Settings

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

Pick the date your school is closed and give it a name that staff will recognise, such as "Thanksgiving" or "Teacher training". Each record covers one day, so a week-long break needs one entry per day. Turn on "Repeats every year" only for holidays that fall on the same date every year, like Christmas. Leave it off for movable dates such as Easter, or next year's closure will land on the wrong day.

Inside a day off record

Open a day off to change its date or name, or to switch it between one-time and yearly, then click Save Changes. Before moving a date, check that your staff and families already know about the change, since classes will now be skipped on the new day instead. Use Delete if the school is open after all, and the scheduling system will stop skipping that date.

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

Type a short, clear name such as Individual, Group or Workshop. This name appears when you set up courses and in filters, so pick names your staff will recognize at a glance. Save Changes stays greyed out until the name is filled in. If you need to track more about each type, add custom fields with the Fields button before you start creating types.

Inside a course type record

Here you can rename the type, change its sorting number to control where it appears in lists, or switch it off with the Active toggle. Turning a type off is usually safer than deleting it, because courses already assigned to it keep their history. Before you press Delete, check which courses use this type and any fees or pay rates you set at the type level. Remember to click Save Changes after editing the name.

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 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

Type the name the way your school actually says it, such as Recital or Spring audition, because that name becomes the calendar tag and the title in notifications families receive. The color starts out black, so pick a tint that stands out on the calendar before you save. Emoji and description are optional, and you can add custom fields later from the Fields button if you need them.

Inside an evaluation type record

Edit the name, emoji or color here and click Save Changes. Changes apply to how this type shows up from now on, including in calendar tags and notification titles for evaluations that use it. To retire a type, switch off the toggle or use Delete: it disappears from the picker for new evaluations, but past evaluations keep it, so nothing in your history breaks.

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

Only a name is needed to create the show type, so pick one your staff will recognise in a dropdown, like Recital or Grade exam. The colour you choose marks every show of this type on the calendar, so give each type its own colour. The defaults, such as venue, duration, ticketing and description, only show up after you save, when you open the type again.

Inside a show type record

This is where you set the template defaults that get filled in on every new show of this type: venue, duration in minutes, whether it is ticketed or public, and a starting description and notes. Changing a default here does not touch shows you have already created, only new ones. Set Number (sorting) to control where the type appears in lists. Turn off Active to retire a type without losing its history, and only use Delete for a type that was never used.

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

List the equipment this kind of show usually needs, such as music stands, a keyboard or extra lights, with Add requirement. The kit carries over to every new show you create from this type, so your staff can check it is available before the day. Keep it to what almost every show of this type needs, and add one-off items on the show itself.

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.

Prepaid months

What are Prepaid months?

Several months paid upfront, 3, 6 or 12, in exchange for a perk like a free month or no registration fee. You get paid early and the family stays. Months already covered are not billed again.

Several months of tuition paid up front, usually 3, 6 or 12, in exchange for a perk such as a free month or no registration fee. Set the options up here and sell them on the student's Payments tab; the months they cover are never billed again, and Prepaid months ending soon tells you when one is about to end.

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

Give the document a clear name, then choose its category and who signs it: students or their families. Choose Digital if a connected provider such as DocuSign should run the signing, or Wet ink if people will print, sign and scan it back. A digital document can't be saved until a provider is picked, so connect one first under Settings, Integrations. Write the text in the editor and click fields on the right to add names, dates and signature spots, which are filled in automatically for each signer when the document is sent.

Inside a legal document record

This is where you send a document for signing, preview it, or switch it off with the Active toggle so no one can be asked to sign it. Once people have signed, use Revise (new version) to change the text rather than Edit. Revising creates the next version and keeps the old one, so everyone who already signed stays tied to the exact text they agreed to. Check the signature count before deleting, because a document that has already been signed is part of your records.

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

Type a short, clear name for the reason, such as Sick or Travel, and switch on Justified if this kind of absence should count as excused. Keep names short, because staff pick from this list when they mark attendance. Check that the reason doesn't already exist so your attendance reports don't split one cause across two labels. Save Changes stays greyed out until you enter a name.

This form adds a reason to the teacher list, which is separate from the student list, so create it here only if it applies to staff. Use reasons that fit teachers, such as Training or Substitute arranged, and turn on Justified for absences your school treats as approved. A reason created here won't show up when you mark a student absent.

Inside an absence reason record

Open a student reason to rename it, change whether it counts as justified, or set its sorting number to control where it appears in the list. Changing Justified affects how absences with this reason are counted in attendance reports, so decide it once and leave it. If a reason is no longer needed, switch off Active instead of deleting it, so past attendance records keep their label. Click Save Changes before you leave the page.

This is a teacher reason opened for editing, and it works the same way as a student one but only affects staff attendance. Give the most common reasons, like Illness, a low sorting number so they sit at the top of the picker. Think twice before turning off Justified on a reason already in use, since it changes how past teacher absences are reported. Deactivate rather than delete to keep your history intact.

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 same for staff, feeding the substitution flow and payroll.

Sections of this screen

This screen is divided into sections: Add reason. Each is part of the same screen rather than a separate page.

Add reason

Give the reason a short name that your staff will recognise at a glance, such as Sick or Vacation. Before you add it, check the list behind this window so you don't end up with two versions like "Vacation" and "Annual leave" that split your absence reports. The emoji and color are optional, but they make the reason easier to spot on the calendar. Turn on Requires substitute by default only for reasons where the class still has to run, like illness. Staff can still change it on each absence, but it helps admins remember to find cover.

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.

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

Type the channel name exactly as you want staff to see it when they pick a source on a student, for example Instagram, Google search or Open house. Only the name is required. Use Notes to record what counts as this source, so everyone records it the same way. Avoid near-duplicates like Facebook and Social Media - Facebook, because your reports split them into two channels.

Inside a referral source record

Here you can rename the source, change its sorting number to move it up or down the pick list, or switch it off with the Active toggle. If a channel is no longer relevant, turn it inactive instead of deleting it, so students already tagged with it keep their history and your past reports stay accurate. Notes are internal and only visible to staff.

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

Type a short, clear name for the reason, since staff will pick it from a list whenever a student drops out. Keep each reason distinct: if "Too expensive" and "Financial" both exist, your retention reports split the same cause in two. Use Notes to tell staff when this reason applies, for example the difference between Relocated and Scheduling conflicts. Save Changes stays disabled until you enter a name.

Inside a churn reason record

Here you can rename the reason, change its sorting number to move it up or down the list staff choose from, or switch it off with the Active toggle. Turning a reason off hides it from new drop-outs but keeps it on students already recorded with it, so your history stays intact. Prefer deactivating over Delete for any reason that has already been used. Notes are internal and never shown to families.

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

Give the reason a short, clear name your staff will recognise at a glance, such as "Price too high" or "Schedule did not fit", because this is exactly what they pick from when they mark a lead as lost. Use Notes to explain when the reason applies so everyone files lost leads the same way. Save Changes stays greyed out until you enter a name. If you need to capture more detail, add custom fields from the Fields button first.

Inside a lead loss reason record

Rename the reason or update its internal notes here, then click Save Changes. Use the sorting number to control where it appears in the list your staff pick from, and switch Active off to retire a reason without losing it from leads already marked with it. Prefer deactivating over Delete, so your lost-lead reports keep their history.

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

Type the arrangement's name exactly as you want it to appear when you assign it to an instructor, for example Full-time or Freelance. Name is the only required field, and Save Changes stays disabled until you fill it in. Keep the list short and distinct, since every instructor at your school gets exactly one of these and near-duplicates like Part-time and Part time will split your reports.

Inside a contract type record

Here you can rename a contract type, change its sorting number to set where it appears in lists, or switch it off with the Active toggle. Renaming updates every instructor already on this type, so do it only when the arrangement itself is the same. If a type is no longer offered but instructors still hold it, turn off Active instead of deleting it so their history stays intact. Use Open Fields if you need to record extra details such as notice period or standard weekly hours.

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.

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. Switch on Assign automatically when someone gets Portal access and every family or teacher you invite to the Portal, or who books in it, gets this checklist and finishes it before the rest of their Portal opens.

Adding a new onboarding template

Give the template a name your staff will recognise, such as "New Teacher Onboarding", and pick the Target Role it is for: instructor, family or employee. Use Add Step to build the checklist in the order people should complete it, and only mark a step as blocking if the person truly cannot start work without it, since blocking steps lock them out of the app until they finish. Turn on Default template if every new person in that role should get this checklist automatically. Each role has only one default, so switching this on for a new template replaces the old one.

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.

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