Recreatex back office

In this part, we describe the entire management of waiting lists and lesson groups and the follow-up of students within Recreatex. This chapter thus contains the functionalities below:

Manage waiting lists/lesson groups
Transfer students
Course management tool
Manage stickers
An extensive offer of reports and visualisations (participant lists, a graphic overview of lesson groups, ...)
...

Waiting lists

For managing waiting lists, go to Swimming courses > Waiting lists.

In the overview of all waiting lists, you can choose to visualise the waiting lists of the current division only or of all divisions.

You can create, modify or delete waiting lists using the existing framework functionality.

In addition to the sections Details and Web, this window also has several tabs in which you can manage all students on the waiting list, the levels required to register for the waiting list and the preferential lesson groups linked to the current waiting list.

Details

In the section Details, you provide the general characteristics of each waiting list.

Code	Is unique and obligatory. It is advised to choose a relevant code so that you can immediately derive from the code which waiting list is concerned.
Description	The description of the waiting list.
Current # of students	The current number of students on this waiting list. (informatively)
Lesson type	The lesson type linked to the waiting list. (see also: Lesson types)
Access group	If you work with access control, you can fill in the access group here that determines where and when access is granted to the customers registered on the waiting list.
Max. waiting time	The maximal waiting time for this waiting list.
Max. students	The maximum number of students allowed on this waiting list.
Division	The division to which you want to link the current waiting list.
Remarks	Extra information concerning the current waiting list.

Students

The tab Students shows all customers currently registered for the waiting list.

Using the available framework functionality you can always add customers to the waiting list or delete customers from the waiting list and/or modify specific data concerning the registration.

Tip

The fastest way to register customers for a waiting list is via the cash register. (see manual POS - Use)

General

Waiting list	The waiting list on which the student is/was registered.
Student	The student you want to register for the selected waiting list.
Priority	The priority of the registration. (from 1 to 9, 1 being the highest priority)
Entry date	The date when the student is/was registered on the waiting list.
Remarks	Remarks concerning the registration of the student on this specific waiting list. When a student declines a waiting list call using the confirmation link in the waiting list call email and adds a remark, this remark will also appear in this field.

Preferred lesson groups

The tab Preferred lesson groups offers an overview of all lesson groups and allows you to tick the lesson group(s) the customers would prefer when being registered for or transferred to a lesson group.

If you select a lesson group, the field Priority will be marked in orange. If you click in the orange field afterwards, you can select the desired priority (from 0 to 9, 0 being the highest priority).

Membership

The tab Membership gives you an overview of all memberships that are linked to the registration of the customer on this waiting list and with which access is granted or not.

Using the Framework functionalities you can always link memberships (already sold to the student) or disconnect memberships from the registration.

Required levels

In the tab Required levels you can specify which level(s) the customer must already have obtained to be able to register for the selected waiting list.

You can link a new required level to the waiting list in question or consult the levels already linked.

Waiting list	The waiting list to which you want to link the level.
Level	The level customers must already have obtained to be able to register for the selected waiting list.

For an explanation on how to create levels, we refer to Settings > Levels

Preferred lesson groups

In the tab Preferred lesson groups you can link the lesson groups that the customer can select as preferences when registering for the selected waiting list.

Waiting list	The waiting list to which you want to link the (preferred) lesson group.
Lesson group	The lesson group you want to link to the selected waiting list as possible preferred lesson group.

For an explanation on how to create and manage lesson groups, we refer to Lesson groups.

Web

Under the tab Web, you can define the price article for registrations made on the website.

Print

In the left lower-hand corner of the window Modify waiting list you can click the button Print to generate the report Students per waiting list.

Lesson groups

For managing lesson groups, go to Swimming courses > Lesson groups.

The overview below will appear in which you can choose to visualise the lesson groups of the current division only or of all divisions.

Using the Framework functionalities, you can create, modify or delete lesson groups.

In addition to the section Details, this window has a number of tabs in which you can manage further details concerning the lesson group.

Details

In the section Details, you can fill in all specific characteristics of the lesson group.

Code	Is unique and obligatory. It is advised to choose a relevant code so that you can immediately derive from the code which lesson group is concerned.
Description	The description of the chosen lesson group.
Current # of students	The current number of students in this lesson group. (informatively)
Lesson type	If you select a lesson type, a number of data of the lesson type in question are taken over in the lesson group, for example allowed level, maximal number of students, times and instructors. (see also: Lesson types)
Access group	If you work with access control, you can fill in the access group here that determines where and when access is granted to the customers registered for this lesson group.
Period	The period during which the lessons of this lesson group take place. (see also: Lesson groups > Times)
Max. students	The maximal number of students allowed in this lesson group. (overbookings are still possible)
Max. overbookings	The maximum number of overbookings allowed on top of the maximum number of students determines the maximum number of students.
Level to be obtained	The level that is obtained when students pass this lesson group.
Min. age	The minimal age required for this lesson group.
Division	Fill in the division on which the lesson group has been created. To allow other divisions to access this lesson group, apply the Rights per division which can be activated in the parameters.
Waiting list	The waiting list linked to this lesson group
Remarks	Extra information concerning this lesson group
Graduation group	Here you can indicate if the lesson group is a graduation group (i.e. diploma is handed over if students pass)
Exclusion calendar	Link an exclusion calendar to a lesson group to prevent customers from unsubscribing or registering for catch-up lessons on regular lesson days when classes are not taking place, e.g. due to bank holidays. A blocking message is shown when trying to sign out or register a catch-up lesson on a day marked in the linked exclusion calendar. When calling waiting list students, the exclusion calendar linked to a lesson group is considered in the calculation of the nearest possible start date. To create an exclusion calendar, see Calendars.

Finally, you can indicate at the bottom of the window if the lesson group is blocked or not.

Students

In the tab Students all the students that are registered for this lesson group are listed.

Using the Framework functionalities you can always add customers to the lesson group or delete them and/or modify specific data concerning the registration.

Tip

The fastest, most simple and clearest way to register customers for a certain lesson group is using the cash register. (see manual POS - Use)

General

Lesson group	The lesson group for which the student is/was registered.
Student	The student you want to register for the selected lesson group.
Registration date	The registration date of the student into this lesson group.
Remarks	Extra information concerning the registration of this student for this lesson group. When a student accepts a waiting list call using the confirmation link in the waiting list call email and adds a remark, this remark will also appear in this field.

Membership

The tab Membership gives an overview of all memberships that are linked to the registration of the student for this lesson group and with which access is granted or not.

Using the Framework functionalities you can always link memberships (already sold to the student) or disconnect memberships from the registration.

Student	The student that is registered for this lesson group.
Membership	The membership of the student that is linked to the lesson group.

Levels

In the tab Levels you can specify which level(s) the customers must already have obtained to be able to register for the selected lesson group.

You can link a new required level to the lesson group in question or consult the levels already linked.

Lesson group	The lesson group to which you want to link the level.
Level	The level customers must already have obtained to be able to register for the selected lesson group.

For an explanation on how to create levels, we refer to Settings > Levels

Times

In the tab Times you can specify when the lessons of this lesson group take place during the Period specified before. (see Lessson groups > Details)

If you want to you can call up an overview of all lesson times of all lesson groups using the visualisation Lesson groups calendar.

You can add lesson times in the tab Times or the tab Graphic.

Tab Times:

Using the Framework functionalities you can always add, modify or delete times.

Tab Graphic:

You can add times by selecting one or several time blocks and by hitting the <Enter> key.

Instructors

In the tab Instructors you can consult all instructors for the selected lesson group and add new ones.

Using the Framework functionalities you can always add, modify or delete instructors.

Tip

It is advised to first create all instructors as employees before linking them to a lesson group. (see manual GENERAL - Employees)

Print

At the bottom of the window Modify lesson group, you can click on the button Print after which the report Students per lesson group will be generated.

Renew

At the bottom of the window Modify lesson group, you can click on the button Renew to open the window below, allowing you to renew all lesson memberships, linked to the students in this lesson group, in one go.

Tick the students of which you want to renew the lesson memberships and determine the period with which the membership has to be renewed. You can either choose a fixed number of days, either choose for renewal until a fixed end date.

The button Filter allows you to filter the overview of students. Fill in the required filter criteria and hit the button Filter.

After selecting the desired students and filling in the desired type of renewal, you can click on Renew in the window Renew lesson group membership. All lesson group memberships of the selected students will be renewed according to the chosen type of renewal.

Copy

At the bottom of the window Modify lesson group, you can click on the button Copy to copy the current lesson group.

The following message will appear:

Here you can decide if you also want to copy the registered students of the lesson group to the new lesson group.

Warning

If you decide to also copy the students, you have to take into account that these students will be registered for several lesson groups after copying.

The lesson group will then be copied and immediately visualised. You will see an asterisk (*) after the lesson group code, which indicates that the current lesson group is a copy of the previous one.

You can now modify the data of the copy and click on the button Save to save the new lesson group as such.

Processing possibilities

Course management tool

The course management tool allows you to manage the students' presence and lesson scores per lesson group.

Go to Swimming courses > Processing > Course management tool.

In this window you can select the lesson group, student and date for which you want to manage the lesson scores:

If you fill in the desired selection criteria, all students in the selected lesson group are automatically visualised and the current data can be consulted/entered per student in the tab Enter scores:

Current situation: Here you can see the current or most recently entered lesson scores of the selected student.
Visitor registration: The little ball in the left column indicates if a visit was registered for the student in question (green) or not (red).
Started on: The date on which the student was registered for the first time for a waiting list or a lesson group.
Present or absent: The instructor can note the presence or absence of the student and in case of absence also fill in a reason.
Lesson score per standard: The instructor can fill in the lesson score per student and per standard for the level to be obtained. The instructor can choose between Insufficient, Almost sufficient and Sufficient, each option having its own symbol.

Graduated on: If the student passes the lesson group and if a date is filled in under Graduated on, the current level of the student will automatically be modified into the Level to be obtained of the lesson group.

If you want to consult previous lesson scores, you have to select the tab Overview obtained scores.

The button Sign out at the bottom of the window allows you to sign out of a lesson group.

The window Sign out / catch up lesson group will open. The fields Action and Customer are already filled in but can still be changed if necessary. The fields Sign out lesson grp and Sign out lesson day are mandatory, the field Reason is optional. Press Save to make the changes permanent and press Close to exit. Credits will be added automatically if the modification is done within the previously defined parameters.

The button Catch up at the bottom of the window allows you to register for a catch-up lesson group.

To be able to register for a catch-up lesson, the customer must meet a number of requirements:

The customer needs to have enough credits. Credits are earned by unsubscribing from lessons within the set time frame (see Parameters).
A date in the future needs to be selected.
The same swimming level needs to be selected.
There needs to be availability.
The selected lesson date must match the times/periods of the selected lesson group
The customer needs to have a valid membership for the selected day.

The window Sign out / catch up lesson group will open. The fields Action and Customer are already filled in, but can still be changed if necessary. The fields Catch up lesson day and Catch up lesson grp are mandatory. Press Save to make the changes permanent and press Close to exit. Credits will be subtracted automatically.

If a customer has been signed out from a lesson day, the corresponding record will have a gray background in the Course management tool and the reason for the absence is displayed. Similarly, the background will be green if a customer has subscribed for a catch-up lesson.

Transfers

The transfer window allows you to transfer/move one or several customers from a waiting list/lesson group to another waiting list/lesson group.

Go to Swimming courses > Processing > Transfers.

In the left part of the window you can:

determine if you want to call up the customers on a waiting list or the participants of a lesson group.
if you select a waiting list, you will see all customers on that waiting list in the section Students and all preferred lesson groups and linked priority of the selected customer on the waiting list in the section Preferred lesson groups.
if you select a lesson group, you will see all participants of the lesson group in the section students.

Since transferring students is always done from the left to the right half, the right half only allows you to:

determine if you want to call up the customers on a waiting list or the participants of a lesson group.
consult all customers on a waiting list in the section Students after selecting the waiting list in question.
consult all participants of a lesson group in the section Students after selecting the lesson group in question.

If you want to move customers, you have to select the desired waiting list/lesson group customer(s) in the left part of the window, while you select the waiting list/lesson group to which the customer(s) has/have to be transferred in the right part of the window. Finally, click on to effectively move the customer(s).

Warning

Moving customers/students is always done from the waiting list/lesson group in the left part of the window to the waiting list/lesson group in the right part.

In order to find, transfer and manage lesson group customers more quickly, you can use the following possibilities:

Remark: All students for which waiting list and/or lesson group remarks have already been filled in, are marked in blue.

The waiting list and/or lesson group remarks can always be consulted/modified by selecting the desired customer and clicking on .

Filter: If you click on the button Filter, you can define a filter using one or several criteria for the customers on a waiting list or participants of a lesson group. If you click on you can delete a filter you have applied.

Renew: The button Renew allows you to renew all lesson group memberships, linked to the students in this lesson group, in one go. (see 'Lesson groups > Renew')
Delete: The button Delete allows you to delete all selected (ticked) students in the current waiting list/lesson group.

Note

Calling up lesson group customers at the cash register is also done using this window, since all required information (preferences, telephone, ...) can be found in this window. When calling up students it is useful to immediately transfer the students to the correct lesson group. In this way, the first lesson card sold is automatically linked to the correct lesson group. (see manual 'POS - Use')

Warning

If customers that are called up are not immediately transferred to the correct lesson group, you will not only have to indicate the correct lesson group when/after selling the first lesson card, but you will also have to delete the customer from the waiting list. Customers are in fact never automatically deleted from a waiting list when selling a lesson card!

Stickers per student

This processing possibility allows you to give one or more stickers to one or more students of a certain lesson group.

Go to Swimming courses> Processing > Stickers per student.

In the tab Stickers per student you can attribute/manage individual stickers per student in a certain lesson group. Choose the lesson group and possibly the student of which you want to manage the stickers, then click the button Search. All students that meet the given selection criteria will appear.

You can attribute stickers by clicking on next to the desired student and the sticker to be attributed and by selecting the date on which the sticker is attributed.

In the tab Stickers per lesson group you can give a certain sticker to several (or all of the) students within a certain lesson group.

Choose the lesson group to which a sticker has to be attributed as well as the type of sticker you want to attribute, then click the button Search. All students that meet the given selection criteria will appear. If you want to, you can also choose a date.

You can effectively attribute the sticker to the desired students by selecting those students and clicking on Apply.

Pre-invoicing

Under Pre-invoicing you can prepare all registrations for waiting lists that have not immediately been recorded for invoicing. All these registrations are in other words recorded as invoice, after which you can effectively invoice the pre-invoiced registrations for waiting lists later using the module Invoicing(see manual 'INVOICING').

Go to Swimming courses > Processing > Pre-invoicing.

In this window, you can call up the registrations for waiting lists to be pre-invoiced by filling in some criteria and clicking on the button Search.

Fill in the sales date, tick the registrations you want to prepare for invoicing and click the button Process. All selected registrations will automatically be pre-invoiced, in other words prepared for effective invoicing by means of Sales > Invoicing > Invoicing.

Sign out/catch up lesson days

The processing option Sign out/catch up lesson days offers an overview of unsubscription and catch-up lesson entries in the system based on search criteria.

Go to Swimming courses > Processing > Sign out/catch up lesson days.

The modification possibilities for the records displayed in this window are:

Adding a remark to records pertaining to past events
Deleting or modifying records pertaining to future events
Creating a new record: sign out of a lesson or subscribe for a catch-up lesson (see also Processing possibilities > Course management tool)

After every modification credits will be added or subtracted automatically if the modification is done within the previously defined parameters.

Visualisations

By going to Swimming courses > Visualisations, you can quickly call up overviews of certain data within the course management module.

Course management history

This visualisation gives you an overview of the course management history within a certain period and if you want to, of a certain instructor.

In this window, you can see the different records that have been created (presences, lesson scores, ...), who has created them, for which student, which lesson group, ...

Occupancy lesson groups

This visualisation gives you a graphic overview (diagram) of the occupancy degree per lesson group, indicating the max. number of students, the allowed number of overbookings and the current number of students.

Select the lesson group(s) of which you want to call up the occupancy degree in the tab Lesson groups. The occupancy degree of the selected lesson groups will be visualised under the tab Graphic.

Lesson groups calendar

This visualisation is in fact a calendar of all lesson times of one or several lesson groups.

Select the lesson group(s) you want to include in the calendar overview in the tab Lesson groups. The calendar overview of the selected lesson group(s) will then be available under the tab Graphic.

If you double-click on one of the lesson times of a lesson group, you can see more information on the selected lesson group.

Student information card

This visualisation gives you an overview of all lesson information on one specific student.

In the section Selection, you can choose the student of whom you want to call up the information card.

If you have selected the desired student, all information on that student will appear (taken over from the address card). You will also see all presences and all lesson scores, as well as the lesson history per lesson group in the lower part of the window.

Lesson groups per instructor

This visualisation gives you an overview of all lesson groups per instructor.

If you have selected the desired instructor, all lesson groups to which the selected instructor has been linked will be listed.

Pending waiting list students

This visualisation gives you an overview of all pending registrations for waiting lists that have been created through the webshop but that have not (yet) been finalised.

You can look for pending web registrations per waiting list and/or per customer.

The buttons at the bottom of the window allow you to delete these pending web registrations or to finalise them.

Reports

By going to Swimming courses > Reports it is possible to generate different documents and reports from within the course management module.

Students per waiting list

The report Students per waiting list offers an overview of all persons per waiting list (with possible preferential lesson groups per waiting list and remarks and effective preferential lesson groups per registered student) based on the selection criteria you have filled in.

You can select the waiting lists you want to see in the report and specify some details concerning the persons to be included. You can also choose a sorting order.