Quick Start Guide: Basic Configuration Settings

Overview

There are some basic settings you need to have in place to start creating classes and enrolling students. The below steps give you a Quick Start guide so you can start using your site.

Introduction Video

This video gives a brief overview of each screen once your site is operational.

Setup Guide

TABLE OF CONTENTS

• Overview
• Introduction Video
• Setup Guide
  • Create Class Assessment Levels
  • Add Teachers
  • Add Price Levels
  • Create Classes
  • Add Families and Students
  • Enrol Students
  • Next steps
  • Company Information
  • Enter any closure dates
  • Generate invoicing
  • Further Setup

There are no limitations to the below settings, you can create as many as you need.

1. Create Class Assessment Levels

Go to Configuration → Class Assessment Levels. 

1. Click on the name of the class level to edit the name and colour of the class level.
2. Click on "Add Level" to add in further class levels.

We recommend: adding a sort order so that your class levels will display from your lowest to highest level.

2. Create Teachers

Go to Configuration → Teachers. 

1. Click on the name of the example teacher to edit the name and details.
2. Click on "Add Teacher" to add in further teachers.
3. Click on "Profile" next to each Teacher to add in a blurb and photo.

3. Create Price Levels

Go to Configuration → Price Level. 

1. Click on the Description name of the example price levels to edit the name and default price. Edit the Revenue Type and Tax Level as needed. Save Changes.
2. Click on "Edit Price Matrix". Enter any multiple enrolment or sibling discounting if applicable.
3. Repeat this to add in as many Price Levels as you require.

We recommend: adding a sort order so that your price levels will display in order for ease of selection.

TIP: The Price Matrix does not need to be completed if all enrolments are charged at the default price.

Price Matrix fields blank = default price will be charged.
Price Matrix fields completed = these fields override the default price.
To clear a Price Matrix, enter 0 in all fields and save. This will return to the default pricing (blank).

Create Classes

Go to Classes → Add New Class to Schedule. 

1. Complete all the fields. Be sure to attach the correct pricing and fee calculation template to the class.
2. Repeat the process to create each class.

TIP: Leave the start and end dates to the default.

Start date: The default start date is today. Leave this and you won't need to flick back and forth between dates on your schedule when creating classes.

End date: The default is in 10 years, meaning the Classes will be ongoing until you end them, saving you time in resetting your schedule regularly.

Any closure dates will be blocked so they will not be invoiced.

Add Families and Students

This step assumes no family data has been imported into your site. Data can be imported (contact Support) or added individually (see below).

Go to Families → Add Family. 

1. Fill in the details. Click "Add Family".
2. Click on "New Student". Enter the student name, date of birth and student level.
3. Repeat step 2 to add in more Students.

Enrol Students

With your Classes, Teachers and Price Levels created, you can begin enrolling students into their Classes.

From the Family screen, under the Student click on "Add to Class", or, from the Student screen click on "New Class Enrolment". 

Related article: How To: Enrol a Student into a Class

Next steps

Company Information

You will need to input your company information and logo:

1. Configuration → Company.
2. Configuration → Statement Image / Logo.

Enter any closure dates

Any dates you do not want to invoice for need to be entered prior to invoicing at:

1. Configuration → Public Holidays and enter any single closure dates that apply to all students.
2. Configuration → Do Not Bill Periods and enter any longer closure dates. These apply per Fee Calculation Template.

Related article: How To: Block Dates from being Invoiced (Closure Periods)

Public Holidays apply to ALL students. Do Not Bill Periods apply per Fee Calculation Template. 

TIP: If there are any Public Holiday dates that only apply to some students, enter these as Do Not Bill Periods.

Generate invoicing

Go to Administration → Generate Lesson Invoices to generate fees and attendances.

Related articles:
How To: Generate Lesson Invoices (bulk invoicing)
Quick Guide: Invoice Generation Checklist
Quick Guide: Sending Bulk Statements Checklist 

Further Setup

The above setup will allow you to get started building your schedule and enrolling students. Further Configuration settings are required: for example to take payments, limit make-ups etc. If you are unsure how to further configure your site or where to get started, contact Support: support@simplyswim.com.au 

Last updated 29 June 2026