Quick Start Guide: Basic Configuration Settings

Overview

This article provides you with a Quick Start Guide to configure some basic settings to start creating classes and enrolling students.

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
  • 1. Create Class Assessment Levels
  • 2. Create Teachers
  • 3. Create Price Levels
  • 4. Edit / Add Fee Calculation Templates
  • 5. Configure Teaching Areas & Schedule Times
  • 6. Create Classes
  • 7. Enter Families and Students
  • 8. Enrol Students
  • 9. Next steps
    • Company Information
    • Enter any closure dates
    • Generate invoicing
    • Further Setup

There are no limitations to the below settings, create as many as you need. They can be edited at any time.

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.

Further information: 

How To: Configure Class Assessment Levels

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 create teachers.
3. Click on "Profile" next to each Teacher to add in a blurb and photo (this can be actioned at a later date).

Further information: 

How To: Create or Edit a Teacher

How To: Setup a Teacher Profile

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.

Further information:

How To: Setup a Price Level

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 populated Price Matrix and return it to the default pricing (blank), enter 0 in all fields and save.

4. Edit / Add Fee Calculation Templates

Go to Configuration → Fee Calculation Template. 

1. Click on the Description name of the example Fee Calculation Template if you wish to edit the name.
2. Tick the boxes to Show Enrolments in the Portal and to allow Self Check-in. The remaining default settings are the most common. Save changes.
3. Repeat this to add in additional Fee Calculation Templates if required.

We recommend: adding a sort order if multiple Fee Calculation Templates will be created so they will display in order for ease of selection.

Further information:

How To: Configure Fee Calculation Templates

5. Configure Teaching Areas & Schedule Times

Go to Configuration → System Setup → Scheduling. 

1. Enter a generic name for each teaching area (individual names can be set at Configuration → Lane / Area Names).
2. Enter a total number of teaching areas.
3. Set your start and finish times for your Schedule (earliest start time and latest finish time) and "Save Changes".

6. 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.

Further information:

How to Create A Class

TIP: Leave the end date to the default (10 years in the future). This means the Classes will be ongoing until you end them, saving you time in not having to repeatedly recreate your Schedule.

Start date: This should be set to the first date of the class (the default start date is today's date). 
NOTE for first time setup of a new site - leave the default start date so you won't need to flick back and forth between dates on your schedule when creating classes.

7. Enter 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.

Further information:

Adding a new Family

8. 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". 

Further information:

How To: Enrol a Student into a Class

9. 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.

Further information:

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.

Further information:

How To: Generate Lesson Invoices (bulk invoicing)

Quick Guide: Invoice Generation 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 21 July 2026