School Empower

Table of CONTENTS
(1)Getting Started:
(1) Front End Basics
(2) Back End Basics
(3) Do First
(2)Business Setup
(3)School Setup
(4)Contacts
(5)Classes
(6)Reports

(1) Getting Started:
(1) Front End Basics
(2) Back End Basics
(3) Do First

Front End Basics: Homepage
STUDENT HOME PAGE

This is the homepage that your
students will see, often called
THE FRONT END.

Every element on this page is
customizable from the admin
panel (also known as THE BACK
END), including:

Semesters
Ages
Faculty
Categories
Homepage pictures and
categories

3

Front End Basics:STUDENT HOME PAGE
Search Page

From the homepage your
students can search for any
number of classes. This is the
Search Result Page.
From this page the student
can choose her classes.

4

Front End Basics: Class Page
CLASS DESCRIPTION

Here‟s a class description that shows
Ages, Level and Class Cost. It also has links to the teacher‟s
profile ( )
1. These are all customized elements in the school admin. 5

Back End Basics

This is the login page to the admin panel which only your
school administration will see, known as THE BACK END. The
back end controls all of the semesters, ages, class
levels, instructors, and classes which are visible to students and
their parents.

Back End Basics: Dashboard
DASHBOARD

When you first login, you will come to the DASHBOARD.
Top Navigation links to different areas of the admin panel. You‟ll
notice that the links in the top navigation correspond to sections in
these help topics.
Recently Modified Contacts lets you know which contacts have been
recently changed, for easy access.
Action Buttons let you quickly select the action you need
7
Quick Search to find a specific contact using name, id, or email

ICON TIPS

Rolling over the buttons will give you a tip on how to use each action
button.
Recently modified contact widget allows for quick in-studio
registration.
8

Do First:
• 1) Business Setup: Start with the BUSINESS SETUP
because there are features that must be added
before you add classes or students.
– Manage business features
• 2) school setup
– Age groups
– Class levels
– locations
• 3) contacts: faculty must be added before you
add classes
– Add contact
• 4) classes
– Add classes

BUSINESS SETUP

This is your business setup, where you‟ll manage critical elements
of your business:
Discounts for managing class discounts and pricing packages
Member Levels for creating different member groups and levels
Session Packs for creating packages of same-cost classes
Manage Business Features to set up the features you want for your school.

11

Discounts

Customize discounts on this page. You will be able to use the
discounts for families too.
An example discount is buy 1 class and get 10% off a second class.
Students do not have to purchase classes all at the same time to
receive discounts.
You can use these discounts to drive sales and increase enrollments.

12

Discounts

You can have multiple discounts. So a second discount can say, Buy
2, get 15% off next 1 (or the third class)
This states: you must buy 1 class to get 10% off second class.
You can apply to a family, or make it inactive.
Make sure to save your discount.
You can prioritize them. Student will get discount automatically upon
registering for a class.
See how it works 13
13

Member Levels

For various levels of supporters, you can set up membership levels.
In your class setup, you can create separate prices for members
and non-members.
NOTE: You do NOT have to enable membership levels.
Boxes on the right allow you to edit or delete different memberships.
Refers to the number of people who will receive membership from
this level of membership

14

Session Packs

If your school has “drop in” classes or session cards, you may want to
use session packs. Your students can use these session cards online to
pay for their courses.
You can create new, delete, or edit session packs.
You can also create a discounted price for your session packs, making the
pricing more enticing for students.

15

Create a New Session Pack

Here is an example of a session pack discount. This session pack is 10
classes for $300 instead of $400. Nice deal!!
Name the session pack. This will appear in the Accounts tab of the student‟s
contact page in the back end.
The SALE PRICE is the discounted price of the pack
The cost of the sessions for which this pack is usable.

16

Manage Business Features

Business set up allows you to enable the features listed about.
Most important to the majority of schools are:
Scholarships
Gift Certificates
Session packs
Enable recurring billing
Enable online purchase 17

Business Features: Payment Keys

Please call School Empower to help you set up Payment Keys:
Your integration with Payment Gateway. You can link with
either Authorize.net or Paypal.
18

Business Features: Integration

If you want your School Empower site to link to any external
site(s), provide the URLs

19

SCHOOL SETUP

Allows you to easily find students and parents.
Edit admin logins to set up permissions and roles for your staff.
Age Groups lets you set age ranges for your classes (e.g. a teen class)
Class Levels lets you separate the beginning dancers from the experts
Create a location for each of your classes (e.g. studio 1)
Create different contact types or groups(e.g. student, parent, team)
Set up your homepage and edit the html for your main site.
Create terms and conditions for your school. 21

Admin Logins

In the Admin Logins Page you can change
your administration positions and edit users‟
roles. These permissions will change what
each administrator can or cannot see in
their own login dashboard.
Choose a user to give admin permissions

Age Groups

Age groups are used the show the appropriate age level for a given
class, so you can have an adults-only ballet class or a teens-only
karate course. Students will be able to search for classes based on
the age groups you create.
Create and customize the age groups of your school.
You can also edit and delete age groups from this screen.

23

Class Levels

Establish the expertise level of your classes.

The color shown will be used to represent the given class level in your
school‟s class calendars

24

Locations

Use the locations tool if you have more than one room or multiple
locations. You can easily add, delete or edit locations from this tool.
These locations are used when setting up your school‟s classes.

25

Contact Types

This enables you to assign a GROUP to a student in order to
communicate to segments.
For example, if you only want to email your TEAM, you can set up a
group called TEAM. When they are registered, they will be a TEAM
student.
You can also give a GROUP a discount. So if team members receive a
discount, when you register them, it will apply.
26

Homepage

Here is where you will upload and manage the images you want the
public to see on your homepage.
You can easily edit the html of the page here. 27

T&C‟s

Enter any permissions, releases, etc. that are needed here. When
your student registers, they will be presented with your terms and
conditions and need to check off their agreement.
28

(4) Contacts

NOTE: you can not delete Faculty that are teaching a class or
students that are enrolled in a class.

CONTACTS

You can view all of your contacts here.
Faculty must be in the system before any classes can be added.
Students must be registered before they can sign up for classes.
Parents can also be entered and linked to students.
Search for contacts based on various descriptors
View your waitlisted students and re-enroll or remove them from the
waitlist here. 30

Contacts

A list of all your contacts where you can edit, register or delete.
NOTE: You can not delete faculty that are teaching classes or
students who are enrolled in a class

Add Contact

NOTE: Save & Edit will
allow you to continue
editing your contact.
Save will save your
contact and bring you
to your contacts list.

34

Edit Contact: Overview

Once you have saved your contact‟s data you can edit contact.
The contact navigation will appear.
Notes about your contact
classes your contact has/is taking or has/is teaching; also registration.
purchased and donated memberships listed here.
stored credit, scholarships, and other prepayments.
classes and items which are in the contact‟s cart.
a customizable bio of your contact
related contacts (e.g. parents, siblings, guardians) can be linked here.
all transactions which your contact has performed. 35

Edit Contact : Classes

Students‟ past, present, and future classes are all listed on this page.
Teachers‟ past, present, and future classes are also listed.
REGISTER FOR CLASS to add more classes to this contact‟s schedule.
36

Edit Contact : Memberships

Contacts‟ current memberships are self-purchased. Beneficiary
memberships are memberships given by another contact.
Register the contact for membership.
37

Edit Contact : Register Memberships

Contacts‟ current memberships are self-purchased. Beneficiary
memberships are memberships given by another contact.
Register the contact for membership.
38

Edit Contact : Accounts

Prepaid credit, sessions, gift certificate accounts, and scholarship
money are „Accounts‟ which the contact can use to pay for classes
and are all listed on this page.
Purchase a session pack here. Edit your session packs
Students can prepay credit using checks. More Info Here.
Enables the contact to purchase a gift certificate for another contact. 39
You can grant this contact a full or partial scholarship.

Edit Contact : Accounts: Prepay Credit

Contacts can prepay credit using check here. The system will
automatically expire credit once the expiration date is passed.
Name the transaction
40

Edit Contact : Accounts: Purchase Gift Certificates

Contacts can purchase gift certificates for other contacts.
Select the certificate owner from the list, or search for the owner.
Name the certificate 41

Edit Contact : Accounts: Grant Scholarship

Grant a Scholarship to the current contact to provide financial aid for
any students or reward students for good work.
Name the scholarship
Scholarship can be full or partial, depending on the dollar amount which
you wish to procure for the scholarship. 42

CONTACTS: Pending Items

Pending items are items that have not yet been purchased.
Name lists the kind of item: Course, Gift certificate, Session pack name, etc.
Text description of the item: Course name, Certificate name, etc.
Recurring Billing option: lets you select recurring (installment) payment 43

CONTACTS: Linked Contacts

Linking contacts can help you connect contacts to friends, parents,
siblings, and guardians. This way you can easily find a student‟s
parent or vice versa.
44
Link another contact

CONTACTS: Linked Contacts

Linking contacts:
Filter lets you filter the choices
Choose the desired contact to link
State the relationship to the current contact: (e.g. Jean Behame is the child
of Senor Partucky) 45

CONTACTS: Txn Report (Transaction Report)

The Txn Report tab lists all transactions for a single contact.
Filter the contact‟s transactions by payment type, date, or semester
If you scroll this bar to the right, you can view more data about each
transaction.
Export all of the filtered transactions to an excel file. 46

CONTACTS: Txn Report (Print Receipts)

Printing a single transaction:
Use the side-scroll function to the “Transaction
rec” column
Click “print” next to the desired transaction
A popup will appear. You can view the
transaction receipt and print.
47

CONTACTS: Register for class

A class search will pop up.
Use any or all of the fields to search for your desired class.
Select one or more classes
ADD TO PENDING ITEMS.
48


You will be automatically redirected to the pending items tab.
This class was set up with recurring billing. How do I set up recurring
billing?
49


If your contact has scholarships, prepaid credit, or other
accounts, you can apply any of these accounts towards your
pending items. Enter the amount in . 50


Collect credit card information, check or cash and
proceed to payment. 51


The class now appears in the student‟s Classes tab.
Withdraw student from class by clicking this arrow.
52

Advanced Search

Basic Search lets you search contacts by first/last name
show „advanced search‟: search using ID, phone, contact type, and more.
email/mailing list export: easily send emails to all students or faculty by
exporting a list of their emails. Search for specific types, semesters, or class
categories and export all relevant contacts. 53

Classes

View all your school‟s classes.
Add a new class. (before you add a class, complete DO FIRST)
Search all classes, using name, instructor, semester, categories, age, level, etc.
Create and edit class categories.
Create and edit semesters: registration fees, start/end dates, registration dates
View all classes together on a course calendar.
Find all recently modified classes here
Quick search for a class

Classes

When you create a class, it can have more than one schedule.
Main Class (shown in white) has elements that can‟t be changed in different
schedules: name, instructor, age, level, enrollment, class type and categories.
Schedules (shown in grey) have the elements:
date, times, locations, prices, semester.
You can also set the status of each schedule to current, canceled, or pending

Semesters

Semesters can be used to define the calendar period of a recurring
class or series of sessions.
The registration fee for a specific semester can be edited here
Semester start/end date defines the calendar period of the semester
defines when contacts can begin registering for a specific semester
after this date, contacts can no longer register for classes in this semester.
create a new semester

Add Class

Set the course name, instructor, and description. This will all be seen by your potential
students, so make it interesting!
Set age group and level for your class
Enrollment sets the class size. Once the class becomes full, new students are added to the
waitlist for the course.
Decide whether your class is session or semester-based. Semester classes are courses that
are recurring for a semester period. Students cannot enroll mid-semester and take all
classes within the semester. Session based classes can be taken individually.

Add Class: Schedule and Pricing

Once you have edited and saved the class information, you can now create
a schedule for your class. NOTE: students cannot see your class on the front
end unless there is a schedule for it.
Create a new schedule to begin.

Add Class: Create Schedule
Class status: current means
that the class is scheduled
and available for registration.
Cancelled means the class
will not take place and
students will be unable to see
this class on the front end.
Pending means that the class
will possibly take place, but is
not fully finalized. TIP: if you
decide last-minute to cancel
a class, you can easily do so.
Choose a semester, start and
end dates, and times for our
class. If your class has varying
times, you can edit that later.
Select the day(s) of the week
on which your class takes
place.

Set the location for your
classes. If you have different
locations for individual classes
you can manually edit that
later.
Once you‟ve selected the
class days (previous page
(3)), the “# of sessions” will
automatically fill in. NOTE: you
can also manually add more
sessions if you have more
sessions.
You can now click this tab to
view (and edit) individual
sessions.


When you select the view/hide sessions tab it allows you to view/hide
individual sessions so you can edit them.
You can name each individual session to let students know what they can
expect in the class. (ex: “Salsa” “Pointe work” “Dress rehearsal”, etc.)
If a specific session has a different date/time/location than others, you can
edit its information here.
Action buttons: the ( ) button allows you to delete individual sessions.
The ( ) button allows you to view the class roster for individual sessions
(roster edit button present only with Session-based classes)

Edit the class costs here. If you
have memberships you can set
different prices for members
and for non-members
(Regular).
If your class is session-
based, you can set the cost for
individual sessions. Please note:
if your class is session-
based, the “Per Session Cost”
applies for individual
sessions, but if ALL the sessions
are purchased, then the “Full
Class Cost” is used. (ex: Zumba
has 4 classes, costing $20 per
session. However, the “Full Class
Cost” may be $75, giving
students the incentive to
register for all four classes)
Additional costs? Enter them
here.

Review all your class costs.

If the class is session-based,
then you will not see this
section. If the class is semester-
based, then you can set up
recurring billing. See more
about recurring billing.

Add Class: Categories

Check all categories relevant to the class. This will help your contacts
find the classes in which they are interested.
New categories can be created here.

Calendar View

Calendar View lets you see your classes, side-by-side, for each date.
Set the shown date
Change the colors of calendar view based on these fields
Clicking the session name opens an Edit Session popup where you can
modify the selected session.

Membership

A list of all contacts who have become members, within given dates.
Set date range
Benefactor: contacts who have also receive membership with the
purchase of a level of membership (i.e. a family membership will have
multiple benefactors)
Export all the resulting contacts to an Excel format.

Waitlist

From this screen you can use the square icons to either „re-enroll‟
students or „remove‟ them from the waitlist.
Set semester or instructor
Re-enroll: put this contact into the class (if there is space in the given roster)
Remove: removes the contact from the waitlist. The delete selected button
lets you select more than one contact to remove from the waitlist.

Recurring Billing

Recurring billing only works with semester-based classes. It allows
students to pay for their classes in installments. Generate reports so
you can make sure that payments are being sent to you on time.
Set date range
States contact, ID, payment amount, Due Date, time until/since due date,
and reason (payment state).

Setting up Recurring Billing

To set up recurring billing: first select your class.
Use either All Classes,
Quick Search,
or Advanced Search to find a class

Setting up Recurring Billing

To set up recurring billing: first select your class.
Use either All Classes, Quick Search, or Advanced Search to find a class

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