Category Archives: Product Info

Survey: Administrative Tasks Costing Your Business!

Thank you all for your generous participation in our two-question survey we asked of class-based businesses. Your answers were revealing!

The primary take away from the survey results is this: Your class-based businesses spend on average more than 35 hours a month on administrative tasks related to registering customers, creating student files, signing students up for class, and handling customer payments for fees.frustrated

That’s a lot of extra time spent that we are willing to bet was not part of your vision when you started your dance, gymnastics, cheer, swim, music, martial arts, or K-12 school – or at least not the thing that motivated you to start your business, and CERTAINLY not the part that you look forward to.

Best practices for reducing all that administrivia

No doubt you would rather spend more time working with your students, guiding them as they hone their craft and develop character. Good news is, the survey also showed that there are ways to reduce all those administrative tasks by literally half – which will also save your business a great deal of money, while allowing you to focus on the reason you got in the business.

It turns out that, on average, ClassJuggler’s customers report that using our software for class-based businesses has cut their administrative tasks on average by 35 percent, with nearly 20 percent of survey respondents seeing administrative tasks cut more than half!

If you feel your school could use a break from the quagmire of administrivia, give us a call and we will take a look at your current administration practices to identify the ways that ClassJuggler’s school software can create efficiencies; with some of its most applicable time-saving tools. We’d be happy to walk you through some of them!

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Winter Storm-Related Outage? Business Text to the Rescue!

A common scenario every winter: a sudden dump of snow makes roads impassable or dangerous. Or a sudden temperature drop during a rainstorm ices over the roads to your school or other class-based business. You need to get the word out FAST that one or several classes are canceled or delayed. But how?

There’s an easy way: ClassJuggler’s built-in texting tool! This highly customizable tool makes it easy to get timely SMS (text) messages to all or a subset of your customers. And you can filter yourclip_image001 text message recipient list by certain attributes so that it only goes to the right audience for your message.

For example, you can specify that your closure message be delivered only to:

  • Students or parents of a specific class – like, say, the one class that will be affected
  • Classes the meet on a certain day or date, particularly helpful when you know that all classes will be canceled because of the weather event
  • It’s important to pinpoint your audience not only because it makes your messages more likely to be appreciated but because the mobile device owners for whom that message is not important (such as those who don’t have classes the week of your cancellation) may get frustrated enough to block their phone from receiving messages from you.

How to filter your text message to a specific audience within ClassJuggler

For example, let’s say you want to target your text message to only parents whose children attend a certain class. Simply select the class you want to work with, then choose Send Class SMS Text from the Class menu, as shown below:

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Learn more about the ClassJuggler SMS Messaging tool:

If you’re a customer, take our next SMS Messaging webinar when one is scheduled. Or you can simply find it within ClassJuggler after you log in right here:
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You can also use our robust ClassJuggler Help to learn all about SMS Messaging.

And here’s some extra good news; while some of our competitors charge per message for their clients to use their messaging tool, the SMS messaging tool is totally free to ClassJuggler customers, no matter how many students you have.

But wait – I’m not a ClassJuggler client yet!

Learn about how our ClassJuggler products can help your school to run efficiently:

Or simply contact us directly and we can answer your questions.

Save tons of personnel hours at your class-based school

The stats are in; class-based businesses spend on average more than 35 hours a month on administrative tasks related to registering customers, creating student files, signing students up for class, and handling customer payments for fees. This video shows you how to cut those admin costs in half by letting customers do these things all by themselves:

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The new Customer Portal from ClassJuggler can change the way you do business, and change the way your customers view you!  Learn more.

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.

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.

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.

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.

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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.