Community Root Brilliant Web Base Software That Works Recreation Departments ● After School Programs Community Education Programs ●Youth Sports . The purpose of this presentation is to highlight the many features of Community Root’s (CR) web based program.
Brilliant Web Base Software That Works
Recreation Departments ● After School Programs
Community Education Programs ●Youth Sports
The purpose of this presentation is to highlight the many features of
Community Root’s (CR) web based program.
This presentation will take 20 -25 minutes to review. It provides significant detail that will demonstrate how to set up your organization using all the customizable features of Community Root, what your customers will see and experience and the many management and reporting tools in CR.
The simple fact is, the enrollment, scheduling and management software that is available always falls short because it cannot handle the many differences and nuances that are part of Recreation Departments, After School programs, Community Education Programs and Community Youth Sports.
This is why Community Root ‘Saves the Day’!
Remember…you don’t have to purchase anything. There are no upfront costs. you pay a very, very small amount if and only if you have customers and they pay you.
CR is simple web based software linked to your website. With CR you are lifting all the paperwork problems from your office and turning over all the work to your customers.. (without them knowing it!)
Customization is the Key! We understand the frustration with existing programs out there. With CR you do not have to change what you do to try and make it work in some software program. CR allows you to control and customize all aspects of your organization.
Customize registration fees, material fees or other fees. What group, courses or people get charged.
Customize what classes, customers or courses gets discounts. How much and for how long.
Customize and construct specific enrollment forms for a program, location, group or person.
Permit customers to enroll in a class, monitor enrollment, but do not charge them until a minimum is reached.
Set a maximum enrollment number for a program or location.
Set and mix locations, times and programs as events change to flex to your needs.
Permit your customers to correspond directly with your field instructors. (especially important for parents)
Control whether customers pay by check, electronic check, credit cards or vouchers to control you’re A/R
Control whether customers can automatically charge each month. Be able to pro rate accounts for latecomers.
Control the amount, time range and whether to charge a customer ‘drop-in fees’ for scheduling the same day or other late time.
Control the level of access your staff and field instructors have to the management part of CR.
Permit your field staff to access and printout customer schedules, attendance and information forms.
Oversee all accounting, and administration of your entire organization.
Download accounting data to accounting programs such as QuickBooks.
To Begin… your organization simply goes to the CR website (www.communityroot.com) and clicks ‘Sign Up’
Next, Enter your organization’s name & other info here to create your account
(remember to write down the email address and password you create)
An authorization email is automatically sent to the email address you provided. Click ‘verify’ to continue.
CR will take you back to the log-in page. Enter the email address and password you signed up with to enter CR.
Please note, instructions to upload your business logo will be reviewed shortly.
CR will take you to CR’s homepage to begin.
Now select ‘Account’ at the top of the dashboard.
Click ‘Profile’,and continue to enter your Organization or Business information.
Upload your organizations logo from artwork or a picture on your computer for your customers to see by simply selecting ‘Browse’.
Not sure how to capture your logo? Let us know and we can help.
Next, click ‘Billing’ and enter Information about your organization. If you want to receive payments automatically on line and do away with trying to collect money, provide your Bank account information for billing and your customer payments deposits.
(Remember this information is encrypted and only you have access to this secure information)
Click ‘Your Account’, and enter the person who will be the Authorized Representative for the account.
Now select ‘Welcome Email’. This is the welcome email that your customers will see when they sign up with you. You can personalize it any way you want.
Click ‘Payment Gateway’, Payment gateways are companies that process your customer credit card and electronic check transactions in order to make these deposits into your bank account. They work with Banks and Credit card Companies to process payments. You can chooses from our list in Payment Gateways or if you already use one we can customize the software to use your gate way company. If you are unfamiliar with this, we will help you. If you need more information about Gateways, please call us.
Click ‘Gateway Account’ to use one of Community Roots Gateway companies. Fill in the information and click ‘submit’
OK, Now that your Organization is signed up… let’s look at how you add all the parts of your organization to CR.
By ‘parts’ we mean:
The Locations you use to run your programs
The Programs and Courses (including descriptions) you run (You may have them all listed in a paper catalog that you use).
All Programs and Courses prices, dates and times
Any type of discount or fees ( ex. registration, materials, etc.) you use for a location, program or person.
Special situations such as permitting a customer to be auto billed once per month
Normally it will take you 30 minutes to an hour or two to set up your organization, depending on the size of your organization . But except for edits and changes once it is set up it is good for years.
Adding your programs and courses to CR is the most important first step. ( This is the 1st of four slides on adding Programs)
by selecting ‘Setup’
‘Programs’ is already selected
& then ‘New Program’
Add the name of your first Program at ‘Program Name’ . (example ‘Youth baseball’). Then:
Add a Program Description . This provides information that your customer can read about. Similar to a brochure
Next, select ‘Enrollment Type’ and classify this program program as either a ‘course’ or ‘daily’ program. A course program runs a set time and you charge a one time fee. For example a 10 week basketball program. A daily program allows you the flexibility to permit your customers to select individual days and not be tied to a set schedule. For example, in a daily after school program parents can select different days each week or month.
3. Create Categories for your customer to see (similar to a catalog). Examples: Dance, Afterschool, Cooking, etc. Set the Program Price ($129) for either the course program or the rate for a daily program
4. Decide whether to charge a ‘Drop-in’ Fee if a customer comes to the program outside of the range of days you want them to schedule. For example if you want your customers to schedule at least 2 days (Drop-in Range) in advance. If they do not they will be charged the ‘drop-in fee.
5. Select ‘Billing Status’ and click ‘active’ or ‘inactive’ to determine if you will offer this program this year , semester or other time period.
6. Select ‘Enrollment Status’ to decide whether there is enough enrollment to run the program.
7. Select ‘Enrollment Capacity’ if you want set a enrollment maximum capacity to the program. ( example no more that 15 children in the class)
8. Finally, select ‘Program Images’ to upload pictures of your program or course to the customer ‘catalog’ page
When finished, click ‘Submit’. Then follow the same steps and go back and add your next program
Confirm all your programs are in the Program Library
Edit or delete programs as necessary
Next select ‘Locations’ and then add all of the Locations you use to run your programs (example ‘Rec center’, Gym, Classroom, Sports Field, etc.)
Add optional Location information
Select ‘Location Status’ and click’ ‘open or ‘closed’ to select if you are using this location or not.
( Open or Close allows you to use the Location in one season or year , close it when not in use and reopen without having to create it again)
Then: When finished providing information for this Location, click ‘Save’ and add another Location.
Confirm all your locations have been entered.
Then, add the fields you want to see in the form by clicking ‘Add’. Decide whether any information in the form the customer fills in is mandatory by selecting‘Mandatory’
Now, to add more fields to a form you created Go back to Registration Forms, select a form (ex. Athletic) and click ‘edit
With forms completed, now select what payment options you will accept.
Remember, later you can decide what programs or individual customers get what payment options. For instance, you may decide you don’t want to have accounts receivable and just use credit cards and electronic checks, however you may want to allow one or more particular customers to pay by check.
Next, create the different Discounts you may offer.
Select ‘Discounts’ and then select ‘New Discount’
Create a new Discount by naming the discount, provide an optional description, and determine what value ( ex. 10% or 10 dollars)
Select ‘Categories’. Like in a catalog or brochure, create categories to group programs and courses under one area. (ex. all dance programs can come under Dance, all Yoga type classes under Yoga, Academics, etc.)
Create ‘Fees’. Select ‘Fees’ to create fees for course and programs. (Ex. registration fees. late
fees, material fees for courses, sports etc.)
To create a new fee select ‘New Fee’
Complete the new Fees for course and programs.
Name the fee and determine what the charges will be and decide if this is a one time fee or if additional uses should pay.
Calendar Exceptions are set to alert and prevent a customer from booking a course or a program on a certain date. (ex. Professional Days, Holidays, etc). You establish dates you do not want any courses or programs to run to insure either your staff or a customer does not inadvertently try and schedule.
Select ‘Calendar Exceptions’ and select ‘New Exception’ to create
Downloads allow your customers to download and print any paper forms (ex. State licensing forms) that may require signatures
Select ‘New Download’ to add a form
Then, Name the Download form and browse your computer to upload the form to Community Root.
To finish ‘Setup’ and bring all your ‘parts’ together, select ‘Schedule’
This section of Community Root is where you tie all your custom information together. Here you assemble what programs are at what locations with what fees and discounts on what days and times and for instance, whether you will permit a customer to pay on a monthly basis automatically. With CR, for example, you can offer programs in one or more locations, but at different times/days with different fees and discounts and then turn off a location or program for the winter and reopen in the Spring without losing anything.
Let’s look closer…
Click ‘Save’ each time you finish one schedule and go back to Step 1 to enter the next program and location.
Ok, let’s recap.
You have entered your business information that will permit you to link CR to your site, uploaded your logo so customers feel they are on your site and entered financial information so monies can be deposited to your accounts.
You have entered in all your different programs and locations.
You have created all the forms your adult or children customers may need to complete.
You have entered in any type of discounts and fees you may or may not charges a program, group or individual.
And you have assembled and customized this information to tailor to your specific needs.
Now, before we look at the Management and Admin functions let’s see what your customer will experience.
Now let’s explore what your customer will see and experience!
To Begin, CR places a Log-in link and an Enroll link on your website so it is easy to find for your customers.
After your customer clicks ‘Enroll’ from your website they are taken to the customer sign up page to create their account.
(we also remind them to remember the email and password used to sign up)
If they already created an account they simply ‘Login’.
After your customer creates their account, they receive a personalized welcome email that you created. The email confirms, secures and verifies their account.
When they Log into their account for the first time, they will confirm their Location, if you are an organization with multiple locations.
After the customer Logs in, CR takes them to their homepage. The customer site is set up to be intuitive and straightforward. In the case below an adult (Michael Smith (this is you)) created the account. Only an adult over 18 can create an account.
In this case he is a parent and he created accounts for two children by simply selecting ‘Add Students to Enroll’. If this was an adult only signing up for a adult community ed program he would ‘select’ himself then click ‘Submit and Continue.
Note: a selection changes color to confirm your selection
Next, your customer will pick the programs they are interested in. Like your catalog (if you use one), CR is set up to make it easy for your customer to find the programs and courses they have interest in. By default, they first can see all the programs you offer. Like a catalog, you can put an exciting and detailed description of courses and programs and upload pictures of the course for your customer to browse.
After checking off the programs they want to schedule they click ‘Submit and Continue’
Similar to a Catalog, your customers can narrow down their interest in your courses by clicking ‘Categories’. You can create as many Categories as you want. For example if you have several dance classes you create ‘Dance’. Your customers can select ‘Categories’ and then like your catalog select ‘Dance’ and all of your Dance classes will appear for them to review descriptions and select.
Next, CR takes them to this calendar page. Here they can see what they scheduled and when (color turns green) .
If you created a ‘Daily’ program such as an after school program, the system allows them to select individual days if you permitted it. This is especially useful to parents who do not want to be locked into a schedule. When they select a day, the color turns green, if they click it again it turns back to grey signaling it has not been selected.
When finished they click ‘Submit and Continue’
Next, if you created different discounts you can if you want turn them on or off for customers to see and apply. If your customer believes they are eligible for this discount they click ‘Add’ and the button will turn to‘Pending Approval’. If they are accepted by you the grey ‘Add’ button will turn to ‘Approved’. Later we will show you in the management section how you can accept or reject a discount application.
Next, your customer is brought to the forms area. Here depending on what forms you created for any particular program, they will fill them out. CR only presents the necessary forms to your customers to fill in. For example if the parent registered for a adult community ed program they might just fill out one small simple form. However, if the adult scheduled their children for an after school session they may have several forms that need to be completed. Also, remember you will have the option of making any information mandatory or optional. If mandatory they cannot continue until the form or parts of the form are complete.
Next, your customer will see a summary of what they purchased. In this case the summary reflects the courses and daily programs they purchased. They can ‘Remove’ any programs here. If they applied for a discount it will show them it is ‘Pending’. In this case the ‘multiple course discount’ discount was approved and they received it. Note they were also charged a registration fee, a course material fee & a ‘drop-in’ fee for scheduling within a drop-in range that you set for the program.
Next, your customer decides how they want to pay. You can control what options are available, especially if you decide to allow all or a few customers to pay by check and thus create accounts receivable.
They can review and print out their receipts for tax purposes. You can place organization information such as tax ID numbers on the form.
If your organization needs a paper form that must be signed, your customer can click ‘Downloads’ to access forms they need to download , print and sign
If you turn ‘Messages’ on, Your customers can click ‘Messages’ to send messages to you or your field instructors or teachers. Your teachers can access these messages any time. This is especially helpful for parents that have a concern about their child.
Let us now take a look at the reporting, management and administrative capabilities of Community Root!
Let’s begin the management review by looking at the left side of the program.
Overview shows you all your programs, locations , dates, prices in one view. Here you can quickly modify, copy or delete.
‘Drop-ins’ permit you or your instructors in the field to simply and quickly add either new customers or existing ones that were not scheduled, but show up for a course or program. The system automatically charges them and puts them in attendance reports. The system can also charge them a ‘drop-in’ fee if you authorize. The system allows you to conduct an instant search to find any particular customer.
The ‘Calendar’ shows you any or all your programs and courses in a calendar format to insure there are no conflicts
‘Accounts’ enable you to review any customer account . For example, you can decide on payment options for any individual customer. You may decide you will no longer accept checks to eliminate chasing after accounts receivable. However you may have a few customers you will permit to pay by check. Here you can turn on that function for that customer.
If the button is green then the customer is eligible to select . If you click the button it will turn red and they cannot select.
‘Credits’ permit you to provide a customer a credit to their account. There are many reasons a credit might be given. In CR you simply select the customer and apply the amount of the credit.
If you accept ‘accounts receivable’, CR will track them for you. If you receive all or a partial payment you can apply to keep track.
‘Recurring Billing’ , if turned on, permits your customers to pay once per month (or a time period you choose). Here you can select All accounts or select individual accounts to charge .
CR will track what has been paid and what remains to be paid as well as the payment schedule each individual is on.
‘Specialty Discounts’ allows you to ‘Approve’ or ‘Reject’ a discount application from a customer. If you accept, the customers ‘discount’ button will turn green notifying them their application for that discount has been accepted. It will turn red if you reject the application.
‘Billing Activation’ provides you with the tools to monitor enrollment in one or all programs.
You can set minimum or maximum enrollment and ‘Activate’ or ‘Deactivate’ a program. If enrollment reaches a satisfactory number and you activate, CR will automatically charge the customer and send them an email that the course is activated. The system will not charge them before hand and therefore there are no refunds to deal with.
‘Staff’ and ‘Access’ controls who you want to have access to CR’s management. You can set different levels and customize what each level has access too. For instance, if you have a field instructor, you may want them only to see attendance and customer roster information, but no other management of financial information.
Next, select ‘reports’ from the top dashboard.
‘Enrollments’ show you or your field instructors what the enrollments are for each day during the week for a particular Location or Program. They can look ahead to other weeks.
‘Rosters’ provide you or your field instructors important information about each customer in their class with important contact information. Rosters can be exported to excel to quickly set up attendance in any format. (example by grades)
‘Projections’ are used by management to look at past, current or future enrollments in any location or class. This report helps detect trends up or down in any program and helps management decide whether to continue the program or location
‘Students’ provides you with fast, up to date information from the forms your customers filled in. For instance all the forms required by a state licensing authority are here for you or your field instructor. Just click on a particular form to view the information . If a paper form is needed you can print and keep the records on site.
Ledger, Transactions & Payments are all accounting functions. They provide your accounting person with all the information necessary. All accounting information can be easily downloaded to you accounting program. (Ex. QuickBooks).
‘Revenue’ is an important financial tool for management. Management can review all revenue or sales from a particular location or program. We define revenue as monies collected in a given time period regardless of when the purchase (or program occurs) was for. We define ‘sales’ as the total amount of programs an courses purchased for a specific time (ex. a day) regardless as to when it was purchased.
Thank you for your time.
As you can see CR is unlike the ‘shopping cart’ type programs that are on line. They are mostly one size fits all. The simple fact is every organization has many situations with customers, programs, locations etc., that create the need for great customization. Springboard Education in America, a nationwide after school program is like that. That is why they choose Community Root.
It will simply fit what your needs are.
By the way….coming soon CR will introduce its ‘Social Networking’ feature. If you turn it on, it will allow members of your community to meet each other who have common interest. (ex. cooking classes, tennis, children's activities, etc).
420 Bedford Street
Lexington, MA. 02420
Community Root….’Saves the Day’
420 Bedford Street
Lexington, MA. 02420