Journal

The Journal is the heart of the system. 💡 Most processes can be carried out directly from the journal.

Main Sections:

• Group Name
• Branch
• Program
• Price for a subscription or per lesson for per-lesson accounting
• Average attendance and average age of children in the group
• Lessons
• Clients
• Cells

Adding Lesson(s)

Click the "+" in the lessons row, select the date or multiple dates, pay attention to the current month, and click the Add button. Lessons are added. It is possible to add multiple lessons on the same day in the same group. The addition process is exactly the same.

Marking Attendance

In the image above, you see that the attendance cells in the journal have different contrasting colors. Each color represents a different attendance result. Green - the client attended 👍, red - did not attend 👎, yellow - did not attend for a valid reason (e.g., sick), light blue - planned attendance (e.g., the client has registered for this group and attendance is only planned), dark blue is a separate type of attendance (when a client is making up a previously missed lesson for a valid reason). See below.

To mark attendance, select the cell with the left mouse button at the intersection of the corresponding client and lesson and mark the attendance status of the session. Then select the color describing the specific situation with the client; the cell will change color. 💡 You can select many cells at once and mark them with one click. To do this, hold down the Ctrl key, select the necessary cells for marking, release the Ctrl key, select the color - all cells will change color simultaneously. Later, you can change the status of the session by clicking the left mouse button on the colored cell and selecting a different color.

Trial Lesson

💡 This is a special type of lesson that is only planned and marked in light blue. If the client attended this lesson, you need to change the color to green. If they did not attend, you need to find out the reason for non-attendance and add a comment via the context menu.

Adding a Client

Click the left mouse button on + Add in the client list. In the menu, select to add a new client (the client has not attended before) or an old client (we know they are in our database). To add a new client, you will need to enter their details, select the first lesson you jointly planned for attendance, and add a comment if necessary. After filling in the required fields, click the Invite button. The client and a light blue cell for the lesson with the planned date will be added to the journal.

When adding a new client, the application tries to find them in the database and finds all similar ones. This helps solve the problem of duplicates due to errors in the last name, phone number, or other data. If you find a duplicate when adding a new client, you can immediately add the client from the database by clicking on it.

When adding an old client, the menu will be different. (🤪🎲 Unfortunately, our naming is poor; if you can think of a better name for this group of clients, we will gladly rename them). See the image below. You won't have to enter their contact details, but you will need to find this client. You can enter the client's last name, first name, or phone number in the search bar. 💡 The system will first search for exact matches among active clients, then for inexact matches and among archived clients. After you have found and selected the desired client, you need to select the date of this client's planned first lesson in this group. The lessons that are already in this group are highlighted with the system color. After clicking the add button, the found client will be added to the group, and a light blue cell will be added for the selected lesson, indicating that a session is planned for that date with this client.

💡 If you click on a white cell in the bottom row, a similar menu for adding a new or old client will appear, and you will be adding the client to the specific selected lesson to which that cell refers.

Adding a Make-up Session

A make-up session is a special type of lesson. If a person is sick, they are not at fault for the absence, and it is fair to provide them with the service in the form of a lesson for which they paid. This is especially important in industries where lessons are for very young children (children's clubs, for example). To account for such situations, make-up sessions for missed lessons have been devised. The mechanism works as follows.

A lesson missed for a valid reason is marked yellow, not red. The assessment of the validity of the reason is outside the system and is at the discretion of the administrator. All yellow cells are accounted for each client. When adding a make-up session, we can select the lesson that we plan to make up with the client.

After adding a make-up session, the lesson cell will turn purple, the made-up lesson will be removed from the list of lessons missed for a valid reason, and a paperclip icon will appear on both cells. If you click on it, you will be provided with full information (who, when, and where the make-up session took place).

Trial Lesson

Alternatively, you can add a client or a make-up session through an empty cell at the bottom of the lesson column. We use a light blue cell for any planned lesson. In this case, the client does not become active in this group, and it is not displayed in the client's active groups. You should use a pink cell when scheduling a trial lesson, if you have one. In this case, the client becomes active in this group. Use a dark blue cell when adding a make-up session if the client is not yet in the group.

Transferring to Another Group

A situation may arise where a client or system user decides to change groups. To ensure that information is not lost, a transfer must be processed. To do this, select Transfer to Group from the client's context menu. Select the group for transfer (any transfers are possible, even between branches), select the lesson that will be the first for this client in the new group (💡 Mandatory condition), and click the Move button.

After adding the transfer, the client becomes inactive (pale color). A transfer icon in the form of arrows is added. As with make-up sessions, by clicking on this icon, you can get all the information about the transfer.

Stopped Attending

After the client confirms their unwillingness to continue attending, you need to find out the reason, comment on the last attended cell with information about the reason they stopped attending. If there are open invoices, they need to be canceled, or if they attended for part of the month, payment for the attended lessons must be obtained. Close the financial documents and send the client to the archive.

After a client is sent to the archive, they are assigned the status Archived, automatic system actions related to them cease (automatic invoices are not generated), and their row changes to a muted color (inactive) and is moved to the bottom of the list in the group.

💡 Important

Basic Principles of Working with the Journal:

• Any plus sign adds something: you can add a lesson or lessons, you can add a new or old client, you can add special columns where you can enter information for reference.
• You can click on any element (lesson, client, empty or filled cell) with the left or right mouse button to get a menu with various options (you can experiment).
• Any element can and should be commented on directly in the journal by right-clicking and then adding a comment.
• If you are working on a phone, you need to use a long press on the phone screen instead of the right mouse button on a computer to access the context menu.
• The journal has two lists of clients: active (bright) - clients actively attending, inactive (muted, pale color) - clients who have stopped attending, make-up sessions, planned sessions.
• You can only delete a light blue cell (planned session) and an empty lesson (no attendance) from the journal; if a client has no active cells, they will be automatically removed from the journal.
• If a client has stopped attending, they should be sent to the archive.
• You can change the sorting in the journal; by default, it is alphabetical, you can sort by age, or create a custom sort where you decide who will be in which position in the journal. This is convenient for groups with individual accounting, where teachers arrange clients in order of attendance by time.