This article shows Users how to manage Students and send Messages through the Software.

OVERVIEW

The Students overview enables users to view a list of Students (subject to viewing permissions) and some specific details about them such as:

• Student head shot
• Student name
• Sessions owed (if they have been associated to bookings without paying for them) 
• Last appointment details
• Next appointment details
• 2 additional reference fields

The Students overview page also has a number of filters as follows:

• Active
• Inactive
• Frozen
• Shared  / Private (Student visibility state with other Tutors / Administrators)
• Groups
• Locations (Students who have been associated to multiple Home Club Locations

On the far right, Users are able to either message Students by selecting "+Message" or add a Student by selecting the "+" button. See below for more information.

Users can also select to go into a Student's profile by selecting the name of the Student.

ADDING STUDENTS 

To add a new Student onto the system Users should do the following:

• Go to Students
• Select the blue + button
• Fill in the following Key Information:
• Name
• Email
• Date of Birth
• Gender
• Home Club (Location)
• Tutor visibility should show PRIVATE and shared with a tutor
• Client Linking is not usually used with Eduction Courses so this should show no linking.
• Each Student will need to be assigned to a group so that you can auto assign content to them based on their course.
• Guardian Angel is not usually used for Education Providers. However could be used if you wanted to assign a specific tutor to a student.
• Interested in field is mandatory as are course details, source and level.
• The “I have permission to put these online” is a legal verification to ensure that the club is allowed to add them onto Fisikal. Please keep this checked.

By selecting SAVE (as long as notifications are turned on) a club branded email is sent out to the student. This notification will give an overview of the programme and will contain the log in credentials required for the student to access the system.

EDITING STUDENT INFORMATION  

Users can EDIT any details of the student’s record by doing the following: 

• Go to Students
• Use the search bar or scroll down the student list to find a specific student
• Select the Student’s name to access their profile on the system
• On the Student’s Overview the only relevant sections are:
• Next Appointment
• Profile Details
• Select the PENCIL icon on the Profile Details
• Amend relevant details
• Select UPDATE to save

DISABLING STUDENTS 

If a Student needs to be blocked from accessing the system for any reason this can be done as follows:

• Go to Students and click on the student’s name you wish to view
• Select the pencil icon on the profile details section
• Scroll down and select STATUS and change the option to INACTIVE
• If you want to block the student for a particular period of time, you can change STATUS to FROZEN, where you can enter a reason and a date that they can access the system again
• By selecting UPDATE this will save any changes made

RESENDING STUDENT WELCOME E-MAILS 

If a student is not able to log into the system for reason or they have forgotten their log in details, the Users can re trigger the notification to be sent to the student. This can be done as follows:

• Go to Students and click on the student’s name you wish to go to
• Select the pencil icon on the profile details section
• Select the button that says RESEND WELCOME EMAIL
• By selecting UPDATE this will save any changes made  

The student should receive a notification within 5 mins. If for some reason the student still does not receive this, please check the email address that is shown on profile. Other known failed notification delivers include the following:

• Work firewall
• Message goes into TRASH or SPAM immediately
• Sender not on SAFE LIST
• User has an @AOL Email address (sensitive firewall)
• User has a @HOTMAIL Email address (sensitive firewall)
• Email address does not exist
• User has incorrect password on their email and no emails are being delivered into this account
• Email address has spelling mistake(s)

CREATE MESSAGE

Users are able to send messages to Students and Tutors through the Software. Do do this they should navigate to the Students Overview page and select the "+ MESSAGE" button on the right of the screen. Users will see a screen as follows:

SUBJECT

Users should enter a title for the Message. This is shown as the Email title when delivered to recipients.

BODY

Users are able to enter copy, imagery and HTML into the body of the message. Users can configure how this information is presented by selecting the options in the menu for the message body. There is no need to start the email by addressing the Users such as "Hello..." as the system will automatically add this to the start of the email and customise it for each recipient individually.

PICK USERS TO DELIVER TO

Users can select individual Students or Tutors that this message should be sent to. Users should enter the Name or Email address of recipients. The software will search and present options that Users can select from. Users can remove recipients from the deliver to section by selecting the DELETE button shown next to their Name.

GROUPS

Users can select to send this message to specific Groups of Users. This could be for Student or Tutor Groups as required. The Message will only be sent to the Users that are associated to the Group at the time the Message is configure to send.

DELIVER

Users can configure if the Message should be sent IMMEDIATELY or AT SPECIFIC TIME in the future. Please note that if you do select AT A SPECIFIC TIME, it is not possible to Edit the Message. 

Once all the sections have been added into the Message, Users should select CREATE. The Message is added to the queue to send and should arrive within 5 minutes if not immediately. The Communication will appear with the Club Logo and Club Motto (if configured).

Users should make sure that they have configured the Club REPLY TO ADDRESS which can be done in SETTINGS > CLUB > COMMUNICATION SETTINGS. Although the email will appear to come from NoReply@fisikal.com the reply to address will show either the E-mail address of the sender or the E-mail address configured in Communication Settings.

STUDENT SPOOFING 

It is possible for Users (with relevant permissions) to log in as a student to help them use the system or check if they are experiencing any issues. In order to do this Users should do the following: 

• Go to Students and click on the student’s name you wish to go to
• Select the SPOOF button at the top of the profile details section
• Users are free to do everything that this specific student can do on the site
• When Users wants to return back to their own site they should select their admin name at the top right of the screen as circled below