Quick Start Configuration Checklist

This checklist has been created as a "quick start" guide yo help you set up the most basic configuration settings so that you can get started with your site tailored to your use. The settings below can be found on your Configuration screen. Key sub-headings are shown below with the instructions for that section. 

** When you change / update any settings, make sure you scroll to the bottom of the page and "Save changes" after each section. **

For a comprehensive Configuration to set up your site the best way for your Centre, refer to this guide:

Comprehensive Configuration Guide

You can also contact our Support team to ask questions, or set up a time with a team member to go through custom Configuration.

Quick Start Configuration Settings:

Required Configuration	Instructions
Company Setup (under the "Company" heading)	Fill out all of the pertinent information for your centre. Company Name, Address, Telephone, Email Address, ABN, Email Footer This information will appear on all your correspondence
System Setup (under the "Company" heading)	The headings in bold in this section are all sub-headings under the "System Setup" configuration. Make sure you scroll to the bottom of the screen and click "Save Changes" after you have configured each of these main sub-sections to save your settings. Enrollment For best results the Enrolment section should look similar to the image below. Force Price Matrix (initial billing) selection for new Enrolments - Leaving this box unticked means the enroller can choose either automatic calculation or they can select from your price matrix when enrolling a student into a class.  Ticking this box removes the Automatic Calculation option and forces a lesson price choice when enrolling a student. Price Matrix This section of your configuration is where you build your Price Matrix* framework - how many students per family and how many enrolments for each student possible per week. To do this, we recommend thinking about how many kids are in your largest family, and the maximum number of classes (enrolments) a student can have in a week. If you're unsure, a safe bet is usually 6 students, and 12 classes. You can always add or remove some later. Price Matrix Maximum Classes - the maximum number of classes any student could attend in a week. Price Matrix Maximum Students - Maximum number of students in one family. TIP: We find 6 is a good number if you are unsure of your largest family. Enable Global Family Discount - Enables you to give a percentage (%) discount to families with a certain number of children. Note this discount will apply to ALL students in the family if they have the number of students you specify (elsewhere in your config). Leave this option unticked if you do not want to give a global discount to all students in the one family. We will discuss discounting further down. *The Price Matrix is where you can configure your fees and any discounting (discussed further down).  Limit Price Matrix Family / Student / Enrolment tier calculations within Fee Calculation Template:  - tick if you do not want to allow multiple student/enrolment discounting for students enrolled in classes on different fee calculation templates (example one child is on a term-based program and one child is on a monthly program) - leave unticked if you do want to allow multiple student/enrolment discounting for students enrolled in classes on different fee calculation templates Scheduling This controls the look and settings in the Classes schedule screen. The settings displayed below work well in most cases. The only one you may wish to change is the Total Number Of Lanes/Areas and what they are called (they all need to be called the same thing e.g Area, Lane, Section etc). TIPS:  - Time is in 24 hour time to the nearest hour. The setting below will display 5am - 8pm on the Classes Schedule screen. - A schedule interval time of 5 minutes allows you to create classes of any length of time from 5 minutes and above. Statement This is where you can add in ways you want your families to pay for their lessons, e.g. direct deposit, direct debit, customer portal, etc. This information will appear on your Statements that go out to your families. Go back to your Configuration screen.
Teachers (under the Users / Teachers heading)	Add in your own teachers' names to help you schedule classes. Go back to your Configuration screen.
Class Assessment Levels (under the Assessment Levels heading)	There will be some automatically populated. Edit these to reflect your levels and also add additional if required. TIP: Make sure the colours are not too dark as black text needs to be seen on the colour. TIP: Have the Sort Order matching the level progression for ease when creating classes, marking off skills or changing levels. Go back to your Configuration screen.
Price Level (under the Class Setup heading)	This is where you set your pricing. There will be some data already populated in here. The automatic data is great for having a play around with SimplySwim to see all of its features. You can edit and add to these to reflect your own pricing structure. To edit a Class Price Structure: Click on the Description name of the price level. You can then edit the name, the default class amount, Revenue Type and Tax Level and display order (you can add further Revenue Types fromConfiguration -> Revenue Types). We recommend putting a display order so that you can select your pricing in order when setting up classes or price overrides. Exclude this Price Level from Enrolment/Student Pricing Calculations - this means if you have any discount pricing set up, this class enrolment will not be included and any discounting set up in your price matrix will not include this enrolment. Recommended to leave this unticked unless needed to be excluded. Prevent Global Discounts being applied to this Price Level - this excludes the enrolment under this price level from being included in any global (%) discounts. Editing a Price Matrix for discounting: The green "Edit Price Matrix" button to the right hand side of each Price Level is where you can build discounting into your pricing. This enables SimplySwim to give discounts automatically to Students who have more than one enrolment per week, and/or discounts to 2nd or subsequent students in the same family. If you do not want to give any discounts, leave the price matrix blank. This will charge the default amount. In the example shown below, Student 1 is charged $20.00 for their first lesson enrolment, and $10.00 for each subsequent enrolment. Student 2 is charged $17.50 or their first lesson enrolment, and $10.00 for each subsequent enrolment. Students 3, 4 and 5 are $15.00 for their first enrolment and $10.00 for each subsequent enrolment. Student 6 has a lesson fee in the matrix of -1.00 and this means they will not be charged for their enrolment. As you can see, the price matrix is a powerful module that gives you full control over what you want to charge. Refer to these useful articles for further detailed information: - Setting up a Price Level and Price Matrix (lesson pricing) - Updating your lesson pricing Go back to your Configuration screen.
Family Discount Matrix (under the Class Setup heading if enabled in System Setup above)	This is where you can set a percentage (%) discount for families if you have enabled the Global Family Discount above. This will give a % discount off ALL students in the one family once the family has the number of students specified. The example below is set to give all families with 4 or more students in the same family a 10% discount per student on their fees. NOTE: If you only want to give the 4th child onwards a 10% discount, we recommend to fill out this discounted price in your price matrix instead and do not set a global discount. Go back to your Configuration screen.
Fee Calculation Template (under the Class Setup heading)	Price Levels tell the system how much to charge. Fee Calculation Templates tell the system when, how often and very importantly who to charge. To get started, edit the existing Fee Calculation Template. Give it a name (e.g. "General Billing", "Learn to Swim". We recommend to have the: - prices set per week or per class (this means each class will be billed in the date range you specify when billing) - frequency of invoices / billing to be set to "Flexible Date Range". This means that you can specify the start and end date of the period you want to bill. If you have groups that need to be billed: - for different date ranges - e.g. you might run LTS by school term but Squads by month, or you might run LTS by term and Holiday Intensives in the holiday break; or - for the same date range but you need to have them separated to potentially block different dates or to be able to contact them separately then you should set up a different Fee Calculation Template for each group. If you bill everyone for the same date range and do not need any kind of separation, then you only need one Fee Calculation Template. NOTE: You do not need a separate fee calculation template for each price level. Make-up limits You can set a limit on the number of make-ups a student can earn in a billed period here. A figure of 999 means that make-ups are unlimited. A figure of 0 would not award any make-ups. Refer to this article for more detailed information and explanation on Fee Calculation Templates setup: - Fee Calculation Templates Go back to your Configuration screen.
Public Holidays (under Class Setup heading)	If you do not trade and do not charge for Public Holidays, SimplySwim will calculate this automatically if you enter the Public Holidays into your system. An example of some Public Holidays is shown below. Note: If you want to charge some students for Public Holidays (e.g. you want to charge Squads kids but not Learn to Swim kids), you are best to set them as Do Not Bill Periods instead of Public Holidays - see below). Refer to this article for further information: - Public Holidays Go back to your Configuration screen.
Do Not Bill Periods (under Class Setup heading)	Do Not Bill Periods are used to stop billing over a certain period of time - e.g. if you do not run regular classes during school holidays. Add in a description (e.g. 2023 Easter Holidays), select your Fee Calculation Template to which the "Do Not Bill Period" applies. Select your date range, then click "Add do not bill period". If you have more than oneFee Calculation Template and need to block the dates for all of them, you will need to add a separate Do Not Bill Period for each template. Refer to this article for further information: - Do Not Bill Periods

All of the above configuration can be added to and modified at any time.

NOTE: To set up classes, you must have configured your:

- Class Assessment Levels

- Teachers

- Price Levels

- Fee Calculation Templates.

Now you have your basic Configuration set up, the next thing to do is:

1. Create Classes --> View our Create New Class guide.

2. Add a New Family --> View our Adding a New Family guide.

3. Enrol students into classes --> View our Adding a student to a class / creating an enrolment guide.

4. Do a "Billing Run" to create invoices and attendances. --> View our Bulk Invoice Generation guide. This will not send out any invoicing, it will just prepare invoices for each student and generate their attendances for their enrolled classes.

For a comprehensive Configuration to set up your site the best way for your Centre, refer to this guide:

Comprehensive Configuration Guide

You can also contact our Support team to ask questions, or set up a time with a team member to go through custom Configuration.

Don't forget to join our SimplySwim Users private Facebook group.

Last updated 6 July 2023