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GymbaROO CMS – Site Manual

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.

Gymbaroo Bespoke Platform V3 – Last update: Feb 2018

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1. Overview

Welcome new GymbaROO franchise owner. We have created this basic site manual to show you how to navigate around your site’s admin section, and how to perform its general functions.

  • Lilo will provide you with your own unique login details for your GymbaROO website
  • Navigate to the admin login page at
  • Enter your details and click “LOGIN”

GymbaROO Admin page

  • You will be presented with the GymbaROO admin landing page, consisting of 11 different tabs:


  • This is the first and default tab you will see when logging in. Here you will see a brief overview of the current week’s classes – details of each classes can be viewed when clicking on “class details”


  • This is where classes are created, edited and deleted. o Students
  • Add new students, or edit details of existing students o Parents
  • Add parent details, and link them to their children’s details (Students) o Teachers
  • Manage the details of the teachers who run your classes


  • Manage the details of your GymbaROO franchise


  • Manage enrolments made via your site, or add them manually o Payments
  • Enter payments made by parents


  • Access a host of different reports – student, financial


  • Customise the content of the front-end of your website

Let’s look at each section in more detail, and also recommend the best order in which to complete your GymbaROO site setup.


2. Site Setup

a) Franchise Details

GymbaROO - Franchise Details

The first step to setting up the your GymbaROO admin is to go to the “Franchises” tab and enter in the details for your franchise. On the Franchise page you will see 5 submenus.

Manage Franchise Details

  • Fill in all address and contact details of your franchise (see example above)

Manage Default Settings

  • Default class fee
    • Legacy field (will be removed with next version)
  • Use Loyalty Program
    • By ticking this box, you are enabling the loyalty program. This allows you to specify a specific fee to a student when they enrol from the front-end website. This program allows you to offer discounts to repeat enrolments from the same student. The actual fee is set in the Students section of the admin (see Students section for more details)
  • Use Fixed/Percentage for sibling discount
    • This allows you to specify the type of discount and the amount for the discount for a sibling who is enrolling into the franchise from the front-end of the site. Choose whether the amount you are entering is a specific value, or a percentage of the regular class fee
  • Cancellation Threshold
    • Legacy field (will be removed with next version)
  • Cancellation fee
    • Legacy field (will be removed with next version)
  • Pro-rata threshold
    • Legacy field (will be removed with next version)
  • Default Student MakeUp Slots
    • This is how many make-up slots a student receives per term.
  • Credit Card Surcharge
    • If you are accepting credit card payments from the front-end of the site, this allows you to charge a surcharge fee on all credit card transactions. This is a percentage of the total fee for the enrolment.
  • GST percent
    • This is the default General Sales Tax percentage (10% default in Australia)
  • ABN Number
    • The Australian Business Number (ABN) is a unique identifier issued by the Australian Business Register (ABR) which is operated by the Australian Taxation Office (ATO).
  • Royalty
    • The royalty percentage specified by GymbaROO head office used to calculate the royalties on the royalty report.
  • Royalty advertising levy
    • This is also the advertising levy specified by GymbaROO head office, and is also used to calculate the royalty report.
  • PayPal Surcharge Percent
    • If you are accepting PayPal payments from the front-end of the site, this allows you to charge a surcharge fee on those transactions. You can set it as a fixed charge or a percentage of the fee paid.
  • Publication charge
    • Legacy field (will be removed with next version)
  • Enable Music Fee
    • For the franchises that charge for music, they need to enable this function, and it will then include the music fee in the royalty report calculations.
  • Music Fee
    • This is the value charged for the music fee.
  • Include Trial Students In Class List By Default
    • Ticking this box allows you to show trial students in the class lists. If ticked, trial students will be included in the total enrolment number in the top of the calendar page.

Manage Advertising Sources

  • At the end of the enrolment process on the front-end of the website, the users are given the option of filling in a survey which is specified by the GymbaROO head office. This list is provided by the GymbaROO head office, and is pre-populated, but you can edit the content in this section.
GymbaROO - Advertising Sources

View Membership Numbers

  • This is a list of all the registered students, along with their GymbaROO membership numbers.


GymbaROO - View Membership Numbers

Manage Admin Users

  • This page allows you to manage administrative users to your site. it is advised to have multiple administrative accounts as it allows us to track which users made changes to the site, as it allows us to track changes made to the site.


GymbaROO - Manage Admin Users

b) Adding a Term

The next step is to set up the terms and classes to display on the front-end of the website, so that users can enrol their child(ren).

GymbaROO - Adding a Term
  • Click on the “Classes” tab on the top navigation section
  • In the “Classes” submenu, click on “Add New Term”
  • You will be presented with the following screen:

A lot of fields are self-explanatory, we will elaborate on those that need further explanation:


  • Set the term name – is it one of the regular terms (numbered 1 to 4), or a Holiday Program that is happening between regular terms?

Theme Name

  • Enter the name of the theme you chose for the term

Theme Description

  • Enter a description for the chosen theme

Term Type

  • Set the type of term – either a regular Term or a Holiday Program.

Term Note

  • This is for your own information – any notes you wish to record that is important for this term.
  • This will not appear on the front-end.

Show Trial Enrolment on frontend timetable:

  • By enabling this, it allows parents to enrol their child(ren) in trial classes from the front-end of the website.

Show on frontend timetable

  • By ticking the box, this term will be seen on the Timetable page on the website frontend, so that parent can enrol their child(ren).
  • If you don’t have all details finalised for the term yet, you can leave this unchecked and submit the term to save the details you’ve entered thus far.

Make Default Term

  • By ticking this box, this becomes the default term that appears on the Timetable page on the site front-end.

Tab Label

  • Here you can customise the term name that appears on the Timetable page on the front-end
GymbaROO - Where the "Tab Label" of a term appears

Populate term with data from a previous term?

  • To save time on setting up a new term from scratch, you can use this function to import the classes, class fees and time slots from a previous term.
  • Tick the box, then select the term you wish to import data from via the dropdown list.

Re-Enrol Students as well?

  • When using the “Populate term with data from a previous term” function, you can tick this box to enrol the same set of students from the selected term.
  • Please don’t use this option – Legacy field (will be removed with next version)


  • This saves all the information you have recorded.

c) Adding a new class

  • 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:
GymbaROO - Adding a new class



  • Which term you are creating?
  • Select from terms 1-4, or a “Holiday Program”


  • 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 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


  • After making sure all your details are correct, you can now submit the new class (details can still be edited afterwards

d) Editing / Adding Different Rates for Classes

  • 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)
GymbaROO - Editing / Adding Different Rates for Classes
  • 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 o 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 “Is Default” 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
GymbaROO - edit individual entries
  • 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)
GymbaROO - Class Fees Example

e) Adding a New Time Slot


  • 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)
GymbaROO - Adding a New Time Slot
  • You will be presented with the active / future classes that you have set up
  • In the “Classes” submenu, click on “Add Timeslot”
  • You will be presented with the following screen:



  • 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


  • Select which term the relevant class is in
  • Class Name
  • Select which class this timeslot is for


  • Select on which day of the week the class and timeslot is occurring on


  • 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?Gymbaroo - Class Status

  • 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 calendar

  • If 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


  • 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

  • Early Bird Start Date / Early Bird End Date
    • These are “Legacy” fields – Not relevant
  • Submit
    • Ensure that your details are correct, and submit the new timeslot (details can be edited later)

f) Class Families

Setting up class families allows you to group classes together according to the ages of students, and abilities. This helps parents when selecting make-up classes by only giving them the option for classes which match their child’s development level.

Essentially you have 2 different class types, but their development level is so close that students from one class, can attend a makeup class in the other.

Example – A class for kids aged from 1.5 to 2.5 years, can attend a make-up class with kids aged 2 to 3 years.

Here is how to set this up:

Create a new class

  • To have this new linked class appear on the timetable on the site front-end, a new combined class will have to be created.
  • When selecting a name for the new combined class, use a combination of the two single class names. For example, if one class is called “Koalas” and the other “Penguins”, we would name it “Koalas / Penguins”.
  • Refer to the “Create a class” section of this manual.

Create a new class family

  • Click on the “Classes” tab on the top
  • In the “Classes” submenu, click on “Add Class Family”
  • You will be presented with the following screen:
GymbaROO - Create a new class family
  • Enter a name for the class family / group, and click “ADD CLASS FAMILY”
  • If you wish to edit the Class Family name at a later stage, edit the existing name in the Family Name field, and click EDIT to save.

Linking classes to the Class Family

  • Click on the “Classes” tab on the top
  • Click the EDIT button of a class you wish to add to the Class Family
  • Find the “Class Families” section, and tick the relevant class families you wish to add this particular class to
GymbaROO - Linking classes to the Class Family
  • Click SUBMIT to save
  • Repeat the above steps for the other classes you wish to group together with this class.

g) Enrolments

There are two ways in which enrolments can be done:

  1. Manual enrolments that are done by site administrators
  2. A parent enrolling a child(ren) through the front-end website.

The differences between the two, is that when a parent enrols a child through the site, they pay immediately (either via PayPal, credit card or EFT), and that the child(ren) are not immediately enrolled into the centre, but will sit in an enrolment pending list – waiting for the admin to approve the enrolment.

Whereas when an admin enrols a pupil through manual enrolment, the pupil is enrolled directly into the centre and payment will be immediately collected from the parents at a later stage.

Manual Enrolments

  • Navigate to ENROL
  • Click on Manual enrolment
  • Enrolment Type
    • Enrolment is for a new student
    • Re-enrolment is for a student that has previously enrolled in a term (the difference between enrolment and re-enrolment is that for reenrolment you can select a pre-existing parent / caregiver. By doing this the form will prepopulate with the existing parent / caregiver’s detailsso you don’t need to fill it in again, and also links the student to the correct family across terms.
    • Trial enrolment allows you to enrol a student as a trial student. You are given the ability to enrol the student on a specific day, whereas enrolment and re-enrolment types will enrol a student for an entire term
    • Waitlist allows you to place a student on the waitlist for a class. This will allow you to enrol a student if a position opens up in the class
    • AutoEnrolment is a system function that the site uses, and should not be used by administrators.

Caregiver Login Details / Personal Details

  • When you create a new caregiver, an email is sent out to the caregiver with their login details to your GymbaROO site.
  • A caregiver profile should be set up for the parent who enrolled the student
  • If another party will be bringing the child to their classes, a caregiver profile should be created for them, and the “Attending Caregiver” tickbox should be marked
GymbaROO - Caregiver Login Details / Personal Details
  • Address / Student / Class Details
    • Fill in the address and student details as supplied by the parent, as well as which class they have enrolled in.
  • Make Manual Payment
    • Enter the invoice amount, the amount paid, and which type of payment you are accepting / accepted
    • If your invoice amount is greater than 0, then an invoice will be generated for the students, and will be emailed to the caregiver.
  • Tick the “Accept Terms & Conditions” box, and click “SAVE”.

Front-end Enrolments

  • Once you have added timeslots in the admin, those classes will then show on the timetable on the front-end
  • If you have enabled the “Show on timetable” option on the Term management page, then a “Trial Class” option will show as part of the enrolment options
  • You can now navigate to the timetable on the home page, and you should see your classes listed
    • There are colour indicators on each class, which indicate how full that class is. You can set these indicators by going to the timeslots and setting a number for the Class is filling up option
    • If the number of enrolled students is less than the Class is filling up option, the class will show as green
    • If the number of enrolled students is greater than the Class is filling up option, the class will show as orange
    • If the class is full, the class will show as red
  • If a class is full, the class will no longer accept enrolments from the front-end, but rather gives the parent an option to add their child to a waitlist for that specific class
  • You can then manage the waitlist from the admin, and if a slot becomes available for that class, you can then select a student from the waitlist to fill the available slot.
  • See the Waitlist section for further details on how to manage it.
  • To enrol a child, you need to click on the “Enrol Now” button on a class
  • A popup will appear which will allow users to start the enrolment process. If you are allowing trial enrolments from the front end and have set up trial enrolments in the admin, by specifying the number of trial enrolment slots in the timeslot, and enabling the Show Trial Enrolment on frontend timetable option on the Add New Term or Manage Term page, then an option to enrol trial students will be available on the pop up as well.
  • If you click the enrol button, you will be taken to a page where you can either login, or if you don’t have an existing account, create a new account.
  • If you click Trial Class, you will get a second pop up which will allow the user to select a day on which they want to attend a trial class.
  • Once a person has clicked on Complete Enrolment on the trial class pop up, they will be taken to the same page which will ask them to either login with their existing account, or create a new account.
  • For registering a new account, they need to provide their email address, password, first name, last name. telephone number and mobile number.
  • Once they have registered, an email will be sent to them with their login details, and confirming their registration.
  • Once the user has registered (or logged in), they’re taken to a page where they must fill in the student’s details.
  • If a student has been enrolled in a previous term, they are given the option to select a student from an existing dropdown list.
  • Else for a new student they must fill in the mandatory student details form.
  • If you are enrolling another student at the same time, you can click the word ADD in the Would you like to ADD a second student to this order? Line. This will take you back to the timetable where you can select another class to enrol the additional student. You won’t be required to log in or register a second time, you will be taken straight back the Add Student Details page.
  • Once completed, tick the I Agree to the Terms and Conditions box, and once you do, a Next button will appear that allows you to carry on
  • Next you will be taken to a payment page, where the user can select which payment method they would like to use. Options are PayPal, EFT or Credit Card.
  • If a person uses a credit card option, you will be emailed an encrypted version of their credit card details, which you can then decrypt in order to take a credit card payment through a POS system.
  • For EFT payments, the user needs to fill in a transfer reference which is then visible on the enrolments list, and you can then check your bank statements to confirm payment
  • For PayPal, they can either pay with their PayPal account, or a credit card, and the payment will be taken off directly, and you will see a reference number in the enrolments list, where you can confirm that the payment has been made in your PayPal account.
  • For a trial enrolment, no payment is requested. The user can simply check out, and the trial enrolment will appear in the Trial Enrolments section in the admin.


  • Once a user clicks on Checkout, they will get an order complete page. On this page is a survey, which they can then complete themselves (if they wish to). This survey is set up in the Franchise section in the admin’s “Advertising Sources” page.
  • This complete the user’s front-end enrolment. They will receive an email confirming that the enrolment has been sent, and will now appear in the admin under the ENROL tab. It is up to the admin to complete the enrolment, and add the student to the class once they have confirmed payment has been received
  • After completion, a second email will then be sent confirming the enrolment and an invoice email will also be sent.
  • To complete the enrolment, the admin needs to go to the ENROL tab, where all pending enrolments will be listed. The admin is given the option of either enrolling the student, or cancelling the enrolment. It is important to note that while a student is waiting in the pending list, a spot is held for them in the class, and therefore reduces the number of available slots for additional enrolments.
  • For a credit card enrolment, if you click the enrol button, you will get a pop up menu requesting the decrypt string. This would have been emailed to you once the user completed the enrolment. You need to copy the decrypt string into the available text box, and click decrypt. You will then be presented with the credit card details, which can be entered into your POS system.

We will be adding more information to this manual as we complete it.

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