Monthly Archives: April 2016

The Winning Feature: ClassJuggler’s Communications Tracker

We’re grateful for the customer feedback you give us on ClassJuggler’s software for dance schools, swim schools, gymnastics schools, and other class-based businesses. Your feedback helps us continually improve existing features and develop the ideal new product features for your school.

With the recent launch of our new Communications Tracker feature, the feedback is coming in, and it’s clear that those of you who’ve checked it out are finding it very useful. Here are some examples.

“The communication tracker has highly benefited Jungle Bus Gymnastics. We are able to see what we sent each customers (and when) . It is very detailed,, and we are even able to input certain information for our records… We are able to explain each correspondence to each of our customers.”  Christina Jodoin of Jungle Bus Gymnastics in Lincoln, RI

And this one:

“The communication tracker has helped me prove to a costumer that they are getting all of the emails I send rather than ‘only some’ that they claim. It’s very helpful.” Amy Forde of Let’s Dance in Mauldin, SC 

And another:

Sometimes forget whether or not I returned someone’s call or email… This will be a nice and easy one-step way to verify if I did indeed get back to someone. I like that we can also add new tracks to keep organized. This will also help for those times that my emails are sometimes sent to some customers spams boxes. I will have proof that I actually sent it and won’t have to overload my email with past emails that will probably never be read again. It takes up a lot of space.”  Alicia Shurtleff of Kidz In Motion in Ozona, FL

If you’re a customer and not yet using the Communications Tracker, these testimonials explain why you should check it out. Read more on Gain quick access to all your customer’s communications and Customer Communications Tracker 101: How to manually enter customer info.

And if you’re not yet a ClassJuggler customer, you should know that ClassJuggler is an affordable cloud-based customer and class management solution for class-based and schedule-based businesses. ClassJuggler is packed with features to simplify how you run your business, such as class scheduling, student/family/instructor management, robust email tools, easy-yet-powerful reporting tools, invoicing, online bill pay & customer self-service, free online/phone support, & tons more. Sign up today: first 30 days free!

Check out one of the links below.

Improvements in Tuition Charge Descriptions

As part of our recent automatic (and no-charge) ClassJuggler upgrade, which included a whopping 60 updates/improvements, the Class Enrollment feature got an upgrade.

What’s new for ClassJuggler’s class enrollment tool

On student or class screens, class enrollment now gives you bonus descriptive information when you hover with your computer cursor over the description of these charges on the Customer Transaction screen. Now, an additional description appears when “mousing over” the charge description for prorated or modified class tuition at the time of enrollment.

This new description works much like the Post Tuition descriptions, but also factors in:

  • The initial posted amount
  • How the amount may or may not differ from the selected rate, calculated rate, or the first month posted fee

This feature will help you identify override amounts entered by administrators compared to the original amount that was selected and/or calculated by prorating.

You’ll find that this feature also helps you in calculating actual days a class is held for monthly and per class fee classes when looking at payroll needs for instructors.

You’ll find these improvements for all our products, including:

Provide Feedback and Win a Target Gift Card

Spring Contest – Three Entrants Will Receive $50!

We are excited about our new Communications Tracker tool, which is built right in to the ClassJuggler software for schools. If you’re excited about your experience in using it, tell us about it by midnight April 20, 2016, and you’ll be entered for a chance to win one of three $50 gift certificates to Target! It’s our way to thank you for your feedback, which we can use to tell others how they can benefit from using it.

We are giving three lucky entrants a chance to win a $50 Target® gift card.

How to enter

Simply send us an email at and provide us the following:

  • Your Name
  • Your Business Name
  • A description of how the Communication Tracker has helped your class-based business or resolved a problem with a customer.


Entries must be received by end of day on Wednesday, April 20th. The three winning entries will be chosen at random, and will be featured in the May newsletter. You must be a ClassJuggler client to enter.

Creating New Communication Entries

Customer Communications Tracker 101: How to manually enter customer info

As mentioned in our previous blog, ClassJuggler’s Customer Communications Tracker will create all of the tracking records for communication activities that are auto-generated. But for all other communications, like incoming or outgoing phone calls, external emails, packages sent/received, and others, you can optionally add your own tracker records – useful for connecting front-desk activities with your customer records in ClassJuggler.

Once you are in the Customer Communications Tracker, just click the “Add New Communication Entry” button, which takes you to a blank form screen where you can select the type of item you want to track, and then enter details of that customer communication:

Figure 1- Adding a new customer communication tracker record

With each new record you add, ClassJuggler sets the date and time for you. But if you are noting a customer call or discussion from an earlier time, simply change the date or time of the tracker entry to when the communication activity actually occurred.

To learn the key features of the Customer Communication Tracker, and how to use them, sign in to your ClassJuggler account, and go to the ClassJuggler help screen for the tracker. Or contact us and we can answer your questions or walk you through it.

Enter our Communications Tracker Contest

If you use the communications tracker by Apr. 20, 2016, we want to hear how this new tool has helped your business. To thank you for your feedback, we are giving three lucky entrants a chance to win a $50 Target® gift card. Read how to enter the contest here.

Learn more about ClassJuggler:

Gain quick access to all your customer’s communications

The ClassJuggler Customer Communications Tracker screen allows your school’s assigned administrators to view, create, and manage customer communications for all  activities related to a customer either generated in ClassJuggler or elsewhere.

Much like expensive customer CRM (customer relationship management) software solutions, the included ClassJuggler customer communications tracker helps you see all of the touch points for each of your customers.

How the Customer Communications Tracker helps you run your business:

Tracking all communication with your customers can be important during a dispute. For example: “Hey, I never got an an account statement (or late payment notice, or other reminder) from your school!”

The communication tracker is especially helpful when you have several administrative users. For example, a front desk administrator may have a conversation on the phone with a client who asks about a certain class, and then creates an entry on that customer’s account with all of the information from that call. This could help you, the owner, or an instructor, if you need to know if an important topic was discussed with a customer.

Types of Tracking Records

There are a 31 total types of communications the tool tracks for each customer (and retains for 2 years from the date of entry). 23 of these are generated automatically when you perform various actions, like:

  • Sending a mass email
  • Texting all parents of a certain class
  • Emailing an account statement to a single customer.

…and many more. Here is a handful of the communications ClassJuggler tracks (get the full list here):

  • Forgotten password email sent to customer via the Customer Self-Service Center sign-in screen
  • Customer Self-Service Center thank you email sent to a customer that self-registers
  • Customer Self-Service Center online order item completed by an administrator
  • Customer Self-Service Center online order item added to a wait list by an administrator
  • Invoice email sent to all customers from a selected invoice billing cycle
  • Invoice email sent to an individual customer from a selected invoice
  • Account statement sent to all customers from the billing cycle tool
  • Account statement sent to an individual customer from their transactions screen
  • Payment receipt sent to customers with successful payments after running a batch payment billing cycle
  • Customer class enrollment confirmation statement
  • Mass email sent to customers

There are also 8 types of communications you can manually log for customers,things like:

  • Incoming or outgoing phone calls
  • Emails sent or received outside of ClassJuggler

Accessing the Customer Communication Tracker

When logged into ClassJuggler, within the Customer section, you’ll see the Customer Communication Tracker in your left navigation when you are looking at an individual customer’s screen:


The Customer Communication Tracker Screen

The main Communication Tracker screen allows you to see all communication activity for a specific customer and the exact time they were created. You can also filter the list by type of communication or by status. Here’s an example:

Figure 1 – viewing communication activity for a customer

Enter our Communications Tracker Contest!

If you get a chance to use the communications tracker by Apr. 20, 2016, we want to hear how this new tool has helped your business. And as a thank you for your feedback, we are giving three lucky entrants a chance to win a $50 Target® gift card. Read about the contest here.

Learn more:

To learn the key features of the Customer Communication Tracker, and how to use them, sign in to your ClassJuggler account, and go to the ClassJuggler help screen for the tracker.