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New Business Setup Wizard

New Business Setup Wizard

The setup wizard walks you through the process of creating your PoleBuddy studio. We’ll walk through with an example studio owner, Sarah, who owns the Pole Pandas studio in Adelaide, Australia.

To begin, Sarah goes to PoleBuddy to create her new account, at manage.polebuddy.com/new. This begins the setup wizard. After completing these steps, Sarah will have created the Pole Pandas studio on PoleBuddy.

Contractors: Given contractors are self-employed, all contractors will also need to complete the wizard below, however they will only have to complete the steps relevant to them.

Step #1: Welcome

The first step welcomes Sarah to the wizard. After reading the text, Sarah clicks on ‘Next‘ to proceed to Step #2.

Step #2: User Account

Sarah needs a PoleBuddy User Account. If she used PoleBuddy for another studio, she could use her existing account. However, she’s completely new to PoleBuddy, so she’ll have to make one. Sarah notices that there are two important documents she should read before she creates her account: the PoleBuddy User Agreement, and the PoleBuddy Privacy Policy. She visits polebuddy.com/legal to read these documents.

Once she’s finished, she’s ready to make her account! She needs to enter an email address, and choose her password. This account is her personal PoleBuddy account, so she chooses her personal email address: sarah@polepandas.com. Then she chooses her password, making sure it is long, with special characters, upper- and lower-case letters, and numbers. After entering these two fields, Sarah presses Next.

Because Sarah is creating a new PoleBuddy account, she has to enter two additional details before she can continue. A pop-up appears, asking Sarah for her first and last name. Sarah enters Sarah in the First Name field, and her surname, Goodwin, into the Last Name field. She completes the popup by pressing Create Account, moving on to the next step in the wizard.

Step #3: Contractor Check

PoleBuddy allows users to create a Contractor AccountThis type of account is used by people who want to send or receive invoices through PoleBuddy. For example, an instructor uses a Contractor Account to submit Timesheets to studios they work in.

Sarah isn’t interested in creating a contractor account, because she wants to set up the Pole Pandas studio. She presses Next to continue on to Step #4.

Step #4: Profile Settings

Sarah needs to fill out some additional information for her profile, including her contact information and timezone preferences. The name she entered in Step #2 is displayed, so Sarah double-checks that she entered it correctly.

Sarah enters her phone number, and presses the Select Address box to enter her mailing address. A popup (Find Address) appears. Sarah doesn’t live in a Unit, Apartment, or Level, and she doesn’t have a Post Office Box, so she doesn’t enter anything in the first field. She clicks on the Building Address field, bringing up the Building Address popup. She enters her address, then selects the correct address from the list that is displayed below the popup. Sarah double-checks that she selected the correct address, which is displayed for her, including the postal code, state, and country. When she’s sure she’s entered her address correctly, Sarah presses Select to close the Find Address popup.

Next, Sarah needs to enter her Timezone preferences. Sarah lives in Adelaide, Australia, so she chooses Australia/Adelaide as her Display Settings. In Australia, DD/MM/YYYY is the standard Date Format, so Sarah chooses that. Finally, Sarah chooses 24 Hour as her Time Format, as she prefers it over 12 hour display.

Sarah’s finished entering her profile settings, and is ready to continue to the next step in the wizard! She presses the Next button to continue.

Step #5: Business User Agreement

The next step requires Sarah to log in to PoleBuddy. She enters the email and password that she created in Step #2, and presses Login.

Sarah notices that the URL bar in her web browser has changed to sarahpolepandascom0.polebuddy.com. Sarah doesn’t panic, because she’ll be able to choose the subdomain for her new studio in the next few steps of the wizard.

First, though, Sarah is presented with the Studio and Wholesaler Agreement. This is a legal agreement between Sarah’s studio, PolePandas, and PoleBuddy. Sarah carefully reads the agreement. She decides that it might be useful to have a copy for her records, so she presses Print to print a copy. When she’s finished reading, she agrees to the Studio and Wholesaler Agreement by pressing Next, and continuing to the next step in the setup wizard.

Step #6: Creating Your Business

Business Information

The first step in creating the Pole Pandas’ studio on PoleBuddy is to enter the business information. Sarah sees that the fields for the Business Name, Business Nickname, Business Email, and PoleBuddy Account have been pre-filled with suggestions for her studio. Although she thinks that “Sarah’s Awesome Business” is a good name, she inserts Pole Pandas into the Business Name field.

The Business Nickname is a short name used for the studio in, for example, SMS messages to students. Sarah doesn’t have a nickname for Pole Pandas, and she thinks that “Pole Pandas” is pretty short already, so she enters Pole Pandas into the Business Nickname field as well.

The Business Email is contact@polepandas.com, so Sarah enters that, instead of the pre-filled email (which is her personal email address at Pole Pandas).

Next, Sarah sees the Polebuddy Account field. This will be the subdomain for the Pole Pandas’ PoleBuddy account. Sarah enters polepandas, so that her studio will be accessible from polepandas.polebuddy.com.

Contact Information

Sarah needs to add the contact information for her studio. She adds the phone number for the studio. To select the Billing Address, Sarah uses the same process she went through in Step #4 when she was filling out her own, personal, details. This time, however, she enters the address of the studio. Pole Panda’s Physical Address is the same as it’s Billing Address, so Sarah presses the Same as Billing box.

Display Settings

Finally, Sarah sets the Display Settings for the studio’s PoleBuddy account. She selects Australia/Adelaide for the Timezone, and uses the Australian-standard DD/MM/YYYY for the Date Format. She also selects 24 Hour as the Time Format.

The last setting that Sarah can decide on is the Theme Color for the Pole Pandas’ account. She clicks on the colored circle to bring up a color wheel, which she uses to select a color similar to the decor of the studio: a nice, reddish color (#a7194b).

Once Sarah has double-checked all the business information she’s entered, she clicks Next to continue to Step #7.

Step #7: General Settings

Sarah now needs to decide on some settings for her studio. Because Sarah has been operating Pole Pandas for some time, she knows how her business runs, and will setup PoleBuddy to meet her needs. She begins with the Studio Settings.

Studio Settings

The first setting is Default Enrolment Type. Pole Pandas uses Period-based Enrolments (or term-based enrolments), but also allows Casual Enrolments. Sarah chooses Both Period-based and Casual Enrolments for the Default Enrolment Type setting.

The second setting is Confirmation of Emergency Information. At Pole Pandas, staff can update a students emergency information without needing the student to double-check the new details, so Sarah selects Do not require acknowledgment.

Information to Display

PoleBuddy provides five fields for information, which will be displayed in different places throughout PoleBuddy. These are the Website FooterLegal InfoDocument FooterInvoice Message, and Credit Note Message. Sarah decides to leave these blank. She can always choose to update these settings later, after she’s finished the setup wizard.

Due Dates

There are three types of due dates that Sarah needs to configure: Invoices DueTimesheets Due, and Pay Expenses Within. Sarah uses the default values, setting Invoices Due to 14 daysTimesheets Due to 7 days, and Pay Expenses Within to 7 days. These settings can also be configured by Sarah later, after she’s finished the setup wizard.

Sarah proceeds on to Step #8 by pressing the Next button.

Step #8: Business Financials

Sarah needs to set up the business financial settings for Pole Pandas. First, she needs to select the Currency that Pole Pandas will use. Because Pole Pandas is an Australian pole studio, she selects Australian Dollar (AUD). She also sets the Financial Year Begins to the Australian financial year, July 1. To do this, she clicks on the Financial Year Begins field, and uses the calendar to select the correct date.

Pole Pandas uses a 12-month Accounting Period. PoleBuddy supports this, and Sarah changes the value for this field using the drop-down box.

Although Sarah has used a seperate invoicing system, she wants PoleBuddy to do everything for her, including her invoicing. She selects PoleBuddy handles invoicing for the Invoicing field.


Next, Sarah configures the tax settings for Pole Pandas. In Australia, prices are generally shown as tax inclusive, so Sarah selects Show prices as tax inclusive for the Show Prices Including Tax field. She also wants discounts to be applied after tax, so she selects Discounts applied after tax for the Tax Inclusive Discounts field.
The next two settings allow Sarah to configure the Default Sales Tax and Default Employee Income Tax. The drop-down fields don’t have any tax rates configured, so Sarah will need to create a new Tax Rate in order to configure these options.

Sarah starts with the Default Sales Tax. In Australia, this is the Goods and Services Tax (GST), which is a 10% tax. Sarah clicks on the Add Tax Rate button to configure a new Tax Rate for her studio. In the popup that appears, she gives the tax rate a name, calling it GST. She also needs to enter a name for the Component, so she enters Federal (because GST is a federal tax). The GST is not a compound tax, so Sarah leaves the Compound Tax unticked. She enters 10.00 into the Tax Rate box, and then presses the Create Tax box.

Australia uses a bracketed income tax system. Sarah needs to configure the Default Employee Income Tax. She chooses to tax employees at the lowest tax bracket, which is 19%. If her staff earn enough to qualify for a higher tax bracket, they will owe some tax at the end of the financial year. However, Sarah decides that this is better than taxing her staff at the highest tax bracket (45%), because her staff will receive more of their paycheck (instead of losing 45% to tax, and receiving a refund at the end of the financial year). Sarah needs to configure a tax rate of 19%, which she does in the same way: she presses the Add Tax Rate box, enters a name for the tax rate (Income Tax), and adds a component (Federal, with a rate of 19.00%).

When Sarah’s happy with the financial settings for Pole Pandas, she clicks Next to continue with the wizard.

Step #9: Staff

Step #9 gives Sarah the option to add accounts for her staff members. Sarah chooses to add her staff later, after she’s finished the wizard, so she leaves this page blank, and presses Next.

Step #10: Import Students

Sarah can import her existing students into the Pole Pandas’ PoleBuddy account. However, she decides that she’ll wait until after she’s set everything up, so she chooses to go to the next step.

Step #11: Additional Students

Step #11 lets Sarah add additional students. However, she again decides that she’ll wait until after she’s finished setting up the studio. She continues to the next step by pressing Next.

Step #12: External Services

Sarah can link the Pole Pandas’ PoleBuddy account with Facebook and with MailChimp. These settings can be configured later, so Sarah decides she’ll wait. She presses Next to continue to the next step.

Step #13: Payments

PoleBuddy uses Stripe for payment processing. Sarah wants Pole Pandas’ to support online payments, so she needs to create a Stripe account. She presses the Connect with Stripe button, which takes her to Stripe. Once she’s finished setting up a new Stripe account (or linking to an existing one), she’s taken back to the PoleBuddy setup wizard. Sarah continues to the next step.

Step #14: Future Steps

The next page in the wizard asks Sarah some questions about Pole Pandas’ operations. These questions will generate a “getting started” guide for Sarah once she’s finished the setup wizard.

Sarah selects the appropriate options for Pole Pandas.

Step #15: Terminology

This step gives a guide to some of the terminology used in PoleBuddy. Even though this information is available in the online documentation, Sarah decides that she’d like to print a copy too. She clicks the Print button. After reading the terminology, she’s ready to move to the next step in the wizard.

Step #16: The 60-Second Lowdown

The wizard shows Sarah an overview of PoleBuddy. She clicks through the different pictures using either the Next button, or the colored circles at the bottom of the image. After she’s familiarised herself with PoleBuddy, she’s ready to continue to the next step, by pressing Next.

Step #17: Final Confirmation

Although most settings in PoleBuddy can be reconfigured anytime, there are four settings that can’t be changed. Sarah reviews these four settings, checking that she’s entered the correct values for the CurrencyFinancial Year BeginsAccounting Period, and Tax Discounts settings. Once she’s sure the values are all correct, she presses Next to finalise the Pole Pandas’ setup.

Step #18: Let’s Go!

Sarah’s completed the wizard! She presses the Finish button and is taken to the Pole Pandas’ home screen.

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