Category Archives: ClassJuggler for Franchises

Powerful reporting tools help you understand your business

ClassJuggler’s reporting tools make it drop-dead easy to put key business metrics in your grasp with just a few mouse clicks, such customer, student, instructor, and class data. This kind of critical at-a-glance information can save you hours of manual reporting work and reduce business risk by identifying gaps or problems. reports

In ClassJuggler, you can track, sort, and filter all records by dozens of fields, including creation date, category, account, name, day and time, class capacity, and much more.

As well, you can easily generate dozens of professional reports, which you can view online, print as PDF, or export as a .CSV file.

Here are some of the more popular reports:

Class reports

  • Attendance reports
  • blank attendance sheets for in-class use as printouts
  • Skill sheets
  • Class enrollee reports
  • Class schedule reports
  • Classroom schedules

With each, you can limit reports by day or class times, enrollees, drops, or class type.

Student and customer reports

  • Bad address reports
  • Missing information reports
  • Student lists by status or group
  • Student registration, pre-registration, and non-registration reports

Results for each report type are linked to student and customer records for fast updating.

Instructor reports

You can run reports on instructors by assigned active classes or in-progress classes, or by other key data, such as students assigned, student scoring records, and more.

Financial Reports

  • Report on customer account balances (by last invoiced amount due or current net total balance due).
  • Create detailed customer payment reports by payment type, in either cash basis or accrual basis.
  • Add detailed account categories to your billing reports to view at the detail level or roll-up the totals to the highest level accounts.

If you’re a ClassJuggler client, already managing your school with our software, you can get detailed information about the many reports you can run, and how to do so, here in our help files.

What you need to know about EMV Chip Credit Cards

So what the heck is a chip card anyway? In short: it’s a new credit card standard set forth by Europay, MasterCard, and Visa (the initials of each = EMV).

Chip cards, with their embedded “chips,” were designed specifically to eliminate counterfeit credit cards in retail environments.

How do chip cards work?image

The way it works is that the chip on the card contains a microprocessor that can store information securely and perform cryptographic processing during a payment transaction.

Chip cards carry security credentials that are encoded by the card issuer at personalization. These credentials, or keys, are stored securely in the EMV card’s chip and are impervious to access by unauthorized parties.

In a nutshell, an EMV chip credit card makes it next to impossible for a criminal to make a “fake” of your credit card. Magnetic stripes are easy to fake; Embedded computer chips are hard – too costly and complicated for a criminal to replicate. This is important because… image

What does this really mean for my school?

In reality, it means very little. Most studios today that are accepting credit cards have next to a zero fraud rating.

Why is that? Can you imagine a parent trying to pay for several months of classes for their son or daughter with a fake credit card? It’s practically unheard of.

This means that you can rest assured that, even if you are not taking cards in a retail setting – face-to-face with a chip-ready terminal – using batch auto payment features in popular studio management software, like ClassJuggler, won’t increase your chance of fraud. image

Besides, unless you do a lot of retail sales, you likely don’t use a terminal so don’t need to worry about chip cards. However, if you are doing a large amount of retail sales, a chip terminal will reduce or eliminate any chance of fraud.

Enjoy security and control access your way!

When you’re running a business, nothing is more important than the safety and control of your data. With ClassJuggler’s software for schools and studios, we respect that! We protect your school’s data from improper access, from corruption, viruses, and more. We also give you powerful administrative controls to define system access.

Your school’s data is safe with us

ClassJuggler protects your records using the same data encryption used by Amazon.com, BestBuy.com, Dean and Deluca, and other major online merchants.

Sophisticated user security controls are in your hands

Our Advanced User Security system gives you complete control over what access you want to allow or disallow to each of your administrative users.

Set custom user roles

Easily create custom “roles” in ClassJuggler that limit what screens and reports users can access.

For example:

  • Create an instructor role, limited to managing attendance, skills, and class enrollment.
  • Create a bookkeeper role, providing but limiting access to financial screens and reports.
  • Or set up a receptionist role with view-only access.

Control access to specific details

ClassJuggler also lets you create role access rules, such as specifying add, update, delete, or view permissions.

For example, you can limit your employees’ access to a customer’s credit card account information while allowing contact information access.

Specify permitted computers

This unique security feature lets you control/limit access to your ClassJuggler administration from a designated computer, or on designated days and times.

The ClassJuggler security system has over 90 specific privileges, each with four individual access levels. And we’re adding more privileges all the time.

Already a ClassJuggler user? Then find specific instructions for configuring your school’s security profiles here:

Not yet using ClassJuggler’s school or studio business management software for your business? Learn more about ClassJuggler at:

Save time with our mailing labels generator

Here’s yet another cool tool built into ClassJuggler – the mailing labels generator!

ClassJuggler automates formerly difficult labeling tasks by pulling data from customer and student records. Making mailing labels has never been this easy! Included features:

  • Select from more than 20 pre-defined Avery labels.
  • Customize font, font styles, sizes, and many other layout options.
  • Save settings for each label type for unlimited variations on regular mailings.
  • Filter mailing label generation by customer statuses and types, such as balance due status, enrolled classes, student categories, and more.
  • Generate return address labels for your business.

Already a ClassJuggler customer? Here’s the step-by-step instructions to do mailing labels:

Not yet using ClassJuggler’s school or studio business management software for your business? Learn more:

Merchant Processing 101

Understanding how to accept credit/debit cards in your business

Merchant processing and the software and network providers that make it all work is a complicated topic. As a school/studio owner, you simply don’t need to know all the mumbo-jumbo mechanics of merchant processing.

You are busy enough teaching classes and running your business! So we simplify the basics right here, outlining the steps you’ll take to process a credit card payment from a customer. And if you want to simplify getting set up with merchant processing even more, contact us – we can help!

The basics

Generally, people say “merchant account” when they are talking about credit card processing. But normally, there are 3 pieces involved in merchant processing that give you the ability to take a payment from your customers:

  • The Front End – The person making the payment
  • The Middle – The gateway that is authorizing and verifying the payment
  • The Back End – Your merchant bank who moves the money into your account

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These three pieces are not necessarily things you have to purchase or manage individually. Think of them as one virtual process that is mostly invisible to you. But let’s look at each.

The Front End

At the front of every transaction you or the customer directly begin the transaction when processing a payment. The job of the front-end is to capture all of the important information about a transaction so it can be sent electronically for processing.

The front-end can be any of the following:

A physical retail card terminal – where you swipe or insert a chip card for payment. Just like the ones you see at the grocer or a card reader at a gas pump. These are not common for dance studios unless the studio is doing a lot of retail sales.

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A virtual terminal – This is simple software, usually found aqs a form on a Web site, that you fill out with all of the details of a payment for a customer to process a single payment. These, too, are rarely used by a studio/school.

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A fully integrated software frontend like ClassJuggler, which allows for additional features such as customer account history, secure card storage, recurring batch payment processing, emailed receipts, and more. This method provides the most value, time savings, and features.

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The Middle

Sitting in the middle of all transactions is the gateway. An example of a gateway company is Visa’s Authorize.Net. The gateway’s job is to validate every transaction you or your customers process.

The gateway takes the information from the frontend and then contacts the issuing bank of the customer’s credit or debit card and validates a number of important things:

  1. · Address verification
  2. · Checking to see if the card is still active and valid
  3. · Checking expiration date
  4. · Making sure the cardholder has sufficient funds to cover the payment.

The gateway then tells the front-end whether or not the transaction succeeded or failed.

All successful transactions are then held as “pending” by the gateway until the end of the day when all the transactions are “captured” and then batched together and sent to the back-end processor for funding.

The backend

The backend merchant bank or processor is a three-fold job:

  1. The backend bank/processor takes the batch file from the gateway and deposits the funds you have collected each day into your bank account.
  2. The backend processor calculates all of the fees associated with each transaction, and then typically deducts those fees daily, or at the end of each month, for the entire month’s processing.
  3. Finally, the merchant bank provides you with either a printed or online statement showing all activity and fees from your account each month.

If you’re a ClassJuggler customer, you can bring your own merchant processor or use our merchant processing service. Going through us will greatly streamline the process, at a well-negotiated processing service rate, and syncs up with your client data within ClassJuggler.  Find out more about our merchant processing tools here.

Texting for Businesses

If you are a business, it’s important to be able to get messages quickly to your customers. For example:

  • When weather forces a class cancellation
  • To send a reminder for performers regarding which costume they need for today’s appointment
  • To make a last-minute schedule change
    Texting can be an ideal way to do this. It’s something that many business text-hand - LOWsoftware services, such as ClassJuggler, enable business owners or managers to do.

But doing it right –  using smart business  practices  for texting –  can be extremely important to make sure that the recipient  doesn’t tag your text messages as spam, which may result in the recipient or the recipient’s mobile carrier blocking all future messages you send that person. To prevent getting tagged by a customer or mobile carrier as spam, follow these…

Business Texting Best Practices

  1. Don’t include a dollar sign ($49) or percentage sign (15% off) or other finance related marketing language, such as, “Purchase today!” Doing so can get your text message blocked by the mobile carrier as marketing spam mail. Avoid using the phrase free, sale, or buy.
  2. Generally avoid using the text messaging service for marketing purposes at all. Certain government organizations have laws against using text messaging for marketing in order to protect consumers.
  3. Instead, consider texting customers as a great way to send important and timely messages to an individual or group of individuals To help with this, ClassJuggler’s texting feature allows you to filter your recipient list by class, parents versus students, date of class, and many other factors, so you can limit text messages to just those who really need to receive it.
  4. Go easy on the frequency of messages you send out. In today’s busy world, you can quickly annoy your customers by bombarding their phone with messages, which could motivate them to block your messages altogether.
  5. Also to avoid annoying customers, who may be in the middle of other important business, make sure the content of what you’re sending is actually relevant and timely to them. If it isn’t both timely and relevant, it’s better to send messages by email.
  6. Don’t use the phrase “reply STOP”
  7. Make sure to get permission from your customer to send the messages this way. An easy way to do this in ClassJuggler is to include information about your intention to do so when parents are signing up in the Parent Portal to request classes or make payments online. They will pass through screens that require the parent to click a checkmark box indicating their agreement with whatever you have written.

Following these good business practices for SMS/texting will help ensure that your phone number is not blocked by an individual recipient or by the recipient’s mobile carrier.

Learn more about the SMS text messaging in ClassJuggler’s Help. The SMS text messaging features are available in the following ClassJuggler products:

The New ClassJuggler Is Here!

In case you haven’t heard, a plethora of improvements are now live at ClassJuggler.com. Among the new features in our September release are:

  • Class > eMail Multiple Classes – This new feature lets you select one or many classes to email. Each class will be evaluated for enrollees, duplicate enrollees will be removed, and then the parent (customer) account and secondary contacts (if provided) will be emailed the selected email template. The customer Communications Tracker will also log these emails with all details of the classes selected.
  • Tools > Mass Delete Classes – This new tool allows you to select one or more expired, canceled, or inactive classes for mass deletion.
  • Reports > Financial > Deposit Summary – This new report makes generating a daily or monthly deposit summary list simple. These summary reports can be used for deposits to your bank for cash and checks, and will be extremely useful allowing you to easily reconcile ClassJuggler with your bank and merchant account statements and your accounting software

Some notable enhancements to existing features include:

  • Customer > Transactions > Input Charge – We’ve added a new button to the Input Charge screen to allow for payment collection immediately after creating a new charge. We wonder why we waited so long to add this simple enhancement?
  • Customer Transactions – You’ll find updated the credit card indicator icon from the old [c] icon to a modern credit card icon. This new icon make it much easier to determine credit card transactions.
  • Customer > Communications Tracker – There’s new tracker items for customers included in a mass emailing multiple classes.
  • Customer > Maintenance Page 2 – Notice the modified listing of policies and agreements to display the text “MAN” and “OPT” to differentiate mandatory and optional policies. The answers for optional polices are displayed as “Yes” or “No” just before the title of the policy.
  • Customer > Policy and Agreement Management – On the edit screen for policies, the mandatory and optional type of each acknowledged policy Ð and the optional answer Ð is now displayed under each policy where the “date added” is displayed. Added a date picker to the pop-up window when adding a new policy to a customer. If the policy is optional, you now must select to agree or not agree to the added policy, based on your customer’s wishes.
  • Class > List Classes – Greatly improved the sorting of class information presented in this report. By default, the listing will show classes sorted by the primary sort option and then day of week and start time Ð for example, when selecting class name it will sort by “class name, then day and start time”. The only exception to this rule is for the sort option “Day, time, name” which sorts first by day and time, then by name. Eliminated the sort option “Begin Time (special)” which was an old workaround to the sorting issue by day and time. (thanks to many suggestions from our clients)
  • Events > List Scheduled Events – Improved the speed of the list scheduled events and calendar of scheduled events screens by over 460%.
  • Events > Enroll Existing Student – Updated policies functionality to include new optional policies.
  • Tools > Self-Service Manager – Made settings for all credit card types “on” by default for new client setup. Added more robust and useful default messages for the sign-in page and My Messages page. This also includes a prompt to customize this boilerplate text.
  • Tools > Inactive Record Manager – Updated this screen to include a date picker button and modified the confirmation to show on a screen of its own for easier processing. Also re-wrote the help page to include much more information on how the tool works and instructions for backing up your data prior to running the tool.
  • Customer Self-Service: My Information – The Policies & Agreements screen now shows the status and response of policies so that mandatory and optional policies will have correct identification. Acknowledged policies will also be displayed in most recent agreed order by family, and then by child names for student policies.

That’s not all! – There are over 40 updates in this release. To get even more information on the new release and what’s changed, you can peruse the full “Change Log” notes, which you’ll find on your Home Base screen after you log in to your ClassJuggler account:

change log

Here, you will find all of the details on each and every new feature, enhancement, and bug fix. In fact, you may even see your own name listed beside one of the features or fixes if you suggested it to us!

These improvements affect our customers who are using any of these ClassJuggler products: