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System Administrator's Guide .

All system operations can be controlled when Clubi is logged in as an administrator. For example: нь: Directly manage system operations such as adding and editing branches and services, creating classes, changing class information, adding clients to classes, editing and deleting client information, etc. With the help of this manual, you will get a complete understanding of the system.

Admin

Access to the system

Enter the username and password registered in the system in the phone number and password fields.

Homepage

The number of registered customers since the start of using the system
The number of new customers registered in the system that month
The number of customers attending courses registered in the system in a given month
Number of classes in the month
Total study hours for the month
The total number of absences for that month
The number of instructors (instructors) attending classes in the given month
Monthly sales amount and receivables
Total receivables accrued

Branches

Clubi > Branches window, there is a list of branches registered in the system. From this section you can add and edit branches.

Click on (1) to add branch. Edit a branch, click on the button (2) of the branch to be edited. Field (*) must be filled in the field add and edit window.

You can set (1) which Qpay account you want to accept payments at the branch. If there are many halls within the branch, the halls are registered one by one in the hall section. (3) button to create a new room, (2) button to delete the created room

Service

Clubi > Service window , there is a list of services provided by organizations registered in the system. You can add and edit services from this section.

Add service and edit window are the same, click (1) button to add service. But when editing or deleting a service, click on the service (2) button. Field (*) must be filled in the add and edit service window.

In the add and edit service window (1) or active is the setting to use or not to use the service to create classes. If set to disabled, the service cannot be used to create classes.

Teachers

Clubi > Teachers window, there is a list of teachers registered in the system. You can add, edit and delete teachers. You can see the schedule of the teacher's completed and active classes..

To add a teacher, click (1). But when editing or deleting a teacher, click on the button (2) of that teacher. (3) Click on the button to see the information about the teacher's current and completed classes.

Add, edit and delete teachers

The (*) part of the add and edit teacher window must be filled. When creating a teacher and system administrator, set the system access level (1).

Admin or manager type of rights to manage all system operations
Administrator rights work at the administrator level, with others who do not see financial information
A faculty type can only enter and track attendance information for their class.

When restricting admin and teacher access to the system, disable button (2) or the button with access to the system. It can be configured so that the teacher's information is not displayed on the client app (3) even if it is entered into the system.

Teacher's schedule

You can see the schedule of each teacher, the classes he is attending, and the classes he has completed (1). Date (2) in the Teacher's Schedule section displays the schedule information for the selected month.

Class

Clubi > Class window, there is a list of classes registered in the system. You can add and copy classes, edit and delete classes.

To add a class, click (1). To edit or delete the data of the created class, click on the green edit button and the red delete button of the class. Classes can be sorted by options (2) such as active, completed, inactive, and not started. (3) button or copy button creates a new class exactly the same. (4) click on the button to view the details of the class, the class schedule, and input information, as well as the customers who are actively studying, the customers who will study in the future, and the customers who have completed the class. You can also add clients to a class from the class details window.

Add, edit and delete class

Choose from the services registered in the system
Choose from branches registered in the system
Give class names that are different from other classes (Example: 10:00 AM on odd days, etc.)
Choose a teacher to teach the class, you can choose several teachers.
Write the class details
Insert a picture relevant to the class

Class with a hard schedule

When creating a class that continues for a certain period of time and cannot be continued if the class ends, it is created with a hard schedule type.

Class/Training session (in minutes)
The total number of entries for how many sessions
Class/Training Start Date
Weekly lesson schedule
Class/Tuition fee information, and have the opportunity to attend courses with the free option
Setting whether to sell via mobile app
Class/Training period, customers rate the class and leave comments

A type with a time limit

If the duration of the class is 1 month, there are 14 classes in the month with big days and 12 in the month with small days. The customer can continue and renew the class if the period of time has expired, and when creating a class that can be used according to the schedule created during the purchased period, it is created with a time limit type.

Whether the Class/Training status is visible to the client
Class/Training session (in minutes)
Weekly lesson schedule
Class/Training Payment Options (Monthly or Daily)
Duration of Class/ Tuition fee period (1 month, 14 days, 21 days, etc.)
Is there a possibility to attend the course without paying a one-time fee
Class/Tuition Fees
Setting whether to sell via mobile app
Delete payment information button
Class/Training has more than one payment terms, the button to add another payment terms (For example: 14 days 50,000 togrog, 1 month 100,000 togrog, 3 months 250,000, etc.)
Class/Training period, customers rate the class and leave comments

A type with input limit

For example: When creating a class with a fixed 12 sessions, which ends in 12 sessions according to the schedule, and which can be extended if the customer expires, create this type.

Whether the Class/Training status is visible to the client
Class/Training session (in minutes)
Weekly lesson schedule
Number of Class/Tuition Duration Slots (12, 24, 36, etc.)
Is there a possibility to attend the course without paying a one-time fee
Class/Tuition Fees
Setting whether to sell via mobile app
If the Class/Training has more than one payment terms, the button to add another payment terms (For example: 12 s 50,000 Tog, 24 s 100,000 Tog, 36 s 250,000, etc.)
Delete payment information button
Class/Training period, customers rate the class and leave comments

Class details

Button to close enrollment, edit and delete general class information
Number of clients currently studying in the class
Customer information

Current – In classes created with input-limited and time-limited types, entries are delimited by a dashed line (number 5) between incomplete and completed individuals.

Names are displayed for easy renewal of customers whose login has expired. Also, the purpose is to know if the client who has completed his input does not know that his input has been completed and continues to come to the training. The entry shows the completed description (number 7).

Before – To remove from the list the name of a customer who will not actually attend this class in the future, use the button to remove from the class (number 6). This is just an action to make the client's name no longer visible. All previous customer registrations will be saved in the system. The information of the client who was previously in this class, which is not visible in the list, can be seen in the previous section (number 3).

If the customer extend again and continues, it will appear back in the class list.

4. Search for customers from the class

8. Add client to class from admin

9. Class entry schedule

10. If the lesson is postponed using the button to not work, use the add input button (number 12) in case of making up.

11. Changing or adding a teacher

12. When you write a comment by entering your non-working day, it will be displayed on the schedule of class clients. Attention customers.

13. The action of closing this class will not continue and will not be visible in the customer's shopping area. Services that have already started will end normally.

Admin to add to class

Clubi -> Class -> Class details window -> Add to class button

Clicking on the add to class button will show all customers who have downloaded and registered the app. From there, after selecting the user to add, the information related to payment registration will be recorded.

! In case of multiple additions, make sure to keep the amount of input payment the same.

Class client payment registration

Click on register payment according to that user line and the below window will appear.

Enter the amount paid
Date of payment
Select the form of payment and write additional comments related to the payment.

Qpay

As you can see in the window, the customer has 2 payment options

Log in to the bank app and scan the QR code
By clicking Send to Admin Phone, the Qpay claim will be sent to the customer's registered number via sms. The customer can pay by logging in via the link and selecting the bank they want to use.

Sorting class

Select Class < View class in list (1) and use the up and down arrows (2) to set where the class is visible to the client.

Delete class

A class created with any type of hard schedule, time limit, or input limit cannot be deleted if the class already has a customer.

Delete hard schedule class

A class can be deleted after all users have been removed from the class by clicking on the trash can under the DELETE column behind all customers of the class.

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In the type with time limit and input limit, it is possible to immediately remove users whose input has been completed. If the user who has not completed input is clicked on the name and number of the user in the purchase section, click on the trash can and delete all purchases, the user will be removed from the class. Repeat this process on each client so that the class can be deleted after all users have exited the class.

Costumer

In the client window there is a list of clients registered in the system. In this window, you can add a client, edit or delete the client's information.

To add a customer, click (1). Click (2) to edit or delete customer information. (3) Click on the button to view customer details, courses taken, payment history and payment balance. Select the button (4) to see the users registered in the system. Click (5) to search by registered customer name or phone number.

Add costumer

Button to insert customer photo
Enter an active phone number
Enter an active phone number
A unique number that can be assigned by the system to each customer (can be manually assigned outside of the system)
Enter the information of 2 emergency contact persons
Tags categorize your customers by primary, intermediate, or class. This is then used to send alerts and messages.

Costumer details

Clicking the blue button (1) will display Attendance/Purchases , a continuation of the Courses Taken section

Click Transfer Class (1) to transfer the customer to another class.

All courses taken by the customer and payment and balance history are displayed.

You can go to that user and send an alert (1). Interests previously sent to the user are displayed in date order (2).

Internal notes, or notes intended only for internal use of the organization and not visible to users (1). Users can see all the historical notes written in the past in date order (2).

Attendance registration and replenishment of clients

When you click on the button to select a following window will appear.

Payment information

You can continue by selecting Clubi > Payment Information window.

Payment
Unpayment fee
Qpay requests
Refunds

Payment

View payment information (2) recorded in the system between the selected period (1) in the Payments window.

Payment details

View the details of the total payment registered in the system, from which customer, which class, and how much money was paid. Also, from this window, edit the date of payment (1), transfer to another client, (2) * The action of transfer of payment is intended to transfer the payment information registered on the wrong class or on the wrong client to the correct client class. The transfer fee is deducted from the old class payment and recorded as paid on the new class. Payment information can be deleted (3).

Unpayment fee

Can be downloaded and printed as an Excel file (1) Use the Payment registration button to register the customer's payment and send q-pay payment information to the customer's mobile phone.

Qpay requests

Between the start and end times, there are requests for payment attempts using the mobile app QPay. When the QPay request sent from the web to the customer is paid, click the “Check” button to check the payment.

Refunds

A list of customer refunds is displayed between the start and end times.

Send information to the costumer

There are 2 ways to send information to your customers.

Send a message
Send an alert

Send a message

You can send long text messages or pictures via the message menu. You can attach up to 4 photos at a time. You can send information to everyone registered in the system by selecting All.

You can search and send information in more detail to the people you want to send information from (1). For example: the name of the class you are studying, the balance of payment, etc

Send an alert

You can search and send information in more detail to the people you want to send information from (1). For example: the name of the class you are studying, the balance of payment, etc

Settings

Set a non-working day

In Clubi > Settings > Non-Working Day, if you set it to All Branches or Selected Branches (1), the system will automatically shift the schedule of classes to the next available day on the set day. By setting a non-working day for the system, alerts will be automatically sent to users.

Set up Q Pay

There are 2 ways to set up Qpay in the system.

Branches
Class

If the 1st account is configured for the branch, the 2nd account can be configured in the class settings. In this case, it jumps to Qpay, which is configured on the class.

Setting up e-documents

If the settings for sending e-documents are notified to the Clubi system and activated, the column "Send e-documents to the user" will appear.

Set up in-app purchases of services

Set up class ratings

Set whether to show the branch in the user app

Set whether to show the teacher in the user app

Access level settings

Admin or manager type of rights to manage all system operations
Administrator rights work at the administrator level, with others who do not see financial information
A faculty type can only enter and track attendance information for their class.

Tag registration

It is similar to what we use on social media like Facebook and Instagram. For example: If people from organization A attend training, adding the tag "A" to each person can separate the group of people and send messages and concerns. Be sure to use the right tag for you, depending on your circle, course, and club orientation.

Use advanced search

When sending messages and offers, you can search in detail by category.

Free request resolution

You can respond to leave requests from the teacher's app and receive notifications on your phone. The image below shows how it looks on the system.

Feedback

When feedback is received from the user, an automatic alert will also appear, and for the web, it will be placed in the Feedback section. If the answer is written and saved in the internal notes, it will not be duplicated among the system administrators and will not be left out.

Schedule

Class schedule

Schedule > Class Schedule to see all clients for that class. Public attendance can be registered here. You can choose classes and search by changing the date.

Branch schedule

For our multi-branch locations, go to Schedule > Branch Schedule, select a branch and you will see all the classes and schedules for that branch along with the number of customers. Here, it is recommended to view your free time, additional admissions and further planning.