Tag Archives: class management software

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.

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Get the most from the “Customer Self Service Center Monitor” tool!

While the Self-Service Monitor feature isn’t hidden in ClassJuggler, it’s often overlooked or under-utilized. This short article helps you get the most from it.

The Self-Service Monitor helps you track all activities of your customers (usually the parents of your students) as they register and use the Customer Self-Service Center.

You’ll find this ClassJuggler power tool under your TOOLS menu:

image

You can see every step each customer took throughout your Self Service Center.

This can be extremely helpful in situations like: “I tried to make a payment but I’m not sure if it went through.”

By searching for that customer’s name in the Self-Service Monitor, you can see in a flash exactly where they left off and if a payment was processed. Just as easily, you can see every other action they made during their session. 

The Self-Service Monitor tool is available in all our school software offerings, including:

Any questions remaining? Simply contact us and we can answer your questions or walk you through it. 

Webinar TODAY on ClassJuggler E-mail Templates

LAST CALL — Not too late to sign up for, and attend online, today’s 1pm Eastern (10am Pacific) webinar “Advanced Email Templates” on how to get the most from the ClassJuggler e-mail templates feature. To attend, email education@classjuggler.com and we’ll reserve your spot!

Contact us if you have questions http://bit.ly/1lL95Gu

See you there!

When Two Is Too Many–Killing Duplicate Customer Records in ClassJuggler

One of the common support questions we receive is this:

“I have a duplicate customer record — How do I merge the two?”

Duplicate records happen when you have a customer that re-registers online under a different email address or name, such as when they have forgotten that they already have an active account.

Merging two records is not always easy, but there are things you can do to make it easier. For instance, open two browser windows: one for each of the duplicate records.

SNAGHTMLd2fdb9aAnd choose to keep the record with the most customer history, particularly transactions. Then manually copy over any new info from the other profile (enrollments, children, contact info, whatever) into this one.

To do this, you might need to manipulate some of their class enrollment data, as well as their charges and payments.

If you get stuck or confused, give us a call and we can walk you through the process.

Using ClassJuggler to Handle Holiday Class Schedule & Billing Changes

One of the ClassJuggler “power tools” is its ability to deal with prorated billing for calculated class occurrences during a month and also for “closed” days on your calendar – a big help when holidays wreak havoc on your regular class schedule and standard billing.

To do this, simply employ the prorated billing options for any of the three tuition types we support: monthly billing, per-class billing, and class total billing. You establish this at the time of enrollment,

A common question – What about dealing with prorated fees during an ongoing billing cycle when posting new tuition?

Easy answer with ClassJuggler – Proration and the ability to exclude closed calendar dates is totally supported for Per-Class pricing. And also the Monthly Tuition type can have prorated fees based on closed calendar dates. Simply choose this optional feature when you run your Post Tuition billing cycle step, as shown here:

Add any time you set up ClassJuggler to prorate tuition for per-class or monthly-based tuition, it adds a secondary description to the transaction explaining how it calculated any prorated discounts. This is handy when you need to determine why a certain amount was posted for a certain family.

Some things to remember about ClassJuggler prorated tuition tools:

  • Make sure that the classes that you want tuition to be prorated for (per class or monthly) have the checkbox for “skip ‘closed’ calendar event dates” enabled under Step #2: Class Schedule. If this is not set, ClassJuggler will assume you have skipped this class for prorating due to calendar closed dates.
  • Per Class tuition always prorates based on class occurrences per month and also supports closed calendar dates by default.
  • Monthly based tuition allows for prorated class fees for closed calendar dates only when the checkbox is set on the Post Tuition billing cycle screen.

These class proration features are available in all our ClassJuggler products:

Any questions remaining? Simply contact us and we can answer your questions or walk you through it.