Tag Archives: software for schools

Have you tried our communications tracker yet?

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If you are new to feature-rich ClassJuggler, here’s a cool tool you may not have discovered yet: The ClassJuggler Customer Communications Tracker.

The Customer Communications Tracker allows an administrator at your business to view, create, and manage customer communications or touch points for all of the activities related to a customer, whether generated in ClassJuggler or even elsewhere.

Much like expensive customer CRM software (customer relationship management), the ClassJuggler Customer Communications Tracker helps you see all of the touch points for each of your customers.

Tracking all communication with your customers can be important during a dispute, where a customer may claim they were never sent an account statement, late payment notice, or other reminder. Communication entries in ClassJuggler provide an audit trail. They are are retained by the system for 2 years from the date of entry.

We asked for our ClassJuggler users what they think of the Communications Tracker and how it has helped them run their business. They say great things!

Alicia Shurtlef, Owner of Kidz in Motion of Rhode Island is a ClassJuggler user for more than 6 years. She said, “I’m very excited about this feature. Sometimes forget whether or not I returned someone’s call or email. Sometimes it’s an easy process to figure out but usually when I question if I contacted a customer it’s because I have received multiple emails or calls that day. This will be a nice and easy one step way to verify if I did indeed get back to someone.”

Alyssa added, “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.”

Business owner Amy Forde of Let’s Dance school in South Carolina – a ClassJuggler user for more than 14 years! – Had this to say about the tracker: “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!”

We also heard from Christina Jodoin, an Admin with Jungle Bus Gymnastics, FL and a ClassJuggler user for 2 years. She said this: “The communication tracker has highly benefited the Jungle Bus Gymnastics. We are able to see what and when we sent each customers. It is very detailed and we are even able to input certain information for our records. It has kept our customers more detailed with information and are able to explain each correspondence to each of our customers. Thank you again for providing this service to us.”

The Customer Communications Tracker tool is available in all our ClassJuggler products, including:

    if you have questions about this cool tool, contact us and we can answer your question or walk you through it.

Provide Feeback and Win a Target Gift Card

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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 contest@classjuggler.com and provide us the following:

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

Rules

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 Administrative Users in ClassJuggler

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In case you missed our February webinar on how to set up your staff members or teachers as ClassJuggler administrative users, here’s what you missed in a nutshell.

In ClassJuggler, you’ll always have one master account – the one person with the keys to the kingdom, as it were. We refer to this person as the ClassJuggler Key Contact account. This “super-user” can create, modify, and delete all other accounts in ClassJuggler. It is important that you DO NOT share the User ID or Password of this account with any other users.

The cool thing is that you don’t have to do all the ClassJuggler administrative work yourself. If you have employees, instructors, or other team helpers at your studio that you want to give access to ClassJuggler, no problem; you can quickly and easily create additional Administrative Users.

These ClassJuggler “admins” can be given the power to add new customers or students, and take attendance, or do any other data entry,

Each user should have his or her own account. This lets you to control who has access to ClassJuggler and allows you to revoke access instantly if needed, such as when an employee quits. Each ClassJuggler user also has his or her own security access to different screens and functions within ClassJuggler.

SNAGHTML2abcc4caTo add, edit, or remove an admin, you can find the User Administration screens from the Home Base menu, as shown here:

These screens allow authorized users to list, add, and modify administrative user accounts and their associated system security access privileges.

For full details on how to create and manage administrative users, see the help section Home Base > User Administration.

Additionally, if your company is an Enterprise ClassJuggler client, you can create custom security roles using all of the privileges available in ClassJuggler. This gives you precise control over all your user’s access in ClassJuggler. For full details on how to create and manage security Roles, see the help section Home Base > Security Administration.

Are you not yet a ClassJuggler client? Learn more about how our cloud-based software for schools can help yours:

Using ClassJuggler to Handle Holiday Class Schedule & Billing Changes

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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. 

Why K12 ClassJuggler Is the Best Way to Get an A+ in Running Your Business

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Do you own and operate a a growing preschool, K-12 education program, adult education program, evening learning school, or after-school programs? If so, you are likely already experiencing growth pains, such as:

  • student-teach-PCMore time required to keep on top of billing/invoicing
  • Class scheduling/instructor scheduling overlaps to be managed
  • Trying to be responsive to schedule changes and notifying parents
  • Keeping track of students’ progress
  • Staying on top of student or parent information
  • Managing martial arts build paths
  • Student skills level management taking more time
  • Keeping track of the growing number of martial arts belt systems/groups and belt ranks
  • Handling payment options

Most successful school owner-operators find that, as their business grows, they have less and less time to work with students, and are spending more and more time with the business of managing the business.

It’s for this very reason that we created K-12 ClassJuggler — to help school owners get back to the very thing that got them excited about doing business in the first place – helping their students increase their skills, imageknowledge, and confidence.

The features in www.k12classjuggler.com will help you excel in academics school operations, empowering you to:

  • Easily manage hundreds or even thousands of student records and customer records.
  • Manage and schedule instructors, staff, and trainers.
  • Easily perform in-depth reporting such as class reports, student reports, customer/parent reports, instructor reports, financial reports, and more.
  • Easily manage recurring bills and membership fees with no double-entry—no entry at all, since ClassJuggler integrates your customers’ payment history and class records with the billing features, so you can bill all of your customers with just a few clicks.
  • Track primary and secondary customer contact information.
  • Get going with no startup costs. Don’t underestimate this one. Some of the available cloud-based class management software programs have enormous upfront fees. We have none.
  • Spend less time managing customer information by letting customers manage it themselves with our Customer Self-Service Center
  • Accept credit card payment for classes.

Here are just some of the features that will make it easy for you to get started and work with ClassJuggler:

  • Low monthly fees. Unlike our competitors, you get gradual, fairly-tiered pricing. It’s just a $5/mo. increase for each additional 150 students—and as your database grows, so does your discount. students-at-desks
  • No tech skills needed. It’s an easy-to-use online environment, designed for those who aren’t computer-savvy.
  • Easy help! ClassJuggler has robust and fully searchable help tools, plus free email or phone support with fast response times.
  • Fast search tools. Locate your customer data fast!
  • FREE upgrades. You’ll never pay for “the latest version” – our online software updates you instantly, and at no cost.
  • No software to install. With ClassJuggler in “the cloud,” i.e., completely online, you get easy access from anywhere, and on any PC, Mac, or mobile device.
  • Easy student assessment. Our assessment tools make tracking progress a breeze, no matter how many students you have.
  • Speedy ground mail.  USPS mail takes no time at all with our mailing label generator, which can create labels based on your customer/student records.
  • Advanced security features. Gain control over which of your employees can or cannot see certain kinds of information, defined by you.

ClassJuggler’s online school management platform supports the unique business needs you face as an owner or operator of a school, helping you gracefully and efficiently manage classes, customers, and students.

To learn more, go to www.k12classjuggler.com or contact us.