes. The comments that were entered at the time of making the payment are showing against the payment type. Note: There are other fields in this screen (rego balance and family credits) that will be explained in later sections of this document. The Reasons for Fees and Payments are displayed and whether a payment is made by POS or Direct Debit. The comments that can be entered at the end of the debit run are displayed with this DD notification Allows the discount allocated to a booking to be changed or to switch between the full price and concession price See further information below By selecting a booking then selecting the cancellation button, you will be taken to the cancellations screen for that booking. See cancelling a student for further information Prints the details of any monies currently outstanding for the booking selected Allows users to select a range of students, dates and class types to include in the report. Classes User Guide May

31 Adjustments The balance on booking lines can be adjusted manually, without making any financial impact upon the sales category figures. Please note that applying adjustments will not reflect upon the service code that the booking was allocated to. In order to follow true accounting practices family credits should be used for applying credits to family accounts/bookings. Please see the family credits section for further information. To make an adjustment in the family screen you will need to select a booking line to make the adjustment against. 1. Select the booking line with a single mouse click 2. Click on 3. The following screen will appear 4. Select to either increase or decrease the amount owing 5. Enter how much to adjust by 6. Select a reason and add comments if required 7. Click on Classes User Guide May

32 Reprinting a Receipt If you wish to reprint a receipt select the payment with a single mouse click on the payments section of the accounts and booking tab, then click on the print receipt button Holiday Program/Squad Bookings Tab Bookings made for Holiday Program and Squad Class Types are displayed in the HP/Squads tab. The bookings are displayed by their group code in the top section of the screen. When the booking is selected, the individual booking days will display in the lower half of the screen. Adjustments to these bookings must be done in this screen. You must select the squad or holiday program in the top section and then select the class requiring the adjustment; you may find you need to make a multiple adjustments to each of the applicable bookings. To apply Family Credit to a Squad or HP booking, complete a Class Payment through the POS screen, or by right clicking the booking line and selecting apply family credit. (Further information can be found in this document, Family Credit - From the Family Screen) Classes User Guide May

33 Account History Tab The Account History tab displays all financial transactions made against the selected family account. Details of the transactions are listed with the amounts. By highlighting a Payment line, the associated Bookings line will be displayed in bold (as shown below) and vice versa. Right click on any Account line to display further Account details. Family Credits All transactions made to or from the family credit account are listed here in the same format as the account history. Classes User Guide May

34 Make Ups Tab Any Make Up bookings made for members of the family are displayed here including: Name of student Day Time Level Teacher Date Comments Registrations Tab For details regarding adding, editing or viewing registration, see the registrations section above. Classes User Guide May

35 Student Details Classes > Students & Families > Student details This screen is used to set up new students, modify existing students and review student attendances, class bookings, level history and changes to direct debiting fees (if booked into a perpetual class type). This screen also allows you to assign messages to students, print cards and store a student s photo. Note: This screen is not used to book students into a class to do this refer to New Bookings for a student or existing student, or new direct debit booking. Bookings Tab The bookings tab displays the bookings that have been made for the student. The default view is to see current standard bookings only, select history to see all standard bookings, and/or squads and HP bookings. Classes User Guide May

36 Details of the Student s booking are shown including: Day Time Class Type Class Level Start and End dates Area Teacher Comments Attendance Tab This window displays the complete attendance record of a student. You can view a range of dates or all the dates if required. The information is displayed in the format of Yes (attended the class) and No (did not attend the class). Any cancelled lessons and make up lessons are also detailed. A student s attendance can be cancelled for a particular date from this screen by selecting the date and then clicking on Cancel Attendance. If a student has been placed on suspension this will also show here. To remove the suspension highlight the dates of the suspension you wish to remove (Hold Control & click bookings to select multiple dates) and then click on Remove Suspension. Classes User Guide May

37 Level History Tab This screen displays the history of the levels of classes that the student has attended and the date of attainment in competency of that level. It also includes the individual competencies required to complete that level. These are called skills. To view or select the associated skills click on the button. Note: The teacher displayed is the teacher that was assigned to the class at the time of student attainment. Classes User Guide May

38 Direct Debit Override Tab This window is used to modify students perpetual direct debit payments for any reason. These changes will affect the collection amount for the period stated and cannot be made retrospectively. If a student has more than one booking this window will display any class booked with a Perpetual booking type. The class will display the day; time, level and student scheduled fee, just click on the appropriate class that you would like to adjust. Note: If a booking is overridden and then moved the override will be carried over to the new booking. Overriding Squad Direct Debit payments - To override a Squad Direct Debit payment, ensure the HP/Squads radio button on the Bookings tab is selected before clicking on the Direct Debit override tab. Also note that the total DD payment is split between all classes booked into, thus the override is for that particular class. To override the total DD amount, you must add an override to each class. Override: Reason: End Date: Type in the amount to be charged for the nominated debit process. Type in the reason for the override. If the override amount is only to affect the next debit, leave this box blank. However, if the override amount is to reflect a number of debits, select the last debit date relevant for this override. Click to save the override information. This information will then be shown alongside the class booking entry, displaying the override amount, reason and the last debit date to be overridden. Click to clear the overridden information entered. Click to clear the overridden information that has been updated and placed alongside the booking entry line. Classes User Guide May

39 Message/Comments Tab There may be times when you wish to have a message or comment display when a student attends the centre. Messages: Comments: Entries in this field are displayed at Point of Sale when the customer attends the facility. Entries in this field are retained in the customer record and can be printed on some timetables. Cards Tab This window displays the cards that have been issued for this student. Cards are issued to students via the Student Details section of classes. Each card that is printed is issued with a card number that is linked to the student s identification number. Every time a new card is printed for a student, the new card cancels out the previous card by placing a cease date alongside the previous card therefore making the card invalid and not allowing the student to register a visit. Students who are booked into more than one class can use the one card. Classes User Guide May

40 When selecting this icon a new card number is instantaneously created and attached to the student identification. The card will default to an automatic display depending on the setup in the administration module. From this preview window you can print the card or close the preview. If closing the preview the new card number displayed will automatically take effect. Refer to the administration module for further information on setting up card layouts User Defined Tab For setup of User Defined Fields, see Admin > Site > Site Setup > Classes Allocating User Defined Fields The User Defined tab contains a table field and date field as specified by the setup pin Admin. Click on the search button to select a maintenance value (in the example below Level History). Then select a date as required and save the student details. Please note there is no history of user defined fields. Note: The fields allocated to a student will display in the visit entry screen upon attendance for classes. Classes User Guide May

41 Family Credits How the Family Credit Process Works Family credits allow for a greater range of flexibility with family payments. They also follow accounting rules making it easier for the transfer of monies from one income area to another. For example when a booking is cancelled or a goodwill credit is applied to the family, the amount is removed from the original income area and the amount placed into family credit liability. When the credit is then used for another product or service within the database the income is then applied to that area. This will be detailed in much more in each step of the various family credit processes. There are a number of ways by which family credits can be utilised these include; 1. Family payments to the family account for future costs at your business (i.e. paying a term deposit early before re enrolment begins) 2. Cancelling or moving student bookings can result in a rebate to the family credit account 3. Goodwill credits are applied to the family for items such as cold pools, maintenance closures etc. The major features of family credits are: 1. Ability for families to pay money to their account; before bookings are made or for use on other items such as drinks and goggles. 2. Options for family credit to be used at the time of making a booking (default) 3. Ability for users to apply a goodwill credit to a family account 4. Ability for family credit to be used by the direct debit run allowing for customers to pay in advance (i.e. no money in the bank) or for credits to be split across student bookings in one easy process. IMPORTANT TO REMEMBER: It must be remembered that when a booking is cancelled or a goodwill credit is applied the amount refunded/credited is taken from a service code. This means that there may be a negative amount for this income area if no other payments are taken in the reported timeframe. Note: To work with family credits in Classes i.e. pay from the family screen you will need to have your PC setup as a Till (POS > Till Menu > Setup) Classes User Guide May

42 Making a Payment to a Family Account 1. Go to the POS Module 2. Click on the button on the touch screen 3. Click on the 4. The following screen will appear 5. Enter the Responsible person number or search for the RP ID 6. Enter the amount to add to family credit 7. Enter a comment if required 8. Click on 9. The amount will now be returned to POS for processing 10. Select how the customer will purchase their credit Classes User Guide May

43 Reporting Outcomes of Making a Payment to a Family Account At the time of purchasing family credit the amount is placed into the family credit liability account. Because no purchase has been made there is no allocation to any service/product code For the below reports the family credit purchase was made by cash Amount displays in the Family Screen Account History Till Reconciliation Report Classes User Guide May

44 Sales Category Report Daily Sales Report No income is generated as the amount is being held in liability Classes User Guide May

45 Using family Credit when Making/Paying for a Student Booking When a booking is made or a class payment is taken Classes will attempt to use the family credit before taking any other monies In the Create Student Booking Screen When the pay now option is selected the family credit is used first When Making a Class Payment Again POS will attempt to use as much family credit as possible before collecting any monies Classes User Guide May

46 From the Family Screen When a family has a credit in their family credit account and there is a booking which has outstanding monies, the payment from the family credit account can be made in the family screen accounts and bookings tab. 1. Open the family details 2. Click on the accounts/bookings tab 3. Right click on the outstanding booking line 4. Select Apply Family Credit 5. The following screen will appear 6. Enter the amount you wish to use 7. Click on 8. Enter staff id & password Classes User Guide May

47 Reporting Outcomes when Making/Paying for a Student Booking Amount displays in the family screen account history Till Reconciliation Report The transaction amount paid by Family Credit will not be shown on the Till Reconciliation Report as no funds were taken through the till at the time of transaction. If the balance of a transaction was paid by another payment method, the balance will appear on the Till Reconciliation Report. Sales Category Report The amount that is taken from the family credit liability account is now shown on the Sales Category Report and the income is allocated to the relevant service code. Daily Sales Report The income is now displayed on the daily sales report Classes User Guide May

48 Applying a Goodwill Credit through the Family Screen When providing a family with a credit for reason such as promotional offer, cancelled lessons etc, the income is effectively lost as a service is being provided at no cost to the customer. For this reason when you give a family credit you must select which service code you wish to remove the income from. Links suggestion would be that it is taken from the class that it is applicable to, for example if a student s preschool lesson was cancelled then you would reverse the income from the same service code. Classes > Students & Families > Families 1. Click on the button 2. The following screen will appear Classes User Guide May

49 3. Enter the amount to increase the family credit by 4. Select a service to take the family credit from (remember this will make a negative transaction against the selected service code) 5. Select the reason for the credit application (you may need to select the button to add to the table if the reason is not available) 6. Enter any addition comments if required 7. Click on 8. A transaction will now be written for a negative amount against the selected service code. Reporting Outcomes of Applying a Goodwill Credit through the Family Screen When the family credit is increased through the family screen there is a transaction that will be performed behind the scenes for a negative amount against the selected service code. The following reports will look as follows. In the below example the family credit was increased by $ Amount displays in the Family Screen Account History Till Reconciliation Report Nothing is displayed here as the transaction bears no effect on the till balance Sales Category Report The negative amount as discussed above is displayed in the top part of the sales category report. The amount paid to family credit is seen in the special products table. If no other transactions were performed for the day then the total for the day would be - $ Daily Sales Report The negative amount is seen in the daily sales report against the relevant service code Classes User Guide May

50 Forgoing the Family Credit If a family is in credit you may wish to forgo this credit for reason such as the family has left the business and will no longer need the credit. This will forgo the liability that you are holding for the selected family. Note: You can only forgo all or none of the family credit 1. Click on the increase family credit button in the family screen 2. Select the button 3. The following message will appear 4. Click on Reporting Outcomes of Forgoing the Family Credit Amount displays in the Family Screen Account History Till Reconciliation Reporting There is no transaction that effects the till balance therefore no reporting outcome for the till reconciliation report Sales Category Report The sales category report details the amount forgone as well as the amount used from the family credit account; this is how the system balances to write off the amount. Effectively this is displaying $17.00 taken from the liability, $17.00 written off = $0.00! Classes User Guide May

51 Daily Sales Report There is no effect on the service codes when forgoing a family credit amount, therefore there is no information on the daily sales report Using Family Credit to Make Purchases Other than a Student Booking When a family has monies in credit they can use this for any purchase within Links. This means that a family may for example receive a credit for cancelled lessons and wish to use this amount for items such as ice creams and goggles. To make a family credit purchase 1. Enter the product, service, membership or visit pass type as per a normal Point of Sale transaction 2. Instead of selecting a payment type (i.e. cash, cheque) select the button 3. Select the button 4. The following screen will appear 5. Enter the responsible person ID or search 6. The current family credit balance will be displayed 7. Select the amount to use from the family credit (as much as possible that can be used will be displayed by default) 8. Enter a comment if required 9. Click on 10. The following will be displayed at POS Classes User Guide May

52 In the below example the product cost is $5.00 and there is $5.00 family credit available therefore the customer owes $0.00. Reporting Outcomes of Using Family Credit to Make Purchases When the family credit is used the reporting outcomes are the same as when the family credit is used for paying for a student booking. The family credit amount is shown on the sales category report as Used from Family Credit The income is allocated to the appropriate service code therefore there is displayed in the daily sales report. In the above example the till reconciliation report would not show any amount for the family credit used Amount displays in the Family Screen Account History Paying out the Family Credit You may wish to payout the family credit for example when you wish to return money to a customer s credit card, or provide a customer with physical cash or cheque instead of a credit. The amount must first be applied to the family credit account. From there the amount can be paid out through POS module. 1. Select the button in POS 2. Select the button 3. The following message will appear Classes User Guide May

53 4. Click on 5. Unless you are logged into Links with the appropriate security the staff user id & password screen will appear 6. Enter your staff id & password the following screen will be displayed 7. Enter the responsible person id or search, the amount to pay and a comment if required 8. Click on 9. The amount will now be displayed at POS as a negative amount 10. Select the payment type that you wish to pay the customer with Classes User Guide May

54 This will now place a negative transaction against the selected payment type. For example if you paid out the amount in cash and there were no other transactions for the day the till balance would display -$ Reporting Outcomes of Paying out the Family Credit Amount displays in the family screen account history Till Reconciliation Report The amount will show as a negative under the selected payment type Sales Category Report The sales category will display a negative amount as used from family credits Daily Sales Report As there is no impact upon a service code there is no information displayed on the daily sales report Classes User Guide May

55 Family Credit to be Used by the Direct Debit Process By default all families will be setup to allow the family credit to be used by the direct debit run process. This is indicated by the flag within the family debit details tab. By having this option flagged the direct debit process will use as much of the family credit as possible when processing. For example a family of 3 students has $ in credit Each students fees are $65.00 a debit period The debit process is performed Student one is charged $0.00 Student two is charged $0.00 Student three is charged $45.00 $85.00 left in Family Credit $20.00 left in Family Credit $0.00 left in Family Credit The order by which the students are allocated the family credit is the same as the order by which they are displayed in the class payment screen in POS. The students whose fees are reduced by family credit are displayed in the exceptions report Impact on Cash Debit Process Normally the cash debit process writes no transactions as the transactions are made when the customer pays the account over the counter. However, when a family credit is used a transaction is then written as effectively the customer is being charged and paying all in the one go. Reporting wise this is the same as when a student booking is paid through the class payment screen except that the charge payment type is Direct Debit. Classes User Guide May

56 Day to Day Class Management Daily Classes Classes > Classes > Daily Classes The Daily classes screen allows you to view the day s classes by the order of their time. From this screen you can view the time of a class, the area it is held in, the students enrolled and their attendance. You can also record a visit through this screen. Selecting the Date Upon opening the Daily Classes screen it will automatically open to the current date however this can be changed by selecting the required date in the date filter Filters The class filters allow you select particular Class Types, Levels, Areas and Teachers. By clicking on the buttons you will be able to select as many options as you require by transferring them from the available to the selected side of the option box. Classes User Guide May

57 You can also switch to the Visual Scheduler, refresh the attendances and change the font of this screen using the below buttons. The font may be changed for easier viewing or to show multiple time allocations. Scan Student Card You can use this option to record a visit for a student. Place the cursor in this field and either type in the student number or scan their card. A visit will be recorded. If the student does not have a card you can search using the normal Links search function. Recording an Attendance/Cancellation or Absence You can chose to mark an attendance for the day s class, a cancellation for that day s class or an absence. Once you have selected the required student a left mouse click will bring up a list of: Attended Cancelled Not Present Student Details By scrolling down to the required status and left mouse click will record this. The class details will show this status next to the child s name C = Cancelled N = Not Present A = Attended If you chose attended the normal student visit message will appear. Classes User Guide May

58 Daily Attendance Screen Classes Module>Classes Menu> Daily Attendance In addition to the daily classes screen you can also utilise the student attendance screen. This screen enables students lessons to be attended and cancelled, students skills to be amended and viewed as well as switching to the daily and visual scheduler. There is also an option to Attend All if desired. The date will default to the current date, however this can be changed if required. To view the bookings in order of the time, name, area or teacher simply left mouse click on the top of the required column. The balance owing for the Family is also displayed. Select the box to attend a student. The visit message will appear as normal. Select this box to cancel a student s attendance for the date specified You can also enter or view the skills for a student s current level/booking. Double click on the student and the following screen will appear. You can select skills that have been achieved by left mouse clicking in the box left of the listed skill. Classes User Guide May

59 Note: If both boxes are left blank the student, for the purpose of the absentee analysis report, is considered a No Show. This can be found in Reporting > Classes > Status > Absentee Analysis. Cancel Student Booking Classes > Classes > Cancel Student Booking If you wish to cancel a student who is currently enrolled in a class and does not want to move to another class this option allows you to do so. It is possible to record the staff person cancelling (and creating) bookings depending on the setup in the Admin module. This information is kept with each booking and can be viewed from the student or family screen. Classes User Guide May

60 1. Select the student you wish to cancel 2. Select the date of the last class the student will attend 3. A rebate or charge will be applied, see over page for further information 4. Select a reason for cancellation. You can chose from a list of pre-entered reasons. Rebate amount changes for Paid Bookings Links will automatically calculate how much is to be refunded based on the number of paid lessons left in the term. Note: This only affects Term bookings; Perpetual bookings will have a default of $0.00 to return to family credit. An amount can be entered if required. Rebate amount changes for unpaid bookings When a booking is unpaid, Links will attempt to charge the student for classes past and that have not been paid for. Classes User Guide May

61 Delete a Booking Record Classes > Classes > Cancel Student Booking It is possible to delete a booking record providing the following two conditions are met: 1. There has never been an attendance recorded against this booking. The Last date the student will attend field will display as the Start Date. 2. No payments have been recorded against the booking. To delete the booking complete the following steps: 1. The Last date the student will attend field will default to the class start date. 2. Rebate amount = figure dependant on your policies 3. Enter a cancellation reason. 4. Select Completely Cancel Booking. 5. Select OK and the following dialogue box will display. You will then be notified that the deletion has been successful and the booking deleted. Classes User Guide May

62 Suspend a Booking Classes > Classes > Visual Scheduler In order to temporarily suspend a booking of a student, open the Booking Manager screen for the class on the Visual Scheduler by: a. Right click on the class and select Booking Manager, or b. Select the Booking Manager as Double-click action, and double click on the class Highlight the student to be suspended and select Specify the period for which the suspension is to take effect: Classes User Guide May

63 Suspension Fee If a suspension fee has been setup in the Class Type Setup, the fee per lesson and total fee will be shown. The suspension fee can be positive (a charge) or negative (effectively a refund). Click the Do Transaction Now tick box to transfer the transaction to POS to be processed. The suspension is shown under the Attendance tab on the Student details screen: Click the button to cancel a suspension Trial Bookings Classes > Classes > Trial Bookings This screen will display all students who have been booked in for Trial Bookings. The following details are displayed for each booking: Student name Responsible Person name Classes User Guide May

64 Phone number Class Type Level Details Day, time and area of class Teacher Trial Date Status Future or past Trial bookings can be managed from this screen as follows: Send an auto generating to confirm the trial booking details View the Student Detail screen View the Responsible Person screen Convert the trial booking to a permanent booking. Clicking this open the Create Student Booking screen Will open the Cancel Trial Class screen as follows: Enter a Reason for the cancellation from the drop down box. A charge can be allocated to the trial booking. This is determined by the setup in admin but can also be changed at the time of the cancellation. Click the tick box and enter an amount. Cancel Trial Class to confirm cancellation. Classes User Guide May

65 Wait List Entries Classes > Classes > Wait List Requests From here you can enter any requests for classes that may be currently filled. Upon entering the student details into the wait list you will be able to run reports to check their status at any time. Entering a Wait List Entry 1. Click for someone who is not already on the waiting list. 2. This will move the cursor to the Student/Person Field. If the student you wish put onto the list is a current student find their ID by using the search tool 3. If they are currently not a student click on the button and enter in the customer details. 4. Select a date for the request to expire, leave blank if you do not wish the request to expire. 5. If required, select a Priority between 1 and 9 where 1 is the highest. 6. Required Class Details Classes User Guide May

66 7. Select the class type 8. Select the required Level 9. If you wish to chose a specific teacher click on 10. Allocate a time frame 11. Select the day or days you wish to find a suitable class 12. Comments may be added in the Comments field if wanted. These comments will appear on reports. i.e. Please notify parent on work number if suitable class found, or only call if a spot is also found for a sibling, etc. 13. Click on the icon to enter this request This entry will now be saved and a Wait List ID number has been created. This can be used to search for the request at any time. View Student Wait List Classes > Classes > View Student Wait List This screen allows you to see what students are waiting for alternate classes and to: 1. Book them into the required class along with their current class; Classes User Guide May

67 2. Create a booking for un-enrolled student; 3. Move a student from their current booking to the class they have been waiting for; 4. Place a vacancy on hold for a student in a required class. Upon selecting the required student if any classes match the criteria they have select for an alternate class, these class/es will appear on the bottom right hand part of the screen. Double click on the student s name on the left to view their student details screen. Booking a student from the Wait List Before choosing to book a student from the waitlist you may need to see if they are currently enrolled in a class. Click on the button. Select the STATUS tab of the Customer Details Screen and then the CLASSES tab to view any current bookings. Close the Customer Details screen to return to the View Wait List Requests screen. The CREATE STUDENT BOOKING screen will appear. Enter the details as required for a normal booking. The student will now be taken off the waiting list. This option allows you to move the student from a currently enrolled class to a suitable class as found by the waiting list. The MOVE BOOKING Screen will appear and the student will now be taken off the waiting list. Classes User Guide May

68 This allows you to book a place for the student in the required class without allocating any fees & charges to the student file. Whilst a place is held the student cannot gain entry through POS without being taken off hold and enrolled into the class thus allocating fees & charges. The CREATE STUDENT BOOKING screen will appear but without any date allocations or fees. Viewing Students on Hold Classes > Classes > View Students on Hold This screen allows you to book a student into the required class that is on hold or to move them back to the wait list Enables you to take the booking off hold and return to the waiting list as per their original criteria. The CREATE STUDENT BOOKING screen will appear. Follow the process to enrol a student. The student will be taken off hold and eligible for entry through POS. This will delete the held booking and the waiting list request will remain cancelled. Classes User Guide May

69 Teacher Absences Classes > Staff > Teachers Absences This window provides for recording a teacher s absence and the allocated replacement teacher. This data is then readily available in report form. Enter the relevant data: Absent teacher: Date: Classes: Teacher: Comment: The teacher originally assigned to conduct the class/es that will not be present to conduct the class/es. The date the replacement teacher will be covering for the absent teacher. Select the classes the teacher will be absent for. The teacher who will be conducting the class/s in place of the absent teacher. Any relevant comment to the absence/replacement teacher. To save the replacements click on Assign replacements. Teacher absences can be reported on in the reporting module (Report module > Staff >Absences). Classes User Guide May

70 Special Family Discounts Whilst the special family discount (SFD) is setup in Admin, (Admin > Classes > Discounts), the functionality it provides is seen in Classes. The special family discount is designed to allow users to give families another discount that is applied after all other discounts have already been applied. This is best used in the scenario whereby a responsible person is entitled to an extra discount because i.e. they are also a member of the gym. The SFD is only allocated to families that you wish to allocate the discount to. The box must be checked in the family screen as seen below. If a term booking has already been booked then there will be no effect on the charge however if a perpetual booking exists within the family then the discount will be applied to subsequent debit runs. Only those staff members with security to modify a customer account in the security group setup (Admin>Security Menu>Security Groups>Classes Tab) can flag the Special Family Discount Options. Note: The Special Family Discount is applied on top of all other booking discounts. To setup Special Family Discounts: Go to Admin > Classes > Discounts Classes User Guide May

71 Holiday Programs Setting up a Holiday Program There are a few parts to setting up the holiday program and then using features provided. The main steps are: Setting up the HP terms Setting up the Holiday Program Class Type Setting up the individual classes Booking students into classes Moving students from class to class Cancelling students It must be remembered that all Holiday Program bookings are CASUAL bookings therefore each booking is for 1 lesson only. If a holiday program term is 2 weeks in length and a student is booked every day for the two weeks they would have 10 bookings. Step 1: Setting up the Holiday Program Terms For a traditional holiday program the term will run for one week. In the scenario of a summer intensive program for example you may have 4 terms each for 1 week in length. 1. Go to Admin>Classes Menu>Terms 2. Enter a Term description i.e. Summer 2013 Wk1 3. Enter a start date 4. Enter an end date 5. Click on Active Term 6. Click on Holiday Program 7. Click on the add button Classes User Guide May

72 Step 2: Setting up the Class Type 1. Go to Admin> Classes Menu> Class Types 2. Click on Add New Type 3. Select Holiday Program 4. Click on OK 5. Enter a 6 digit code for the class type 6. Enter a description 7. If running a multi location database, select the site this Class Type applies to 8. Enter the point of Service code for class payments to be allocated to 9. Click on the Term Information Tab Classes User Guide May

73 10. Enter the terms previously entered in Step 1 in chronological order 11. Click on the Booking Options Tab 12. Select whether the student will be booked into all class or have the option to select which classes they book into Select the Classes to book into The user will have the option to select the days the Student wants to book into. If the option Select All as Default is selected, the Student will be booked into all of the classes however the user will have the option to unselect particular days if required. Book Student into all of the Classes This will book the Student into all classes for the term. For example: In the scenario of a 1 week term selecting to book the students into all of the class would mean that if they booked in as of Monday there would be no option but to book them in all week. Classes User Guide May

74 13. Click on the Daily Screen tab 14. Enter the number of minute intervals the classes will run on For example: If classes start at 9am then 9:30 then 10 the interval would be 30 or if the classes where at 9:15 then 9:45 the interval would be If you are going to charge a Registration Fee for the Holiday Program, select it from the drop down box. 16. All the required details are now entered, click on the ADD button to save your entry Classes User Guide May

75 Step 3: Creating the Holiday Program Classes The creation of holiday program classes is effectively only slightly different to standard class type classes. The classes that will form the group for the HP term are linked via a customised Group Code. You can link any classes together that you wish to provided they are of the same class type. 1. Go to Admin> Classes Menu> Classes 2. Enter the day, time, level, class type, teacher, pricing etc (All pink fields must be completed) 3. Click on the 3 dots by Group Code to display the Group Code selection screen Classes User Guide May

76 4. If there are not the values you require you will need to click on the Table Maintenance button to add the required values. (If you are unsure on Table Maintenance refer to the Admin User Guide) 5. Select the group code you wish to use 6. Click on OK 7. Your class can now be saved or cloned if required Hint: For Monday to Friday classes in the same area, with the same teacher and level etc cloning can save a lot of time. Simply select clone, follow the messages, change the day and repeat! Classes User Guide May

77 Making Holiday Program Bookings Classes > Classes > Visual Scheduler 1. Select make a booking and proceed as usual 2. The create student booking screen will look as follows The classes highlighted blue at the top of the Create Student Booking screen are to be included in the booking. Depending on the settings of the HP Class Type, all classes in the Group can be selected by default or none selected by default. You can only book a student into a HP class as a makeup if the Class Type is set up as select classes to book into. If the Class Type setup requires a student to be booked into all classes then they will be enrolled in all remaining classes. Classes User Guide May

78 Moving a Holiday Program Booking Classes > Classes > Visual Scheduler To move a HP booking, the drop and drag method is to be used. You can also move students from term to term, and cannot move across different Class Types. 1. Click on the class the student is currently booked into, drag and drop to the class they wish to move into (Note: The dates of the move booking, will be determined by the dates of classes dragged and dropped). The Move Holiday Program classes screen will appear: 2. Tick the box next to the student you wish to move. 3. Click OK and Create New Bookings screen will appear for the booking to be completed as per the Make HP Booking procedure. Classes User Guide May

79 Cancelling a Holiday Program Booking Classes > Classes > Cancel Student Booking When cancelling Holiday Program bookings, more than one class within the same Class Type can be cancelled at one time. Select the Holiday Programs radio button and then click the tick boxes alongside the classes you wish to cancel. Select a Reason to Cancel and click OK to finalise the cancellation. If the Class Type is setup as book into all classes you cannot cancel classes individually, when cancelling a student booking all remaining classes will be cancelled. Classes User Guide May

80 Squad Bookings Making a Squad Booking Classes> Classes> Visual Scheduler Squad classes are grouped and the available classes within the group are listed at the top of the Create Student Booking screen. Squad bookings must be perpetual; there is no term booking option with Squad classes and as such a pro rata is established at the time of booking for the remainder of the debit period. The pro rata is established by: Total Cost of the DD period # of classes in the period x # of classes left in the period. A breakdown of this figure is given by clicking the button Classes User Guide May

81 Moving a Squad Booking Classes > Classes > Visual Scheduler To move a Squad booking, the drop and drag method is to be used. Students cannot be moved across different Class Types. 1. Click on the class the student is currently booked into, drag and drop to the class they wish to move into (Note: The dates of the move booking, will be determined by the dates of classes dragged and dropped). The Move Squad classes screen will appear: 2. Tick the box next to the student you wish to move. 3. Click OK and the Create New Bookings screen will appear for the booking to be completed as per the Make Squad Booking procedure. Classes User Guide May

82 Cancelling a Squad Booking Classes > Classes > Cancel Student Booking When cancelling Squad bookings, more than one class within the same Class Type can be cancelled at one time, unless the Class Type is set up as book into all classes as the with Holiday Programs. Select the Squads radio button and then click the tick boxes alongside the classes you wish to cancel. Specify the Last date the student will attend, an amount to Return to Family Credit, and a Reason to Cancel. Click the Will not attend any classes tick box to completely delete the bookings. Click OK to finalise the cancellation. Note: Return to Family Credit amount will default to $0. If credit is to be returned, it should be inputted at the time of cancellation. Classes User Guide May

83 Understanding the Family Screen - Holiday Program/Squad Bookings Tab Classes > Students and Families > Families There is a separate tab for Holiday Program and Squad student bookings. This displays the information relating to the Holiday Program and Squad Accounts & Bookings. The group code is also displayed. The bookings are displayed by their group code in the top section of the screen. When the booking is selected, the individual booking days will display in the lower half of the screen. Adjustments to these bookings must be done in this screen. To apply Family Credit to a Squad or HP booking, complete a Class Payment through the POS screen. See adjustments and family credit sections above for more detail. Classes User Guide May

84 Maintenance Functions Updating Class Bookings Classes > Classes > Update Class Bookings Whilst perpetual bookings are never ending the view of these bookings needs to be manually updated to maximise the speed of the program. This process should be run on a termly basis and should be run in advance, i.e. process run at the start of Term 1 updates the bookings for all of Term 1. As a suggestion it is sometimes a good idea to run this process at the start of the holidays prior to a terms commencement. We recommend to run 3 months back and then 6 months ahead for example on March 1st run it from Jan 1st to June 30th. 1. Enter the date you wish to update bookings for 2. Click on Classes User Guide May

85 Moving a Student into another Family Classes > Student & Families > Move Student into Another family If you have by error allocated a student to the wrong family you are able to easily move them into another family. 1. Select the student you wish to move 2. Enter the family ID or search for the family you wish to move the student to You can view either the student or family details at any time by selecting the buttons on the right hand side of the screen. 3. Click on OK. The student will now be moved along with their booking and financial details and history. Classes User Guide May