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Adding your courses

Any class or workshop you offer needs to be created as a course first. The course will set how the classes are run, what is taught, how much students pay, etc.

For new studios, it is recommended to make all your courses before doing any timetabling. This is because it’s easier to explain the timetabling with all courses created, than timetabling them each time you add a new course.

Whilst setting up a course takes time, once they are created, they never have to be edited again! Given the different ways studios run, there are a number of different settings, but they give you flexibility in how to run your studio. Also, you can copy/duplicate existing courses (see section below) to avoid creating everything from screan.

Adding a New Course

To create a new Course:

  1. Click the Studio Tab.
  2. In the Actions Bar Area (drop down in top right of page), select New Course” from the Actions Dropdown.

Editing an Existing Course

Once you have created a course, you can edit it any time by:

  1. Going into Studio tab.
  2. Clicking on the “Courses/Workshops” section.
  3. Click “Edit” next to the course you want to edit.

Copying an Existing Course

Most of your courses will be similar for their settings. You can duplicate any existing course by:

  1. Going into Studio tab.
  2. Clicking on the “Courses/Workshops” section.
  3. Clicking the “View” button on the row of the course you want to copy.
  4. Clicking “Duplicate”  in the top-right Action Area of the course-view page

Course Settings

New Courses Sections

There are different sections with available options when creating a new Course. They are:

  1. Description
  2. Details
  3. Images
  4. Legal
  5. Prequisites
  6. Teaching
  7. Pricing
  8. Automation
  9. MailChimp
  10. Digital Permissions
  11. Upselling

Description

The Description area lets you set the set the basic information to describe the course.

Name

The name of the Private. For example “Beginners”.

Course Coordinator

Select the person who manages this course. This person will receive emails when people enrol or withdraw from this course.

Timetable Colour

Select a colour to use to represent this course. You can manually use any HEX colour code, e.g. from Google’s colour picker.

Public Description

The description and other relevant information to provide to students. For example, “In this course you will learn how to …”.

Staff Description

The description and other relevant information to provide to staff and instructors. For example, ‘Get out the crash mats.’ (as shown in the support video).

Details

The Details area lets you set some details for the course, including how it’s run.

Enrolment Type

Select one of the following ways to describe how your course runs:

  • Periods: also known as “sessions”, “terms”, or “blocks”
  • Casual: also known as “drop-ins”)
  • Both: meaning the course runs as a period, but also supports casual enrolments)

If you’re unsure about which option to choose, have a look at the course terminology.

If you offer catchups, you do NOT have to manually allow casuals here. PoleBuddy will handle you catchups automatically.

Regardless of how you select your course to run, staff can still override it, e.g. enrolling students into a single specific class, even if the course is set to run as a block.

Late Period Enrolment

If your course runs as a period, where students must attend all classes scheduled (e.g. every week for 8 weeks), can they enrol after those 8 weeks have begun? If so, how late can they enrol?

Visibility

From the available options select who can see this course.

  • Public: The course information available to anyone.
  • Students: The course information available only to users that are logged in.
  • Staff: The course information available only to staff.

Open Enrolment

This feature enables you to set if students can enrol themselves, or if staff must enrol them. You can make a course visible to students, but not allow them to enrol into it (e.g. for workshops or to generate interest in a new course that isn’t timetabled yet).

Difficulty Level

From the options select the level of difficulty for this course. Difficulty levels should be progressive, so people do a difficulty 1 course, then a difficulty 2 course, etc. You can use this setting to block people from enrolling if they have not done the prior difficulty. This is done in the Prerequisites section

Tags/Categories

Type in any relevant Tags for the course. These tags can be used to:

  • Let students filed your courses, e.g. to show only “fitness” courses.
  • Discount your courses or include them in memberships, e.g. “only include courses tagged ‘beginners’“.
  • Group courses for reporting, e.g. “show me how much money my ‘fitness’ courses made”.

Images

The Images area allows you to add photos or images. These are mainly used on the enrolment page.

To add images, click-select-upload the file, or drag the selected photograph files onto the space shown.

Prerequisites

Within this section you set the course’s prerequisites for the course that you are creating. Any prerequisites you set here will block students from being able to enrol themselves if they don’t meet the requirement, but staff will still be able to enrol students into any course. Prerequisites do not affect staff’s ability to enrol students into any course.

Gender

Select any gender requirement. Because users can define their gender using a custom option, any custom options will be blocked from enrolling unless you have “Any Gender” selected.

Age Requirement

Select one of the following options from the drop-down list: “Any Age”, “Younger Than”, “This Age or Older”. If you choose the second or third option you will be prompted to set an age level related to that specific option, e.g. “Younger than 21“.

Requires Previous Enrolment

This is where you set if students have to have completed a single, specific course. For example, if you require ALL students to complete the same beginners courses, you select that here.

Supervised Skills Requirement

This feature enables helps you check and ‘sign off’ on the enrolling student’s level of competence/experience. It is a way of reviewing the student’s abilities/skills for the course you are creating.

When you create curriculums (i.e. class plans) that are taught in courses, staff can mark student’s ability to perform the different skills. You can then use this as a requirement to enrol in future courses.

For this setting you select a curriculum that you have create has a set of skills, and then define the minimum score that students must have previous achieved to be able to enrol in this course.

Course Block Prior Purchase

Only shown if the course allows block enrolments. This allows you to restrict enrolment into this course to students that have a specific current membership/voucher/discount on their account. This prevents new users from enroling until they have that membership/voucher/discount on their account. You can select more than one membership/voucher/discount.

Casual Prior Purchase

Only shown if the course allows casualenrolments. This is the same as Course Block Prior Purchase, but applies to casual enrolments.

Legal

Disclaimers

This feature enables the studio to provide relevant disclaimer information to the student/s enrolling in the course. You need to have created your disclaimers first to use them in the course. You can check one or more of your disclaimers for students to acknowledge.

When you select disclaimers, you need to select if students have to sign them every time they enrol, or just if they haven’t signed them before.

PoleBuddy has a default “Emergency Information Update Disclaimer”. When students sign this disclaimer, they will be prompted to review/update their incase of emergency and other relevant information. You can customise the text that appears when this happens by editing that disclaimer.

Medical and Emergency

This feature provides a mechanism for the studio to record/review relevant medical information and emergency contact details, for each student enrolling in the course. Select from the options provided:

  • Only if not previously entered
  • Only if not reviewed in the past year
  • Every time
  • Not required

Choosing the third option means students will be asked to review/update their information each time that they enroll in a new course. 

The Manage Disclaimers button allows you to view, edit and create Disclaimers.

Require at Enrolment

You can select whether students must sign the disclaimers before being able to enrol, or if they can enrol first, and then sign them after. If you want to let them sign them later, you can use the Kiosk Mode to let students quickly sign when they arrive at the studio.

Teaching

The Teaching area lets you set the content that will be provided in the Private. There are six fields in this area :

Curriculums

Curriculums let you create teaching plans for what skills are taught, as well as track student’s progression through those skills, assigning them marks if you desire.

If the course is to teach curriculum content, select the relevant curriculum(s) from the list. The Create Curriculum button allows you to create new curriculums. These can also be access from the Studio tab.

Student Curriculum Access

Set student access to the curriculum. You can create curriculums but not allow students to access them. Once a student’s enrolment is complete, they’ll no longer be able to access the curriculum itself, but might be able to access information about their completion of the curriculum if you use that feature.

Instructor Curriculum Access

Set instructor access to the curriculum.You can create curriculums but not allow your staff to access them. You can change how staff access them, including if they always have access, or if they only get access to each class’ content one at a time. Unless you select otherwise, staff won’t be able to access curriculums post-their teaching of that course.

Collect Course Feedback

PoleBuddy lets you create forms (similar to Google Forms) to collect information from users.

Set whether you wish to prompt students for feedback about the course itself (not the instructor).

Select a Feedback Template to send to students at the end of the Period.

The New Feedback Template button allows you to Create a New Feedback Template.

Collect Instructor Feedback

PoleBuddy lets you create forms (similar to Google Forms) to collect information from users.

Set whether you wish to prompt students for feedback about the Instructor itself (not the course).

Select a Feedback Template to send to students at the end of the Period.

The New Feedback Template button allows you to Create a New Feedback Template.

Show Instructors

Set whether the instructor’s name is shown on the enrolment page.

Pricing

The Pricing section controls pricing options for the course.

Online Payments

Set whether online payments are allowed.

Tax Rule

Set the tax rule applicable for your country and state. See tax rates for further details. 

Discounts and Memberships

Can memberships, vouchers or discounts be used to pay for this course?

Price Course/Enrolment Block

This is only shown if you allow block enrolments. In the first text box enter the base price for the whole course. This is the cost charged to a student who enrolls in the whole course (e.g. 10 classes = $200).

The price of the course inclusive of tax will automatically be shown in the second text box. For example it would show as $220, if the tax rate was 10%.

In the third text box, you can set the amount that the studio requires as a deposit for the course. This is the minimum amount (e.g. $100) that the student will be required when making their initial enrolment in the course. Just setting a value here does NOT require it to be at time of enrolment, for this see “Deposit Payment” in the Automation seciton.

The option is also provided to ‘prorate late enrolments’. If you check this, it means that your studio is prepared to accept late enrolments, and students will be charged a proportion of the full price for the course (rather than a paying a casual rate per class). For example, if student enrolled half-way into a $220 (incl tax) course, s/he would be required to pay $110 (incl tax).  

Price Casual Classes

This is only shown if you allow casual enrolments. If your studio is prepared to accept students on a ‘casual basis’, this is where you set the price per class (e.g. $25, for students attending the course on a casual basis).

The price per class inclusive of tax will automatically be shown in the second text box. For example it would show as $27.50, if the tax rate was 10%.

In the third text box, you can set the amount that the studio requires as a deposit to be paid for the casual class (e.g. $15).

Price Last-Minute Casual Classes

This is only shown if you allow casual enrolments. This feature allows for the studio to charge a higher rate still (e.g. $30) for last-minute enrolments in classes on a casual basis (provided, of course, that the studio is prepared to accept such enrolments). The price per class inclusive of tax will automatically be shown in the second text box (e.g. $33, if the tax rate was 10%).  In the third text box, you can set the amount that the studio requires as a deposit to be paid for a last-minute casual class (e.g. $25).  Setting a higher price for last-minute casual enrolments will hopefully encourage students to enroll earlier.

Within this section you can also ‘set’ a time period (e.g. 1 day before the class starts) for last minute casual enrolments. If you do not want to use this option select the ‘disabled’ option within the fourth text box.

Concurrent/Multi-Enrolment/Tiered Pricing

We allow for the studios to set ‘concurrent’, ‘multi-enrolment’, or ‘tiered’ pricing for block courses. This pricing mechanism provides a means for rewarding students who are enrolled for the whole block in more than one course in the same period.

  • Click on the “Added Levelled Pricing” button at the bottom of the page.
  • We then need to select when this new price will occur. If you want a special price if they’re also enrolled in “1 course tagged fitness”, then select “1” for the quantity, and the “fitness” tag, then click the “Add Price”.
  • A new row will appear letting you set different pricing and deposit for when students are enrolled in other courses in the same period.
  • You can add multiple tiered-pricing options for different tags and quantities.

Automation

The Automation area lets you set automation options for the course.

Deposit Payment

Set whether students mustpay the deposit at time of enrolment, or if they are are automatically withdrawn if the deposit has not been paid after enrolments. If they are automatically withdrawn, the course coordinator will recieve an email. The options are: 

  • Don’t withdraw if the deposit isn’t paid.
  • Withdraw if the deposit hasn’t been paid within a certain time (from one hour to four weeks after enrolment, or before/after their first class). 
  • Require at time of booking.

Depending on what option you select, you might also need to select other options, e.g. for “Withdraw if the deposit hasn’t been paid within a certain time” you also need to select “24 hours” and “before first class” to auto-withdraw them if they haven’t paid 1 day before the class begins.

Please note, the user will be automatically withdrawn but their balance will still remaining owing until you decide to cancel that debt. We don’t automatically do anything that will cost you money, so if the user is withdrawn, you will need to decide whether to also cancel their debt.

Full Payment

Set whether students are automatically withdrawn if the full payment has not been paid. The general setting is the same as the “Deposit Payment” setting above, but relate to the user’s full payment of the invoice.

Last-minute Casual Enrolments

Only shown if the course allows casual enrolments. Set a time limit for accepting casual enrolments.

Block/Term Cancellation Policy

Only shown if the course allows block enrolments. Cancellation policies apply when students withdraw from the enrolment. Please note marking their attendance as “Not attending” is NOT the same as withdrawing.

If you have previously created a studio cancellation policy you want to use (refer below), select it from the list.

If you want to create a new cancellation policy from scratch, click on the “New” button at the end of the line.

  • The “Edit Cancellation Policy” dialog will open.
  • Type the name of the new policy in the text box (e.g. “24 hours notice”), and then click on the “Add Rule” button.
  • The “Edit Cancellation Policy Rule” window will open.
    • Within this dialog, set the appropriate settings for the new policy rule.
      • Cancellation Period: This rule will apply if people have given you at least this much notice, and no other rule applies
      • Cancellation Amount: Define what percentage of the original deposit or full amount will still be due after their withdrawl.
      • Catch-up Class: Set if they will get a catch-up class, and if they are charged for it.
    • Click on the ‘Save’ button.
    • Add other rules for different times.

We will use the rule that most closely matches how much notice they have given you. For example, if you have one rule for 48 hours notice, and one for 48 hours notice, and they withdraw with 30 hours notice, we will use the 24 notice, as they didn’t give you 48 hours notice.

Cancellation Policies can be re-used across courses.

Casual Class Cancellation Policy

Only shown if the course allows casual enrolments. Cancellation policies apply when students withdraw from the enrolment. Please note marking their attendance as “Not attending” is NOT the same as withdrawing.

If you have previously created a studio cancellation policy you want to use (refer below), select it from the list.

If you want to create a new cancellation policy from scratch, click on the “New” button at the end of the line, then follow the process described above in the “Block/Term Cancellation Policy” option.

Block/Term Self-withdraw

Only shown if the course allows block enrolments. Sets whether students can withdraw from their enrolment online themselves. If you allow this, the selected cancellation policy will apply.

Casual Class Self-withdraw

Only shown if the course allows casual enrolments. Sets whether students can withdraw from their enrolment online themselves. If you allow this, the selected cancellation policy will apply.

For casual/drop-in classes, students marking themselves as not attending is NOT the same as actually withdrawing from the course. If they mark themselves as non-attending, the cancellation policy does not apply, and their full amount is still due.

No-show fee

This feature enables the studio to charge a set fee for students who have are absent from class/es without notifying the studio/staff prior to the class. If you do not want to use it, leave the amount at the default setting of $0.00. Even if an amount is set, it is up to the staff member marking attendance whether to charge the penalty or not.

Auto-Fill from Wait List

This feature enables the studio to automatically re-fill class positions from a waiting list. Select one option from the drop-down list:

  • Never: When a student is withdrawn from a course, that position is not filled, even if someone is on the waitlist.
  • On withdrawals: When a student is withdrawn from a course, that position is filled if someone is on the waitlist.
  • On withdrawals and self-reported non-attendance: When a student is withdrawn from a course, OR they (or staff) mark themselves as not-attending, that position is filled if someone is on the waitlist.
  • On withdrawals and staff-reported non-attendance: When a student is withdrawn from a course, OR staff mark a studentas not-attending, that position is filled if someone is on the waitlist.

When people go on the waitlist, they can ask to be automatically enrolled, or just notified about the position.

We will give preference to those that want to automatically be enrolled, even if they registered on the list after other users.

If you course runs as both block and casual enrolments, people can go on the waitlist for both. We give preference to those wanting to enrol for the whole block, even when filling individual casual classes.

Re-sell Enrolments that Aren’t Attending

This feature enables the studio to automatically re-allocate the class positions of students not attending classes. Even if you choose to auto-fill a position from a waitlist on withdrawls, it does NOT mean that same position will be available for others to enrol in if no one from the waitlist is available to enrol.

Social Media

This feature enables the studio to automatically post a social message seeking enrolments, if spots are still available in classes. If you do not want to automatically post a message about the course select that option from the drop-down list. Click on the ‘Customize Posts’ button if you want to create your own social media message/s for the course.  

Automatically Ask Students for Attendance

Automatically prompt students about their attendance for each class before each class begins. This allows you to re-sell the positions for those not attending classes, using the above settings.

Automatically Email Instructors a Class Summary

Automatically email the instructor of each class for this course a list of:

  • Enrolled students and their attendance (if known)
  • Owing amounts
  • If students have outstanding disclaimers
  • If students need to collect items they’ve ordered online

Reminder

Send automatic reminder SMS texts and emails to students at a set time before each class. SMS texts attracts additional fees.

MailChimp

This function automatically adds the emails of students to mailing lists that you have previously set up with MailChimp. You can select different lists for whether they’re enrolled for the whole block, or just casually. This requires that you have already setup integration with MailChimp.

Digital Permissions

This feature enables you to add digital permissions for performance film-clips and lesson/curriculum/ instructional videos, and to set an expiry time (i.e. time limit) for these to be accessed. Digital permissions can be set for Whole Term/Block Enrolments and Casual Enrolments. Click on the ‘Add Permission’ button under the appropriate heading to access/edit these.

Permissions are created and allocated to digital content in the Retail section.

Upselling

This feature provides a means for your studio to upsell products (at a discounted price), as well as to promote charity campaigns and donations to charities.

To select an item to promote or discounted product to upsell click on the “Add Item” button and select an item from the list.

If there are no items listed, or you want to add an item that is not currently listed, click on the “New Item” button, you will then be prompted as to whether you want to leave the current page and create a new item. Make sure to save before leaving the page. You will be taken to the “New Product” page. Fill in the information required and then click ‘Save’. Upon returning to edit the course, the new item and relevant details should be listed on the ‘Upselling’ dialog.

Saving

At any stage during the input process you can click the ‘Save’ button to save what has been created up to that time and date. To add further information, or to edit the existing information, you need to find the saved file, open and click on the ‘Edit’ button to re-enter the file.

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