The company tab is where you go to manage your businesses data and set the schedule for your hours of operation.

• Company Information – This information is used in other areas of the SwimWare like on the parent portal. 
• Business Hours – The hours that are set here will be used to display the schedule. 

Courses is where you want to go to manage the courses that create your schedule.

Adding a New Course

• To add a new course click on the add new ⊕
• A new window will appear along the side of your course list.

Course Details

All marked will an * are required.

• Name – This is the name of the course that will show on the schedule page. The name of the course must be a unique.
• Description – A description of the the course that shows on the parent portal.
• Type – Course type will determine how the course will function on the schedule. There are currently two course types you can choose from:
  • Regular: This is the main course type that most of your courses will fall into. They show a white background on the schedule.
  • Makeup: This course type is used for make up classes. These course show a purple background on the schedule.
• Schedule Duration – These are pre-filled formats for when you schedule a class on the schedule page.
  • Single Day: Select this duration for courses that happen for a single day only.
  • Week-long: Select this duration for courses that happen for a single week on every day during the week(Monday-Friday).
  • Month-long: Select this duration for courses that are scheduled for 1 month.
  • Session-long: Select this duration for courses that happen once a week for an entire session.
  • Quarterly: 
• Priority – Course priority is the order that the course will show on the course list and in menus.
• Length – Course length is the amount of time in 15 minute increments.
• Size – The maximum number of students allowed in the course.
• Icon – places an icon in the course on the schedule to visually find the course easily.
• Primary Color/Background Color – Select a color that will be used as the primary color or background color for the course on the schedule page.
• Secondary Color/Icon Color – Select a secondary color or icon color for the course on the schedule page.
• Status – If the course is available to be scheduled or not.
  • Active: the course is available to be scheduled.
  • Achrieved: the course is not available to be scheduled.
• Schedule on Closed Days – Select if you want the course to be scheduled on days the business is closed.
• Allow SYO Enrolloment –
• Allow Makeups – Select if you want parents to be able to schedule make up classes for the course.
• Allow Age Range Override – Select if you want the course to allow students in the course that are more than a 2 year span in age.
• Allow Skill Level Range Override – Select if you the course to allow students with more than a 2 level span.
  • Example: if there is a student that is level 3 then student that are level 2 or 4 can enter the the class. Once 2 levels enter the course it is restricted to those 2 levels on the parent portal. this can be bypassed on the admin side.
• Age Minimum – if the course has an age minimum, enter it here.
• Age Maximum – if the couse has an age maximum, enter it here.
• Categories – Select categories that you want the course to have. These categories are managed in the choices menu.
• Skill Levels – Select the skill levels that are allowed in the course.

Discount management page show a list of all discount that are active and archieved. You can also add new discount. This section will be expanded to events and membership in the near future.

Discount Details

All marked will an * are required.

• Name – A unique name for the discount.
• Description – A description for the discount for future referance.
• Purchase – This is the type of purchase the discount can be applied. Purchase types inclued:
  • Classes
• Type – Discount type is how the discount will function. There are 4 types of discounts:
  • Coupon Code: This types is used for 1 time discounts or discounts that don’t fall into the other disocunt types. These discount do not stack with other disocunts.
  • Multi-Child: This discount type will discount based upon the number of students enrolled. The discount is applied to the least expensive purchase type.
  • Multi-Class: This discount type is used for a student that is taking multiple class per week. The is discount is applied to the least expensive purchase.
  • Multi-Weeklong: This discount type is applied for multiple weeklong lesson. 
• Requirement – The number of students or classes that needs to be reached before discount is applied.
• Code – The coupon code that is enter at checkout. This only applies for coupon codes.
• Maximum Uses (per season) – The maximum uses a coupon code can be use per session.

• Maximum Uses (per family) – The maximum number of uses a family group can use the coupon code.

• Amount – The amount that is applied for the discount. This can be a dollar amount or a percentage.
• Expiration – The date at which the discount will no longer be applied. 
• Status – Discount status is whether the discount is active or not.
  • Active – discount will apply
  • Archieved – discount will not be applied.

Event Type Management

This page is used to create and manage event types. Events will show in the events column on the schedule page and on the calendar on the home page and parent portal.

Event Details

All marked will an * are required.

• Name – This is the name of the event. The name of the event must be a unique.
• Display type – The display type is how the event will show of the parent portal.
  • Hidden – Will not show on parent portal
  • Private – Will show generic name of the event.
  • Public – will show family group that is attending on parent portal if applies.
• Icon – places an icon in the course on the schedule to visually find the event easily.
• Primary Color/Background Color – Select a color that will be used as the primary color or background color for the event on the schedule page.
• Secondary Color/Icon Color – Select a secondary color or icon color for the course on the schedule page.
• Charged Party – How the event is charged to the family group. There are currently 4 options choose from:
  • A Single Family Group: This charge type is used for events that only 1 family group is attending. Great for events like birthday parties.
  • Attending Family Groups: This charge type is used for events that have multiple family groups addending. This is great for events special 1 day events like a New Year’s Eve Party.
  • Attending Students: This charge type is used for events that need to charge a fee per student. This charge type is great for events/classes that don’t follow the standard session like lifeguard training course.
  • No One: This charge type is used for events that on one is charged for attending and no family groups/students can be added. This type is great for things like staff meetings or place fillers for your schedule.
• Price Type – This will decide how the event is charge to the families account. There are currently 2 options:
  • Fixed Amount: Single price for any attending accounts/students.
  • Variable: For events where the price may change.
• Price – Sets the default price that is charge for the event.
• Discount Type – Applies a discount to the event.
  • Currently enrolled Students: Discount is applied if there are student enrolled in classes
  • Current or Former Member: Discount is applied if there has ever been a membership registration fee. 
• Discount Price – The price of the event if discount is applied.
• Payment Terms – This decides the due dates of the payment(s).
  • Full Payment When Scheduled – Charges the account for the price of the event in full when it is scheduled.
  • Deposit + Balance on Event Date – Charges the account a partial payment and the remainder of the balance is set for the date of the event.
  • Full Balance on Date of Event – Doesn’t charge for the event at time of schedule but sets the due date on the date of event.
• Contract File – If there is a contract pdf you can upload it here and then it will be available on the schedule page for easy access.
• Status – If the course is available to be scheduled or not.
  • Active: the course is available to be scheduled.
  • Achieved: the course is not available to be scheduled.

Fee Management

This page is used to update any fees that you may charge your clients. Currently our fee management can only update the amount that is charged and active or achieve the fees.

• Description – explanation of the fee.
• Amount – Charged amount of fee.
• Status – Whether the fee is active or not.
  • Active: fee is charged
  • Archived: fee is not charged

Membership Management

This page allows you to update charges for any memberships that you have at your business. Currently you can only update the amount charged. 

Receipt Management

This page is to categorize your online transactions into groups for better financial tracking. You can set as many different categories as you need. 

These categories are used on the receipt report.

Session management is the start of building your schedule. We will take a quick overview of the session management. For a closer look at session management click here.

Session Details

These details are for the single session you are creating.

• Registration Starts –  date that students can be enrolled into classes.
• Registration Ends – date that students cannot be enrolled in the the session.
• Classes Start – date that classes begin.
• Classes End – date that classes finish.
• Mid Season Payment – date that the half payment for the session is due.

School Year Option/Multi-Session Details

These details are for sessions that are linked into multiple sessions. (great way to do your schedule for the year)

• Registration Start – date that students can be enrolled into classes.
• Registration Ends – date that students cannot be enrolled in the the session.
  • if you set this date to the end of the final session you can enroll and dis-enroll students throughout all sessions
• Second Payment – Sets the due date for the second payment.
• First Monthly Payment – Sets the due date for the first monthly payment.
• Total Monthly Payments – Sets the amount of monthly payments that will be charge to the account.
  • These are transactions on the family account only.
• Total Weeks – The total number of weeks that the multi session enrollment will last.
  • This is automatically set once you have created all the sessions that are in the multi-session enrollment.

Course Prices

This area is to add/remove and change the pricing for each course that is in session. Session prices for the multi-session enrollment is managed from the first session. 

Holidays

Set the the day in which the facility is closed during the session. These dates will be skipped for charging the clients. 

Staff Management

This page is to manage your staff within the system. 

• User Name – The name you set for the staff member so they can access the program.
• Name – Name of the staff member.
• Employee Code – The name that shows on the schedule page. 
• Password – Password for the employee to access the program
  • Password Requirements:
    • 1 Capital Letter
    • 1 Lowercase Letter
    • 8 Characters Long
    • 1 Special Character – !@#$%^&*()
• Security Level – Set the permission level of the employee. Click here for a security level table.
• Job Roles – What positions the employee holds.
• Home Phone – home phone contact information. (used on employee phone list)
• Cell Phone – cell phone contact information. (used on employee phone list)
• Email – Email contact information. (used on employee phone list and for password reset.)
• Locked – If the employee enters their password incorrectly too many times their account will lock. Uncheck the box to unlock their account.
• Status – if the employee is active or not.
  • Active – the employee is currently working and can login.
  • Archived – the employee is no longer working or has been released. This employee will not be able to login.
• Dated Hired – Date that employee was hired.
• Dated Released – Date that employee was released from the company.