Category Archives: ClassJuggler Dojo

Posts related to ClassJuggler for martial arts schools

What to expect from our November upgrade

One of the nice things about using ClassJuggler software to simplify the business of running your business is that you never need to download software updates – it’s all online, and all upgrades happen automatically. We periodically upgrade the product to add new features or enhance old ones. Here’s a quick summary of…

Key product improvements from our November 9 update

First, you’ll see a new privilege has been set up for the new Database Maintenance tool.

Second, in the menu path Billing > Customer Payments, you’ll now see a new item: Batch Payment Processing.  We’ve added a new batch payment option that gives you much greater control over what types of transactions you will collect payments for when processing batch payments. There are now two batch action buttons:

  • Process Customers – FULL BALANCES (the original way)
  • Process Customers – SELECTED CHARGE ACCOUNTS (the new option)

Clicking the new button takes you to a secondary screen where you will select one or more accounts that will be included in the batch payment run.

For example, if you select to only collect on the charge accounts for “Tuition” and “Competition Fee,” only those types of charges get paid.

Let’s say a customer has a balance due of $400.00. This includes $100 in tuition, $40 for registration fees, $60 for merchandise, and $200 for competition fees. After running the batch payment collection, this customer’s credit card would only be billed for $300: the $100 in tuition and $200 in competitions fees on their account. The remaining charges on their account would stay unpaid.

Another new item: Tools > Database Maintenance. This new tool allows an administrator at your school to perform a variety of database maintenance tasks. This tool will develop over time to offer additional maintenance features as those capabilities are identified. The first two features are:

  • Student Measurements Reset
  • Customer Balance Re-Calculator

The measurements tool allows an administrator to reset all student measurements so that they can be entered fresh.

The Customer Balance Re-Calculator tool allows an administrator to verify and re-calculate all customer balances in order to fix any balances in error (rare, but it can happen).

More Changes and Enhancements

Home Base – We’ve added two new alerts to the Action Center: Customer Portal migration alert (temporary alert to assist with migration notifications), and Customer Portal Fixed Registration End Date alert (which will tell you if your fixed end date is in error or expired).

Customer Portal – We made minor improvements to wording in field labels and help screens to clarify information.

Customer Portal > Billing > Make a Payment – Customers can now provide their own payment descriptions. A default description will appear but can be edited by the customer.

Customer > Customer Transactions – Credit and debit payments now have more simplified details, showing:

        • What credit or debit card, how the card info was captured (on-file, manual entry, or swiped)
        • If the payment came from the Customer Portal
        • Transaction ID from the gateway.

Customer Portal payments now also have a second description always coded “Customer online card payment” for ease of identification.

Class > Attendance > Manage Regular Attendance – The attendance system is smarter now. For example:

  • If a class has not yet started, it will select the first class date as the attendance date instead of selecting the current day and time.
  • Manage attendance now checks to make sure you do not attempt to add attendance entries before the class begin date and time or after the class end date and time. This also works when adding special attendance entries like Try-Outs (Drop-In) and Make-Ups.
  • We’ve expanded the class date selector to show up to 24 weeks of classes surrounding the current date (up from 12).

Student > View Attendance – Expanded the initial period viewed from 1 month to 12 months. You can also now view up to three years at a time of special attendance entries.

Billing > Customer Payments: Manual – Clicking on a customer row with a future balance now only populates the current balance due in the amount field instead of the current + future balance amounts. This is to help prevent payments being made against future transactions which causes the display and calculations for a customer account to display incorrect information.

Billing > Customer Payments: Batch – We removed the option to collect balances based on future balances. This was causing balances to be displayed incorrectly, based on how the payments were applied. A change to how payments are made against future transactions will be made in a later upcoming release.

Tools > Customer Portal Manager – We added edits for the Sign In Page address and social media links to ensure the URL is a valid web address.

Help and Links Menu – This is an ongoing project, with this current release having the following edits:

  • Updated the online help menu to display all text in green to follow the interface coloring standards for help.
  • Restyled the help menu to be smoother for high resolution retina displays.
  • Began process of replacing help menus on all screens with new version.
  • We hope you enjoy the new enhancements! If you have questions about any of these, please feel free to contact us, and we can walk you through the relevant new processes.

Time’s a’Wasting!

If you had places to go, things to do, people to portal migration funnyhelp, and your only form of transportation was rollerskates, you would likely be thinking, “I sure wish I had a car, so I could get so much done!”

This is exactly how we feel when we see that some of our clients have not yet taken advantage of the free upgrade from the old Customer Self-Service Center product to its new, snazzy replacement: The Customer Portal. The new version is so much easier for your customers to use – 100-percent mobile device friendly, for instance – that your customers will be able to self-register, sign up for classes, and even pay for classes all by themselves , saving you time and money.

Like switching from rollerskates to a car. That much better.

Which is why we regret to say that this will be the…

Final Customer Portal Migration Reminder

The deadline to migrate to the new Customer Portal is rapidly December 15, 2017. The old Customer Self-Service Center will no longer exist after December 15, so you need to upgrade right away. It’s easy to migrate from the old system to the new, and takes very little of your time.

What happens if I don’t migrate on time?

If you haven’t taken the necessary steps, ClassJuggler will automatically migrate all clients who have the legacy Customer Self-Service Center and haven’t yet migrated to the new Customer Portal. We will also disable the old Customer Self-Service Center system.

At a glance, this may sound like a good thing, but it likely is not. Here’s why:

  • You may not gain all new features of the Customer Portal when we complete your migration.
  • Links to the old Self-Service Center on your website that have not been updated will direct your customers to the wrong address. The old address will display an alert page, for a short period of time, that will tell your customers your portal has moved, and to contact you to correct your links.
  • To prevent this from happening, take steps right away. Download the Step-by-Step Migration Guide to quickly and easily migrate to the new Customer Portal.

How to Quickly See Your Customer Account Balances

Did you know that you can run a report in ClassJuggler to quickly list your Customer Account Balances? The report, which you can generate as a PDF or as a .CSV file (for easy importing into Microsoft Excel) generates a list of all customers and their current account balance and aging. 

The customer balances report displays customer balances and aging for a selected group of customers. You can choose to have them displayed by “invoiced” or by “total outstanding balances.” How to get there:image

This takes you to the Customer Account Balances configuration page: image

To run the report:

  1. Select a Report Type from the list
  2. Select a Report Format from the list
  3. To only list customers with balances, click the Only show customers with balances due checkbox, and then enter a balance amount of $0.00 or more in the Balances Greater Than field.
  4. Select either All Accounts or choose a specific Aging period for customer balances. If you want to also include all lower level aging or all higher level aging, select the appropriate option.
  5. Select “All” or a specific Pay Group to report on.
  6. Select “All” or a specific Status of customers to report on.
  7. Select “All” or a specific Category of customers to report on.
  8. Click Generate Report to run the report.

To get information on this report, here’s the direct link to the Customer Account Balances help page, which you can access from within your ClassJuggler login.

Here’s a good overview of the report types you can run with ClassJuggler as your class-based business management software, such as dance studios, swim schools, martial arts dojos, gymnastics centers, cheer camps, and more.

Go gangbusters with ClassJuggler custom team training sessions!

ClassJuggler has free customer support – the best in the industry, according to one independent poll – but what if you’ve got a big school and a big need to get one or several of your staff members up to speed quickly? This can happen when you are new to ClassJuggler or when you are keyboard with handshiring new employees and need to give them a jumpstart.

For times like that, if you need that extra bit of help to get started with ClassJuggler, or maybe you just want to become an expert, where happy to let you know that ClassJuggler can put together an affordable training session for you and your team.

How it works

Our education staff is ready to help you reach the next level by creating a custom training program for you and your staff. Depending on learn8your needs, we can make it a general introduction – a full system overview, if you will – or a targeted session on a specific feature you want your team to start using, such as email marketing or billing, or whatever. We tailor-train your session to suit any need.

We usually perform these in an interactive webinar fashion – the most affordable option – in which all attendees are able to watch us perform steps from anywhere. This method is especially useful if you want your team members to be able to attend from any location, not just at your business.

Optionally, we can also come to your school or town to perform ClassJuggler training for the most interactive experience. This can be a great time to get away from your business for your team, where they can learn how to use ClassJuggler to it’s fullest potential.

Our educational services start at just $25 USD per hour for the first trainee, plus $15 per hour for each additional trainee. In-person sessions also require you to cover transportation costs.

Contact us today and let’s get started!

Check out the new parent portal for your school’s customers!

The August launch of the new ClassJuggler Customer Portal was exciting and has been well-received by our clients. The feedback from them has been overwhelmingly positive. Here are a few tidbits:

  • “The mobile [friendly] version totally works for our customers!”
  • “The new look is clean and so easy to navigate!”
  • “Far fewer parents are getting confused than with the old system. Great job, we love it!”
  • “The new registration wizard makes it a lot easier for our parents to zip through registration!”
To current ClassJuggler clients using our legacy customer self-service center:

We encourage current users of the Customer Self-Service Center (which is replaced by the Customer Portal) to begin the migration as soon as possible. As of this day, 30% of ClassJuggler clients have already migrated to the new Customer Portal. But that leaves 70% that still have yet to migrate.

The deadline for all clients to migrate to the new portal is December 15th, 2017. Make sure to migrate soon.

The process is easy, and not time-consuming. And the benefit to your customers is well worth it!

Here’s how to learn more about the Customer Portal and migrating to the new version:

  • To see the new Customer Portal in action, from a customer’s perspective, check out this thorough tutorial video.
  • Review the Customer Portal Step-by-Step Migration Guide.
  • Current clients: Log in to read the migration introductory article on your ClassJuggler Home Base screen.

Need a little extra help after reviewing the migration guide, or have questions? Give us a call and we can answer your questions.

News Release: ClassJuggler Launches Mobile-Compatible Customer Portal

ClassJuggler Creates and Launches an Industry-Leading Mobile Responsive, Mobile Friendly, User-Friendly Customer Portal for Class-Based Businesses.

SAN RAMON, Calif., Sept. 8, 2017 /PRNewswire-iReach/ — Today, ClassJuggler – a leader in class-based business management softwareFully Mobile-Optimized Customer Portal for Class-Based Businesses by ClassJugglerraised the bar for class management software by launching its 100 percent mobile-responsive, mobile-friendly, user-friendly Customer Portal, and making the tool available to its clients who want to save money and reduce the burden on staff members by allowing their customers to register online and manage their own accounts.

The ClassJuggler Customer Portal empowers customers of schools, studios and other class-based businesses to perform many functions from the business’ website, on pages hosted by ClassJuggler, customers can:

  • Self-register
  • Set up secure credit card processing for recurring payments
  • Search for and sign up for classes
  • Make payments to the class-based business online – from any device.

“Since 2016, more than half of all Internet activity worldwide happens on mobile devices,” said ClassJuggler’s President and CEO Jon Koerber. “This is why we built a customer portal that would be as easy to use on a mobile device as it is on a desktop.”

Koerber added: “Business owners will make a great first impression with customers, since the portal looks great and works on every device, from desktop and tablet down to the smallest smartphone screen. And it’s super easy to use: no pinching and zooming.”

“The Customer Portal lets you customize your welcome page, all of your social media links and website links, enable or disable features, even add digital versions of your policies for customers to acknowledge,” Koerber added. “From pre-launch product demos we did with current and prospective ClassJuggler clients, the feedback has been overwhelmingly positive. Testers praised the Customer Portal as a tremendous timesaver: letting customers register, sign up for classes and pay fees all by themselves.”

The ClassJuggler Customer Portal upgrade, which starts at just $10 per month, is available immediately to all existing and new ClassJuggler clients. Clients currently using the Customer Self-Service Center will be able to upgrade to the new Customer Portal at no additional cost.

About ClassJuggler

Founded in 2005, ClassJuggler is a worldwide leader in business software for class-based businesses, offering products that expand the business capabilities of its clients with online class scheduling, customer management and accounting, staff management, online registration & payments, business intelligence reporting, customer self-service tools, and more. Customers include:

Get more information on ClassJuggler or the ClassJuggler Customer Portal.

Add a Customer Portal to Your School’s Website

What’s the best way to get more time as aimage school/class-based owner and boost your profit margin? Simple: Let your customers self-manage their relationship with you from the convenience of your website!

Our powerful Customer Portal tool lets your customers view and update their personal information, view their billing history, shop for classes, make payments, manage student data, view class enrollments, and much more – all with a few clicks or swipes!

The most modern, mobile-optimized, Parent Portal on the market!

Your customers choose a mobile device over a traditional computer 60% of the time, so a completely mobile-friendly and mobile-responsive registration site is a must! Our Customer Portal looks fabulous on every device and is super easy to use, from desktops to the smallest smartphone screen – with no pinching and zooming.

Customizable interface!

While your website’s Parent Portal pages sit on our servers, your customers will never know it, because you can easily match your imageClassJuggler portal pages to your website’s look and feel. For example:

Offer your customers online class enrollment and online class shopping

Forget about expensive and time-consuming mailers; let customers:

  • Easily browse your class catalogue in their jammies — from the comfort of their home.
  • Filter class views by day, time, instructor, location, etc..
  • Add selected classes to a shopping cart.
  • Choose optional or required class fees, late fees, and more.

Enable online payments image

Use our affordable credit card processing add-on service with the Customer Portal to let customers pay online for classes with a mobile device tap or computer mouse click using their credit or debit card, assuring you receive payments on time. No more waiting for a customer’s hand-delivered or mailed-in check!

Ease your burden with self-serve customer accounts

Chop your administrative tasks in half or more by giving your customers control of their own records! With the Customer Portal, your customers can:

  • Self-register, creating a new account for themselves without you lifting a finger. A step-by-step wizard makes self-registration a breeze!
  • Set up and manage an on-file credit or debit card to allow for convenient one-click payments or ongoing payment schedules.

Since your customer’s information is available to them online at any time, you no longer need to print out or send out confirmation mailings, payment receipts, invoices, or statements. What a time and money saver!

See our parent walkthrough video to see the Customer Portal in action.