Please note that there are minor differences between franchise websites due to bespoke features requested from various franchise owners. Some of the site screenshots used in this manual might not wholly reflect the look of your own site.
1. Creating a Term
Starting
Log in to the admin section on your website
Click on the “Classes” tab on the top
In the “Classes” submenu, click on “Add New Term”
You will be presented with the following screen:
Options
Term
Which term you are creating?
Select from terms 1-4, or a “Holiday Program”
Term Year
The year in which the proposed term will be taking place
Date From / Date To:
Set up the exact start and end of your proposed term
Theme Name
Type the name of the term
Theme Description
Describe the theme in more details (not displayed on front-end)
Term Type
Select which type of term you wish to add
Select a regular term or “Holiday Program”
Term Note
Any notes you want to include (not displayed on front-end)
Show Trial Enrolment on frontend timetable
Selecting this box allows users to sign up for trial classes within this term
Show on frontend timetable
Selecting this box allows the term dates and details to be seen on your site timetable
Make Default Term
Selecting this box makes this term the first to be viewed when clicking through to the timetable page
Tab Label
Allows you to customise the Tab Label for this term
For example: “Term 1 – 2018” or “JANUARY HOLIDAY FUN”
Populate term with data from a previous term?
This imports the data from any previous term you created, selectable via a dropdown
Re-enrol Students as well?
When using the previous option (populate from previous term), you can also select to enrol the same students
Submit
After making sure all your details are correct, you can now submit the new term (details can still be edited afterwards)
Term Example
See example of a completed term.
2. Adding a New Class
Starting
Log in to the admin section on your website
Click on the “Classes” tab on the top
In the “Classes” submenu, click on “Add a New Class”
You will be presented with the following screen:
Options
Name
Which term you are creating?
Select from terms 1-4, or a “Holiday Program”
Fee
What is the cost of enrolling a single child?
The following fields are “legacy fields” and will be removed from the next GymbaROO version.
Cancellation Fee
Prorata Threshold
Cancel Threshold
Family Discount
Discount
Description
Description of the class, this will appear on the front-end
Class Families
To group classes into the different age groups
Allows you to search related age groups when looking for makeup classes
Submit
After making sure all your details are correct, you can now submit the new class (details can still be edited afterwards
3. Editing / Adding Different Rates for Classes
Starting
Log in to the admin section on your website
Click on the “Classes” tab on the top
Click the “EDIT” button for the relevant class in the “Name” column (the 8th column)
On the left side you can edit the class details (as mentioned in point 2)
On the right side is the “Class Fees” section where you can specify different rates for the specific class. Uses include:
Special rates to entice potential students to sign up early
Offer discounted rates to fill up classes
Pro-rata rates that change according to the current term‘s week
How to Edit Rates
With this example, the various classes for a new term has already been set up – “2018 Term 1”
Use the “Select Term” dropdown to pick the term you wish to edit the rates for (the page will auto-update to reflect your choice)
With our example, “2018 Term 1” has:
An “IsDefault” rate – This is the default rate that will be charged if there are no special / pro-rata rates set up
A rate for each term week, with a lower price each week – reflecting the decided pro-rata rates
1 “DateTime” rate entry – for students being enrolled within a specified time frame
To edit individual entries:
Click on the EDIT” button for the class you wish to change
The “Edit Class Fee” section will now populate with that entry’s information
Term
The term in which the class you are trying to edit, is located
Amount
The enrolment fee – this once-off fee grants access to the classes until the end of the term
Re-Enrolment Amount
Here you may enter a discounted fee for those who are re-enrolling
Type
There are three different types of class fees:
Default Class Fee (described earlier)
Week Fee (the fee for the whole term, from that week)
DateTime – Use this to set a start / end date to run specials
Week
Displays the week the rate applies to (if applicable)
EDIT
When you’re happy with your changes, click “EDIT” to save
Fee Priority Order
There are arrows in the last column of each fee entry. Use these set priority order for fees (up or down), for example:
If you have 2 entries for the same week (that can happen, please check your data to avoid duplications), the top entry will take priority, and those fees will be applied
If you have a week fee entry, but a DateTime entry with a lower price (that applies to that same date) is located above it, then the DateTime entry will take preference
Class Fees Example
See example of a term’s fees:
One default fee (applies to all classes if no other specials or week fees exist)
One DateTime fee that will apply to 1 November 2017 to 15 December 2017
Weekly fees for 9 different weeks, note the prorate fees that have been set up
Use the arrows next to entries to change priority of applicable fees
Use the “X” next to entries to delete a specific entry (WARNING – the entry will be deleted immediately)
The “EDIT” button allows you to edit an entry (as described on previous page)
4. Adding a New Time Slot
Starting
Log in to the admin section on your website
Click on the “Classes” tab on the top
Click on the relevant class in the “Name” column (the first column)
You will be presented with the active / future classes that you have set up
In the “Classes” submenu, click on “Add Timeslot”
Options
Franchise
Pick which franchise’s classes the new timeslot is for
Only relevant if you are the owner of multiple franchises, else your franchise will appear as the default option
Term
Select which term the relevant class is in
Class Name
Select which class this timeslot is for
Weekday
Select on which day of the week the class and timeslot is occurring on
Year
Type which year the class and timeslot is occurring on
Start Time / End Time
Use the dropdown sections to set up when the timeslot starts and ends
Class Size Limit
Type what the maximum amount of enrolments are that you will accept for this slot
No of MakeUp Slots
How many slots will you allow for this class / timeslot for students who wish to use it as a makeup class (after they missed their appointed lesson)
No. of Trial Students
How many slots will you allow for this class / timeslot for potential students who wish to experience Gymbaroo first
How Many students must be enrolled before classes are marked as filling up on the calendar?
Enter the number of enrolled students that will change the status colour of this timeslot to yellow, meaning that the class is “filling up” (prompting parents who have not yet done so, to enrol quicker)
Mark this class as full on calendarIf you no longer wish to have more enrolments for this class, tick this box and this timeslot will be marked in red on your site’s timetable, meaning it’s fully booked
Ticking this option overrides any other information about the size / availability of the timeslot
Employee
Select which instructor will be in charge of this timeslot
Status (Dropdown)
Active
The timeslot is active
Archived
The timeslot is deleted
The following fields are “legacy fields” and will be removed from the next GymbaROO version.
Status (Dropdown)
Pending
Trial
Early Bird Start Date / Early Bird End Date
Submit
Ensure that your details are correct, and submit the new timeslot (details can be edited later).
