Class Sign In

When retail products are enabled, you can assign popular products purchased in conjunction with a class sign-in a Quick Cash Sale ID (CSI) so that those products can be sold without navigating out of the class sign in sheet.

For example, the following items in the products table are assigned a CSI of 1, 2, and 3 respectively:

• Mat Rental
• Towel Rental
• Water

On every class sign in sheet, these three items will appear and can be used for cash only sales of these items. The purpose is to speed up the class sign in process by reducing the number of screens the front desk through.

The CSI number simply dictates the sort order on the class sign in sheet for quick cash items. You can assign more than one product the same CSI number and the items will be listed alphabetically instead. 

To use Quick Cash Sale:

1. Click on the class sign in link.
2. Click the plus (+) button for the item that was purchased at the time of signing in.

If you need to remove the item as a sale, click the minus (-) button.

Sales for Quick Cash Items appear on the sales report as purchased by "Walk In"

Cross Regional refers to linked sites that allow clients from a location with a separate MINDBODY site to use their class pass or membership at another site and location.

Cross Regional Lookup refers to the process of looking up a client in the linked site to sign them into class.

To do a cross regional lookup, click the sign in link of the corresponding class and do the following:

1. Change the search criteria from Local Region to the name of the cross regional location.
2. Choose the search field option: Last name, first name, middle name, nick name, phone or ID.
3. Type in the first few letters of the client's name, or first few numbers of the phone or id.
4. Click Search.
5. Click on the client name from the list of search results

Tag Clients is a function that allows you to temporarily select a list of clients in one class and use that list to generate reports for tagged clients only meaning that all other clients not tagged will not be included in the report results.

For example, you tag all clients who attended the morning Beginner Class and generate a mailing or email list for just those clients. To tag clients from a class sign in sheet:

1. Click the corresponding sign in link.
2. Click the Tag Clients button on the right hand side above the class sign in sheet.

Tag Clients New

The tag clients new button tags all clients on the sign in sheet and simultaneously clears any previous list.

 

Tag Clients Add

The tag clients add button tags all clients on the sign in sheet and keeps any previous list.

 

Register Tagged Clients

Once you have a tagged list of clients, you can choose to sign in a group of clients to a class instead of adding them each in one by one.

To register tagged clients, you must first enable this option through Class & Event Options:

1. Follow this menu path: Toolbox => Setup => Options => Class & Event Options
2. Under Reservation System Policies, check the Enable box for "Class Sign In - Enable Registering Tagged Clients."
3. Click Update to save changes.
4. Next, click the corresponding sign in link for which you want to register the tagged list of clients.
5. Click the Register Tagged Clients button next to the search button.

You can choose the sort the class sign in sheet by sign in order or last name at any time. To change the sort order from the sign in sheet: Choose the sort by method at the top of the sign in sheet as:

• Sign In Order
• Last Name
• First Name

To change the default sort by method:

1. Follow this menu path: Toolbox => Setup => Options => Class & Event Options
2. Under Reservation System Policies, locate "Class Sign In Default Setting -- Sort by Signed in Order."
3. Check this option to have it sort by the signed in order.
4. Uncheck this option to set the default to sort by last name.

Adv. Register is short for advanced registration. This is where you can make a recurring reservation for the client.

1. Click the Adv. Register Button in the upper right corner of the sign in sheet.
2. Use the search field at the top to look up the client who is making the recurring reservation.
3. Choose the recurring reservation options at the bottom of the screen:
   "Make this reservation" (frequency) -- choose once a week, once every other week, or once a month.
   
   Select Days -- only the days that the class is scheduled on appear, choose the days of the week for the recurrence.
   
   Start Date -- choose the date of the first reservation
   
   End Date choose the date of the last reservation
   
4. If the client has an active series or membership to pay for the reservations or you would like to purchase a series or membership to pay for the recurring visits, click the "Click Here to Make Recurring Reservation" button.
   
   To see if the client has an active series, look to the upper right corner beneath the search field. Their active class pass and number of remaining visits are listed.
5. If the client does not have an active series or membership to pay for the reservations or you do not want to purchase a series or membership to pay for the recurrence, click the "Click Here to Register All as Unpaid."

This option is visible if you have enabled sign in receipts through Business and Location Info. (Toolbox => Setup => Options => Business & Location Info) Sign in Receipts print the name of the class, time, teacher and client registered.

Businesses utilizing the sign in receipt use it as verification at the class door to ensure all participants have paid. This ensures the instructor that they will be paid for all clients in attendance. Anyone who is unpaid will show as a "comp" visits on the payroll report.

To use sign in receipts:

1. Follow this menu path: Toolbox => Setup => Options => Business & Location Info.
2. Select the location (if more than 1 exists) that you would like to use sign in receipts at.
3. Click the Class Sign In -- Print Sign In Receipts options.
4. Click Update.

Sign in Receipts will automatically appear when you sign in client into class. Click the print button to print the sign in receipt on your Star Receipt printer or on another printer.

Sign In Receipts can be disabled before signing someone into class. To block the alert, uncheck the Print Sign In Receipt checkbox above the search field on the class sign in sheet before looking up a client to sign in.

Anytime you sign someone into class without using the Adv. Register option or if the client did not make their own reservation online, you can be alerted that the client does not have a pre-registration for the class. Alerts for non pre-registered clients can be set up through Business and Location Info.

1. Follow this menu path: Toolbox => Setup => Options => Business & Location Info.
2. Select the location (if more than 1 exists) that you would like to use the alert at.
3. Click the Class Sign In -- Option to Alert Non Pre-Registered Clients.
4. Click Update.

Non Pre-Registered alerts can be disabled before signing someone into class. To block the alert, uncheck the Alert Non Pre-Registered Clients checkbox above the search field on the class sign in sheet before looking up a client to sign in.

You can be alerted through a pop up window when you sign someone into class who owes money. To enable this option:

1. Follow this menu path: Toolbox => Setup => Options => Select Class & Event Options
2. Under Reservation System Policies, check the Enable box for "Class Sign In -- Alert Clients w/Negative Account Balances." 5. Click Update to save changes.

To access a client's contact information from the class sign in sheet, click their name.

To email a client from the class sign in sheet, click the email icon. Clicking the email icon opens your default email editor as defined in your Internet browser options.

Regular client account alerts are displayed with a yellow triangular icon. More urgent staff alerts are displayed with a red triangular icon. To read the alerts from the sign in sheet, move your mouse over the alert. A bubble will appear with the notes contents.

To charge a client for a reservation made that they did not show up to or called to cancel outside of the cancellation window, click the Late Cancel checkbox on the class sign in sheet.

To cancel someone from a class without charging them, click the red x button to the left of their name on the class sign in sheet.

To mark someone as a no show for a class, uncheck the signed in box. You can choose whether or not to deduct visits for no shows under Class and Event Options.

1. Follow this menu path: Toolbox => Setup => Options => Class & Event Options.
2. Select Class and Event Options.
3. Under Reservation System Settings, locate the option, "Deduct No Shows from Client Series and Packages."
4. Choose Yes or No.
5. Click Update.

Other no show options under Class and Event Options:

• Pay Teacher for No Shows -- if you want to the teacher to receive payment for clients who made a reservation and did not show up, choose yes; otherwise choose no. In order for the teacher to be paid for the no show, the client must have an active series or package.
• Make Future Reservations as No Shows -- if you make a lot of advanced registrations, you can choose to have the signed in checkbox checked or unchecked when the reservation is made. The recommended setting is to have this option enabled so that you can easily see who did not sign in for the class.

To quickly view a client's accounts and contracts history from the class sign in sheet, click the History button on the right of their name on the sign in sheet. Click the back button to return to the class sign in sheet.

1. To make a teacher substitution from the class sign in screen, click the substitute link in the upper right corner of the sign in sheet.
2. The date range is automatically selected for you.
3. Choose the new teacher and pay rate.
4. Click Submit.

1. To print a copy of the sign in sheet, click the sign in sheet link in the upper right corner of the sign in sheet.
2. Choose your printer.
3. Click Print.

You can view individual attendance with revenue reports for each class from the sign in sheet.

1. Click the Attendance Report link in the upper right corner of the sign in sheet.
2. The appropriate filters are already selected for you.
3. Click Generate.

You can add and remove assistants from classes directly from the sign in sheet. In the top right corner of the screen, use the Assistant 1 and Assistant 2 drop down lists to change or remove assistants.

To change an assistant:

1. Use the appropriate Assistant 1 or Assistant 2 drop down list and choose the new assistant.
2. Click Update.

To remove an assistant:

1. Choose "None/Select" from the drop down list.
2. Click Update.

Waitlists allow you to keep track of full classes and add clients from waitlists as spots open up. Some waitlist restrictions:

• Clients can only be added to a waitlists when the class is two or more hours from the start time.
• After the two-hour waitlist window has passed you can only add people from the waitlist to the class or overbook the class. If you add someone to the class when the class is less than two hours from the start time, the client is automatically booked into the class. This is done to give ample time to confirm reservations made from the waitlist.
• If a client cancels online, the first person on the waitlist is automatically added to the class as long as the class is two or more hours from the start time.

To enable waitlists for classes or events:

1. Follow this menu path: Toolbox => Setup => Options => Class & Event Options.
2. Under Reservation System Policies, check the Enable box for the option, "Enable Waitlists."
3. Click Update to save changes. Next, you will need to assign the waitlist size to each scheduled class or event that allows wait listing.
4. Click the class name from the schedule for which you like to add a waitlist.
5. Add the waitlist capacity to the waitlist field.
6. Click Update.

 

• If you would like clients to put themselves on the waitlist, the class capacity and max web signups must be equal.
• Once the class reaches capacity and is still two hours from the start, the next person you add to the class will automatically be placed on the waitlist.
• Anyone enrolled in the class from the waitlist is displayed in gray. Once their reservation is confirmed by clicking the waitlist confirmed checkbox, their name appears in color. Use the waitlist confirmed to track those that receive confirmation of being added to the class.
• To manually add someone to the class from the waitlist, click the Add to Class button across from the client's name on the waitlist.
• To cancel someone from the waitlist, click the red x to the left of their name on the waitlist.

If you diligently take pictures of your clients, we have a slick way of displaying their images on your Class Sign-In screen. For every client with an uploaded picture, you'll notice a camera icon to the left of his or her name. If you click on the camera icon, the MINDBODY system quickly displays the client's photo in the upper left corner of the screen. In just a few seconds, your teachers can use this feature to quickly see the faces of everyone signed into their classes. If you don't see a camera icon beside a name on the Class Sign-In screen, then that client doesn't have a picture uploaded into his or her Profile screen.

 

How to See this Feature:

• Click on each camera icon and the client's picture will appear in the top left corner of the screen.

 

How to Upload a Client Photo

1. Take the client's picture with a digital camera
2. Save the picture on your computer
3. Look up the client's profile inside the MINDBODY system
4. On the client's Profile screen, click on the Browse button in the upper right and upload the picture that was saved on your computer.