Settings and Configuration | alinaflow Help Center

Days Off

What is a no-lesson day?

No-lesson days are dates when no lessons are scheduled - holidays, school breaks, teacher training days, or any other closure. When you mark a day as a no-lesson day, the scheduling system automatically skips it, and no classes will be generated for that date. This applies across the entire school.

Holidays and closures. Sessions falling on these dates are not scheduled, not billed and not counted as absences, which saves a great deal of correcting later. Set the year's dates before the term starts.

Adding a new day off

Inside a day off record

Key fields

Date - The specific date when no lessons will be held.
Name - Why lessons are cancelled (e.g., 'National Holiday', 'Winter Break', 'Staff Training'). Shown in calendars.
Location - Which location this applies to. Leave empty to apply to the entire school.

Course types

What is a course type?

course types let you categorize your courses into groups - for example, Individual, Group, Workshop, or Intensive. Beyond organization and filtering, course types are useful for assigning pay grades and fees at the type level instead of course by course - for example, all 'Group' courses might share the same fee structure and instructor rate. This can significantly simplify your billing and compensation setup.

A grouping above courses, used for reporting and for pricing rules that apply to a whole family of courses at once.

Adding a new course type

Inside a course type record

Key fields

Name - A clear category label (e.g., 'Individual', 'Group', 'Workshop', 'Intensive', 'Online').
Color - Visual identifier shown as a badge in course lists.
Status - 'Active' types can be assigned to courses. 'Inactive' types are kept for existing records but hidden from new assignments.

Evaluation types

What is an evaluation type?

A reusable category for evaluations - Recital, Audition, Mid-term, Final, Tryout, etc. Picking a type drives the calendar tag, the title token in notifications, and the default certificate body. Each workspace seeds a starter set; admin can rename, recolor (calendar tint), set an emoji, or add new ones to match the school's vocabulary. Soft-delete hides the type from the picker on new evaluations; existing evaluations keep referencing it.

The Evaluation types screen in alinaflow

The kinds of assessment you run, such as a term review, a level exam or a practical. The type decides which rubric and which consequences apply.

Adding a new evaluation type

Inside an evaluation type record

Key fields

Name - What appears in the picker, the calendar tag, and the certificate header. Keep it short and recognisable.
Color - Calendar tint for evaluations of this type. Helps staff scan a busy week at a glance.
Emoji - Optional one-character icon shown next to the name in lists and on the calendar.

Show types

What is an event type?

event types categorize special activities that aren't regular lessons - recitals, exams, tournaments, or showcases. Each event type can have default settings (duration, location, description) that get pre-filled when you create a new event of that type, saving you time.

The kinds of show you run, such as a recital, a workshop or a competition. Sets the defaults for ticketing and participation so you are not configuring each one from scratch.

Adding a new show type

Inside a show type record

The record is organised into tabs: Inventory. Each one is scoped to this record, so what you see is only this record's data.

Inventory

Key fields

Name - A clear category label (e.g., 'Recital', 'Tournament', 'Open House'). Buyers and students see this name on the calendar and on tickets.
Color - Visual identifier for this event type in calendars, the audience grid, and the events list.
Default venue - Pre-filled when creating a new event of this type. Tax for ticket prices comes from the venue, not from the event type itself.
Default duration - Minutes between start and end. Used when scheduling and to detect calendar conflicts.
Public - Public events appear on the family portal and accept self-service ticket purchases. Internal types (rehearsals, staff meetings) stay hidden.
Ticketed - Enables ticket prices and the seat picker on the event. Off for free or invite-only event types.
Ticket price templates - Pre-fill the event's ticket prices when one is created from this type. Each row has a Name (e.g. 'General', 'VIP', 'Early Bird'), a Price (the final amount the buyer pays - tax comes from the venue), and a Capacity (the maximum tickets sellable at that price). Empty Capacity uses the default 100.
Status - 'Active' types can be used for new events. 'Inactive' types are kept for historical records but hidden from the new-event picker.

Discounts

What are Discounts?

Discounts are named rules the engine applies to tuition at invoice time. Four triggers cover every case: Manual (staff assigns to an account/student), FamilyTier (auto % per household sibling count), MultiCourseTier (auto % per student's enrollment count), PromoCode (code entered at checkout). Two discounts in the same stacking group never stack - the engine picks the best-of winner per group. Discounts across different groups always stack. Partnerships can also waive enrollment or registration fees as a perk.

Reusable reductions: sibling, multi-class, early payment, staff. Defined once as a rule and applied automatically at invoicing, which is what keeps them consistent and auditable.

Key fields

Trigger - Manual means staff picks this discount at enrollment and it sticks to the student. FamilyTier counts active students on the account at invoice time. MultiCourseTier counts the student's active enrollments. PromoCode requires the customer to type a short code.
Tiers - For FamilyTier/MultiCourseTier, tiers define the threshold table. Example: 2→20%, 3→30%, 4+→40%. The engine walks the table and keeps the last row whose count is ≤ the observed number.
Stacking group - Two discounts in the same group compete and only the highest-impact one applies (best-of). Different groups always stack. Default: 'default'. PromoCode discounts typically go in 'promo' so they stack with the default best-of.
Waive flags - Partnerships often include 'no enrollment fee' or 'no registration fee'. When checked, those line types are suppressed from the invoice at apply time.
Valid from / until - Leave both blank for a permanent discount. Set Valid Until for a promo that auto-expires.
Redemption caps - Max total redemptions across the workspace, and max per family, let promos self-limit (e.g. first 50 enrollments, one per family).

Packages

What are Packages?

Packages are prepaid bundles - 3 / 6 / 12 months of tuition paid upfront in exchange for perks like a free registration, a free month, or a half-off month. The school gets cash up front and the family is committed, which blocks the common 'sign up, go twice, disappear' churn. A purchase generates one paid root invoice + N−1 zero-amount placeholder invoices so the recurring tuition job naturally skips packaged months.

A block of sessions sold up front, such as ten private lessons. Sessions draw down against the package rather than generating individual charges, and the packages-ending-soon list tells you when one is nearly spent.

Key fields

Months - How long the package lasts. DeTres sells 3, 6, and 12 month packages, but any positive number works.
Pricing - 'Based on student tuition' snapshots the student's current monthly tuition and multiplies by the month count (with adjustments). 'Fixed amount' ignores tuition and uses a flat total.
Month-specific discounts - Drop specific months with a percentage (50% off month 6, 100% off month 12 → the classic 12-month-free-last-month package).
Waive registration fee - The single biggest psychological lever for packages. DeTres waives it on all three of its package tiers.
Waive enrollment fee - Optional; typically waived for longer packages only.

Legal Documents

Legal documents

The catalog every signature is issued from. Versioned - revising creates a new row, the predecessor stays around so its signatures keep their frozen version.

Terms, consent forms, media release and policies that families must accept. Attach them to the enrolment flow so acceptance is recorded with a date against the right person.

Adding a new legal document

Inside a legal document record

Key fields

Version chain - Each row is one version; the head row drives all new signatures.
Required at registration - Toggle this to gate the create-form for students, instructors, or staff.
Onboarding - Toggle 'available in onboarding' to surface the document in the onboarding step picker.
Provider - Manual = uploaded PDF. DocuSign = OAuth + envelope. Mix and match per document.
Delete vs archive - Documents with signatures cannot be deleted; archive them instead.

Absence Reasons

What are absence reasons?

Absence reasons are predefined categories for why a student or instructor missed a lesson - Sick, Travel, Personal, Family Emergency, etc. Having standardized reasons helps with attendance reporting, identifying patterns (e.g., a student frequently missing Monday classes), and maintaining consistent records. You can define separate reasons for students and instructors since their situations differ.

The list a student absence is categorised against. Keeping it short is what makes the attendance report readable, and it decides which absences generate a makeup credit.

Adding a new absence reason

Inside an absence reason record

Key fields

Name - A clear, recognizable label (e.g., 'Sick', 'Travel', 'Family Emergency', 'Work Conflict').
Justified - Whether this reason counts as an excused absence. Justified absences may allow makeup lessons or credit, depending on your school's policy.
Status - 'Active' reasons are available when marking attendance. 'Inactive' hides them from new entries.

Staff Absence Reasons

Why was a staff member absent?

Predefined reasons (Sick, Vacation, Personal, Family Emergency, etc.) for why a staff member was absent. Standardized reasons keep absence reports consistent and let admins flag the ones that should pre-fill 'Requires substitute' on creation.

The Staff Absence Reasons screen in alinaflow

The same for staff, feeding the substitution flow and payroll.

Key fields

Requires substitute by default - When ON, new absences using this reason pre-fill 'Requires coverage' so admins remember to assign a substitute.

Referral Sources

What are referral sources?

Referral sources track how students found your school - Social Media, Word of Mouth, Website, Walk-in, etc. Recording this on each student helps you understand which marketing channels work best and where to invest. You can customize this list to match your school's reality.

The Referral Sources screen in alinaflow

Where enquiries come from. The list behind the source field on a lead, and therefore behind any answer to which marketing is actually working.

Adding a new referral source

Inside a referral source record

Key fields

Name - A clear label for the channel (e.g., 'Instagram', 'Referral from current student', 'Google Ads', 'Open House Event').
Status - 'Active' sources appear in the student form dropdown. 'Inactive' hides them from new entries but keeps existing data.

Churn Reasons

What are churn reasons?

Churn reasons track why students leave your school - Financial, Scheduling conflicts, Lost Interest, Relocated, Graduated, etc. Recording this when a student drops out helps identify patterns and take action to improve retention. You can customize this list to match your school's reality.

Why students leave, captured when they do. Individually these are anecdotes. Collected over a year they are the most useful retention data you have.

Adding a new churn reason

Inside a churn reason record

Key fields

Name - A clear label for the reason (e.g., 'Financial hardship', 'Schedule no longer works', 'Moving to another city').
Status - 'Active' reasons appear in the dropout form. 'Inactive' hides them from new entries but keeps existing data.

Lead Loss Reasons

Why an enquiry did not convert. Price, timing, location and schedule need different responses, and you cannot tell them apart without recording which it was.

Adding a new lead loss reason

Inside a lead loss reason record

Contract Types

What is an instructor contract type?

Contract types define the employment arrangements for your instructors - for example, Full-time, Part-time, Freelance, or Volunteer. This is for instructors only, not students or other staff. Each contract type helps you categorize your teaching team and can affect how their compensation and availability are managed. An instructor is assigned one contract type, which you can change if their arrangement changes.

Employment arrangements for teaching staff, such as employee, freelance or per session. The contract type governs how payroll treats them.

Adding a new contract type

Inside a contract type record

Key fields

Name - A clear label for this arrangement (e.g., 'Full-time', 'Part-time 20h', 'Freelance').
Status - 'Active' types can be assigned to instructors. 'Inactive' types are kept for existing records but hidden from new assignments.

Onboarding Templates

What are Onboarding Programs?

Onboarding Programs are reusable checklists you define once per target role - instructor, family, or employee - and assign to every new person who joins your school. Each program has an ordered list of steps (signing a contract, uploading a tax form, reading a handbook, completing a training). Steps can be marked as blocking, which means the user cannot access the app until they finish them. Mark one program as Default for each role so new users automatically get assigned.

The Onboarding Templates screen in alinaflow

A reusable checklist for bringing someone new in, whether a student or a member of staff. Define the steps once so nothing is skipped on a busy week.

Adding a new onboarding template

Onboarding Assignments

What are Onboarding Assignments?

This is the live view of every user currently going through an onboarding program. Each row shows who the user is, which program they were assigned, their progress (completed vs. total steps), and whether they are blocked from accessing the app until they finish. Use it to check on stalled onboardings, spot blockers, and make sure new instructors, families, and employees are getting set up properly.

The Onboarding Assignments screen in alinaflow

Which template is assigned to whom, and how far through they are.