Index
Section: Main Menu > Academy
Academy agenda
Private lessons
Multiple classes
FAQ
Introduction
In this module you will be able to manage the teacher's agenda and all types of classes: individual, group, clinics, vouchers, etc.
You must have previously created the necessary configurations to be able to use this module. We show you the help article to configure the academy in this link.
Parts of the main menu of the academy
In this screen we are going to find:
A Calendar to select the date.
Tabs to change the view.
The Agenda of classes (if you choose this type of view) or list of classes.
Each class will have the following information:
The name(s) of the student(s).
The number of students enrolled and the capacity of the class (if configured correctly).
Background color to be customized by the club.
A color bar on the left side that indicates the payment status of the class:
Red: Class pending payment.
Orange: Class pending payment, credit or direct debit.
No bar: Class paid.
Multiple classes: Here you will see your multiple classes in list format. From here you can search for an existing course or create a new one.
Private classes. Here you will see your private classes in list format. From here you can search for an existing class or create a new one.
A single class is a single class for one or more people, while a multiple class is a class that repeats on the same days over a period of time. The class types must be configured correctly beforehand.
Academy Agenda
Types of views of the academy agenda
At the top of this module you will see some tabs where you can change the type of view that best suits your needs:
Teachers: here you will see all your teachers, each one in a column, with the agenda of the selected day in the calendar. This is considered the most used view.
Week: Here you will see all classes of all teachers during the whole week. Useful when you need to have a broader view. For a better experience you can use and combine the filters below the calendar:
Search: Here you can search for a student by typing his or her name and pressing Enter. All classes in the calendar will disappear except the classes that have that person as a student. Therefore, this weekly view can be very useful to find that class or course to which a specific student belongs.
Available: If you activate this filter, the calendar will only show those classes or courses that have availability. For this to work we should have configured the minimum and maximum number of students in the class type. Therefore, this weekly view can be very useful to search for a type of course with available slots during the whole week.
Areas: It will only be visible if you have configured it this way. The calendar will only offer the classes of the teachers that belong to this area. Very useful for those clubs with several sports or a large number of teachers.
Teachers: The calendar will only offer the classes of the teachers you select here. Very useful to see the weekly schedule of a teacher and to see his free slots.
Class types: The calendar will only offer classes of this type. Very useful when a student is looking to sign up for a specific type of class.
Day: Here you will see all the classes of all the teachers during the day chosen in the calendar. The filter functionalities are the same as in the previous view.
How to create an individual or private lesson from the agenda
In the main menu, click on Academy.
Select the desired View (Teachers, Weekly, Day).
Select the desired Day in the calendar.
In the teacher column (only for the "Teachers" view), select the desired Time by clicking on it. A new window will appear.
Choose the Type of class.
Confirm the Teacher for that class.
Confirm the Start and End of the class. For your convenience, depending on the type of class you have chosen, this start and end time will be automatically edited according to the duration in the settings for that class type.
Add Remarks if necessary.
Search and select the first student. As soon as you add a student, a second field will be enabled in case you want to add more students.
Click OK.
A pending class is now created. The next step would be to pay for this class.
How to pay for a private lesson from the agenda
In the academy agenda, click on the class you want to pay for. A window will appear.
Next to the name, in red, you will see the outstanding amount and a cart icon. Click on the cart icon. You will be redirected to the POS with the sale loaded.
Click Finish.
Select the Payment method.
Note: You can also pay a debt through the:
Sales List, filtering by that student and pending payment.
From the tab of that client, in the pending sales tab.
From the widget/app, in the section of my purchases.
How to pay for a multiple class or course. Option 1
In the academy agenda, click on the class you want to pay for. A window will appear.
Next to the name, in red, you will see the outstanding amount and a cart icon. Click on the Cart icon. You will be redirected to the POS with the sale loaded.
Click Finish.
Select the Payment method.
Note: You can also pay a debt through the:
Sales List, filtering by that student and pending payment.
From the tab of that client, in the pending sales tab.
From the widget/app, in the section of my purchases.
How to pay for a multiple class or course. Option 2
In the academy agenda, click on the class you want to pay for. A window will appear.
Click on Edit course.
Click on the Sales tab. All sales, paid or not, will appear.
Click on the Cart icon. You will be redirected to the POS with the sale loaded.
Click Finish.
Select the Payment method.
Note: You can also pay a debt through the:
Sales List, filtering by that student and pending payment.
From the tab of that client, in the pending sales tab.
From the widget/app, in the section of my purchases.
Paying for a course with a one-time payment or payment by registration
If it is a course with payment by enrollment:
Enroll the student to the course.
Once enrolled in the course, go to Main Menu > Academy:
Click on the student's Course Cell.
Click on the icon of the Cart and it takes us to the POS.
To pay, click on Finish the sale with the desired payment method.
Pay class fees by direct debit
To pay the fees you have to generate a Q19, to do it in the Main Menu:
Click on Memberships > Memberships.
Filter by name of the fee or student you want to issue the fee.
Check the fee ID to issue or in this case, select the course fee assigned to the client enrolled in the course and select the desired fee.
Click on Issue Receipts.
Choose the billing period dates from and to and click on Generate.
Fill in the Presenter data and select the lines to remit, the Q19 is generated to send to the bank.
How to change a student to another course
In the academy agenda, click on a Class of that course. A new window will appear.
Click on Edit course.
In the "Students" section, select the Student.
Click on Change course. A new window will appear. Find and select the course you want to move him/her to. For your convenience, choose the name of the courses to find them quickly.
Click on OK.
NOTE: This option is only available for the same type of course, since there is no Sale Updater.
How to remove a student from a single class
In the academy agenda, click on that Class of that course. A new window will appear.
Click on Edit class.
In the "students" section, select the Student.
Click on Delete.
How to remove a student from a course
In the academy agenda, click on a Class of that course. A new window will appear.
Select on Edit course.
Here you have two options:
In the "students" section, select the Student and click on Delete. This action will hide this student in the course view.
In the "students" section, select the ID of that Student. A new window will appear where you can assign an End Date. Click on Save. This action will keep this student visible in the course view.
With this action the classes after the end date will be updated with the correct number of students.
Select Edit course > check the box for that student > select Delete. It is necessary to repeat this process on each day of the course you wish to delete.
How to add a student to a single class
In the academy agenda, click on that Class of that course. A new window will appear.
Click on Edit class.
In the "students" section, click on New.
Find and select the Name of the student.
Click Save.
How to add a student to a course from the agenda
To add a student to a course from the academy agenda, from the Main Menu:
Click on Academy.
Click on the desired course cell.
Click on Edit course.
In the Students section, click on New.
Select the student from the dropdown or create a new one.
Click on Save.
How to copy a private lesson or a course
From the academy agenda, you can copy a private lesson,
Click on the class you want to copy.
Click on Copy. You will see a text box at the bottom right indicating that you are in copy mode.
Select the Day in the calendar.
Select the Teacher column and the desired Time.
From the Multiple Class list, you can copy a course,
Click on the ID of the course you want to copy or select the checkbox > 3 dots.
Click Copy. The system will show you the course copy screen. NOTE: Only the course header, which is the General section, is copied. Neither the Classes section nor the Students section is copied.
Follow the steps on how to create a course from this link.
How to move a particular class or course
To move a class you can simply click on it, hold click, and drag it to the desired time or teacher. But this only works if the destination of your class is visible on the screen (same day or week). If you want to change to another day and the drag option does not allow you to do so, follow the steps below:
In the academy agenda, click on the Class you want to move.
Click on Move. You will see a text box at the bottom right indicating that you are in move mode.
Select the Day in the calendar.
Select the Teacher column and the desired Time.
How to delete an individual class or a course
In the academy agenda, click on that Class of that course. A new window will appear.
Click on Cancel.
How to edit students in classes from the schedule
To edit the student(s) of a class from the booking schedule, from the Main Menu follow these steps:
Click on Academy.
Click on the desired class.
Click on Edit class.
In the Students section add or delete as desired.
Save.
Private lessons
How to consult and/or recover deleted classes
To consult and/or recover deleted classes, from the Main Menu:
Click on Academy.
Click on Private Classes or Multiple Classes depending on the classes to consult.
If you want to view deleted classes:
Click on the three dots button > View Deleted.
Click on the selected class to consult.
To retrieve the class click on Retrieve from the list or from within the class itself.
How to add students to a private class from private lessons
To add a student to a private class follow these steps from the Main Menu:
Click on Academy.
Click on the Private Lessons tab.
Search for the corresponding class with the help of Search and the filters, and click on the class ID.
In the Students section, click on New.
Select the student from the dropdown or create a new one and click on Save.
How to delete private classes
To delete a class from the Classes tab follow these steps from the Main Menu:
Click on Academy.
Click on the Private Lessons tab.
Search for the corresponding class with the help of the Search tool, use the filters if necessary and click on the ID of the class/course.
Select by checking the class/s to delete and click on Delete.
Multiple classes
How to create a multiple, group or course class
A multiple class is a class that repeats on the same days of the week over a period of time, while a private class is a single class. A clear example of a multiple class is a group class during a term, or a voucher for private lessons. The class types must have been configured correctly beforehand.
In the main menu, click on Academy.
Select the Multiple classes.
Click on New.
First we are going to create the header for this course. To do this we will start by giving this course a Name. For example. "Adult Course M-Th 10:00". This name will help us to identify it in our listings later if necessary.
Choose the Type of class for this course.
Choose the Teacher for this course. As you can see, you cannot add more than one teacher to a class or course.
Click Save. More sections (students, classes) and the "sales" tab will appear.
In the students section, click New to add a student to the course.
Find and select the student.
If this student will be paying his or her fees for this course by direct debit, find and select the Bank Account.
Confirm the Start date.
The End date can be left empty if you do not know when the student will be disenrolled, or if it will coincide with the end date of the course.
Click on Save. You will see that this student has been added to the course. Repeat this process to add more students. As you will see in the "Sales" tab, a debt has been added to this student that he/she will have to pay.
Now we can add the classes for this course. In the "Classes" section, click on Create classes. A new window will appear.
Confirm the Teacher.
Confirm the Start Date.
Select an End Date.
Select a Start Time.
Select an End Time.
Select the Days of the week.
Select Avoid Holidays if you want the system not to create a class on those days. These holidays must be configured in advance.
Click OK. At this point the classes with the students will have been created. In this list you can manually edit or delete any of the generated classes.
How to edit courses
To edit an Academy course from the Main Menu follow these steps:
Click on Academy,
Click on the Multiple Classes tab.
Search for the corresponding course with the help of Search and Filter filters, and Click on the course ID.
Edit the course by modifying the corresponding cells and Click on Save.
Pay course fees by POS
To pay for a course, as long as you act with the payment method fee,
once the student is enrolled in the course, from the Main Menu:
Click on Fees.
Filter by name and locate the course fee assigned to the client.
Select the Fee > under Issue Receipts.
Go to the client's file, Click on the Sales tab.
Click on Pending.
Select the line to pay, Click on the Pay button or enter the sales line and View in POS.
Finalize with the Form of payment desired and pay.
How to change a student to another course
Click on Academy.
Click on the class cell of the student to change course and edit course or look in the Multiple Classes tab and click on the ID.
In the Students section, select the student and click on Change course.
In Destination Course choose in the dropdown the desired course and OK.