GymbaROO CMS – Creating and Managing Terms

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).