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User`s Manual - the Studio Organizer

1. cccsscesceeseeeeees 143 Refunds and Store Credits cccssccccccccccssssssssseneeaccaeceees 144 Dae PAG od ratesesraucees e a detstlansies 144 Delete a Payment from an INVOICE ccc cecceeeeeeeeeees 144 DEMING upa Student LAD sinister a 144 Making S re You Get Paidesse as teotatv ale 145 Credit Card PrOCESSiN Gs nonesis ana i 145 Payment Processing OptioOns cccccccccccccccccceeceeceeeeeseeeeeees 146 User s Manual p 4 Table of Contents Letters amp Certifficates 0 0 ccccccccecesssceeessnteeeeeesssneees 147 Creatine a Templie nanena teneu sts eens eemicne es 149 Letters Certificates Envelope amp Merge Fields 150 Style of Instruction Merge Fields ccccccceeeeeeeeseeeeeeeens 151 Logos Which One Gets Used ccccccccessssscccccccccceeeeeeeeeees 151 Chaneine the Date x6 weeccl etree elieeawe E A 151 Certificate Merge Fieldorercrerearoi na sees 151 Fonts Alignment Tabs amp Indents cccccccccccccccccceeeeeeeees 152 Bvatline va Lener on A 153 the Mailing Button amp Mass Mailings cccccccccceseeeeeeees 154 Mailing Labels amp Bar Code Labels cccccceeeeeeeeeees 155 A4 or US Letter Page Size for Labels nnnnnnn000000000000 156 Creating One Promotion Certificate c ccccccccccssssseeeeeeees 156 Creating Many Promotion Certificates cccccccccccccceceeeeee 157 Notes amp Follow Ups c
2. If one enrolled class is found for this day of the week that class is automatically selected regardless of the class start time and the current time and date are recorded Example Bill Smith checks on Thursday at 5 p m He is enrolled in one class that meets on Thursday at 6 45 p m Regardless of the current time Bill will be checked into the 6 45 p m class with the current time and date Even if he checks in at 7 00 p m he will be checked into the 6 45 p m class If more than one enrolled classes are found for this day of the week the computer will select the class with a start time closest to the time of check in The current time and date are recorded Example Fred Miller checks in on Tuesday at 6 50 p m He is enrolled in Tuesday classes that start at 6 30 and 7 00 p m Fred will be checked into the 7 00 p m class Example Jess Martin checks in on Monday at 5 05 p m He is enrolled in Monday classes that start at 4 45 and 5 00 p m Jess will be checked into the 5 00 p m class the Studio Organizer 5v21 User s Manual p 97 Displaying the Attendance Greeting Full Screen Greeting screen for each Student after a successful Check In Edt Pause Greeting screen for 4 seconds All of the remaining Preferences are explained in detail in the references chapter but here are some preferences you ll want to set right away To display the attendance greeting go to the Preferences screen and click on the Attendance Check In fo
3. My Computers Clipboard If you are using Windows Live Mail Outlook Express Entourage or OS X mail you ll select Default Email Application See Zmar Application Setting the Default for details the Studio Organizer 5v21 User s Manual p 189 General Preferences Backup Snapshot Preference On the General folder tab of the Preferences screen select your backup snapshot options Select Backup at Shutdown every 7 day and the Studio Organizer will be backed up every time you close the program A numbered backup folder will be placed on your desktop unless the Do Not Create a Backup Folder on Desktop box is checked Copy this folder to a USB flash drive and take it home for safe keeping See Backing Up in the built in Help for more details Customer Label Student amp Rank Labels student On the General folder tab of the Preferences screen you ll find the Customer and Skill Level Label fields These let you select the terminology used throughout the software Customers can be called students customers members or clients The second Skill Level Label field lets you decide if ranks will be called ranks or levels The selections you make here will be applied throughout the Level s software Some hard coded information such as report descriptions may use the terms students and ranks but buttons headings and everything you print will use these labels Spell Checking Click the Select Spelling Option link then click on
4. 1010 Location Main Floor v Gender Weight Height Male 178 6 Race Hair Eyes White Brown Brown Uniform Belt Glove Shoe EREN EN EKE Birthday January mm dd Age 1 5 1991 19 Linked Students Created 5 1 06 by James Murdock Modified 5 31 10 by Ed Smith 1010 User s Manual p 34 Creating a New Student Record OK let s start entering students From the Main Menu single click the Student Info button It may be called Member Info Customer Info or Client Info To create a new record single click the New button Remember all buttons in the Studio Organizer require just a single click Click twice and you ll create two new records Student Status Click on the Status field This opens the Status selection window Select a Status by single clicking directly on your choice You can create your own Status entries by clicking the button on this screen Feel free to add items such as Vendors Utilities or anything else you wish This way you can use the Studio Organizer to record all of your important contact information You can enter is 64 quadrillion records so don t worry about filling up the database Next click into the Prefix field and type Mr or Ms or whatever you wish Notice this field has an arrow pointing down Click on the arrow to display a list of all entries that have been made into this field If the list is empty nothing has been entered yet This is called a se popu ati
5. Close Modified 3 19 12 by Ed Smith 100 ad EF Browse the Invoice Entry Screen User s Manual p 126 Creating an Invoice Let s create an invoice for a student To create a new invoice for a student go to the Invoices amp Tuition screen and single click the New Invoice button at the top invoice of the screen Or click directly on the word Invoices on the top left side of the invoice list under the large Cannot Check n check box Or select Quick Invoice from the Wizards menu Or click the Quick Invoice button on the Main Menu then scan or type in the Student There are several ways to add items to an invoice Enter Manually To add an item to an invoice click the Add an Item button on the top right side of the list of items Enter the quantity and the inventory If the inventory matches the number of a record in the inventory module all the Adult Tuition 65 65 00 remaining fields will be filled in See the School Setup tutorial to learn how to enter inventory items Inventory Pick List TN ai To add an item to an invoice from the inventory pick list select the Inventory folder tab on the right side of the screen and e then select a category Single click the item wish to add to the invoice Tuition Pick List If you have duplicated invoices or linked students you can view a list of tuition fees that are included in other invoices Go to the Tuition folder tab on the right sid
6. Dan Smith Rank Hours Duplicate 1 White Belt 1 00 7 Recai Date Active Arrival Time Class 1 2210 Suzie Miller Hapkido M W F View 7 46 PM x Present Style Departure Time Present ka Instructors Hapkido View Dan Smith Rank Hours Duplicate 1 White Belt 1 00 7 Recair Date Active Class Arrival Time 1 25 10 E Suzie Miller Hapkido M W F View 7 46 PM x Style Departure Time Present Present Instructors Hapkido View Dan Smith Rank Hours a Duplicate 1 White Belt 1 00 7 Reca Reset Find Check In Fciose To edit a single attendance record go to the Styles Classes amp Attendance screen or the Style Details screen and click directly on an attendance entry Edit the entry as needed the Edit Attendance Wizard To quickly modify many attendance entries go to the Wizards menu in the menu bar at the top of the screen and select Edit Attendance Or if you re in check in mode click the Edit button on the Enter Student dialog box A Find Attendance Dates screen will appear with today s dates automatically entered as the starting and ending dates You can change those dates or click the Clear All button to empty all fields You can also make selections in any of the other optional fields to refine your search then click Continue A found set will be created in the Edit Attendance Wizard screen The Edit Attendance Wizard allows you to modify all of the attendance fields except t
7. the Studio Organizer 5v21 User s Manual p 16 Web Based Email amp No Internet Connection Using the Clipboard to Send Emails If you re using America Online or a web based email service such as gmail Yahoo Hotmail you can use the Studio Organizer to send email and technical support messages Select My Computers Clipboard is used for creating email messages on the General folder tab of the Preferences screen or in the Smart Support Support Wizard Now each time you click the Send button the email message or tech support information is copied to your computers clipboard Open your web browser and go to your email web page create a new email message click into the message area and paste Address the message to tech StudioOrganizer com Only one email message can be sent at a time Sending multiple emails requires a dedicated email application such as Outlook Entourage or OS X Mail No Internet Connection at School Even if you don t have an internet connection at school you can still use the Smart Support Wizard Here s what you ll do Go to the General folder tab of the Preferences screen At the very top select My Computer s Clipboard is used for sending email When you click Send from the Smart Support Wizard the necessary information will be placed in your computer s clipboard Next open a word processor and paste Save the file and transfer it to a USB flash drive or other media Insert the flash drive into the compute
8. Begin Recording Attendance Before you can begin attendance recording first make a selection from the drop down menu below the Check In button on the Styles Classes amp Attendance screen This drop down menu also appears on the Attendance Check In folder tab of the Preferences screen Once you ve selected your attendance recording preferences there are many ways to enter attendance recording mode e Click the Check In button on the Main Menu e Click the Check In button on the Styles Classes amp Attendance screen e Select Attendance Check In from the Wizards menu e Use the keyboard shortcut displayed in the Wizards menu CONTROL SHIFT A PC or COMMAND SHIFT A Mac The Command key has propeller icon Begin Attendance Check In at Start Up You can also set attendance recording to begin automatically when the Studio Organizer opens Go to the Preferences screen select the General folder tab and select Aztendance Check n from the Go To drop down menu the Studio Organizer 5v21 3 Bar Code Scanner kd Key Pad Bar Code Scanner Touch Screen Checklist Edit Attendance At Start Up Go to Attendance Check In z User s Manual p 100 Bar Code Attendance Recording AOA Enter Student Please enter your Student or Passcode Student or Passcord Characters will be Hidden w Bar Code Scanner Y Key Pad Bar Code Scanner Touch Screen Checklist To begin r
9. Credit Card Processing Q I would like to be able to charge a customers credit card directly from the Invoice Entry screen Does the Studio Organizer integrate directly with any payment processing services A The Studio Organizer does not integrate with any payment processing service Instead you can use any payment processing company you wish Online payment processing companies are notoriously unreliable so check with your personal banker Pay Pal can also be used the Studio Organizer 5v21 User s Manual p 145 Payment Processing Options In October 2008 the major credit card companies issued strict new guidelines that essentially outlaw storing credit card information on a personal computer Therefore the Studio Organizer does not provide the option of storing credit card numbers Also you should not attempt to store credit card information in any fashion on your computer Here are some suggestions for recurring charges such as tuition Use a Billing Company The Studio Organizer is designed to be used with any billing company merchant account or banking service You can export transaction data and fax or securely upload to any billing company you wish to use This is discussed in detail in the built in Help under the Electronic Funds Transfers category Please read Submitting EFT Transactions After payments have been processed use the Record Invoice Payments Wizard to record payments If the billing company provides an EFT results
10. Dara is anything you type into a field Once you enter data into a field that field can be displayed on a number of different screens For example if you type a student s first name on the Student Info screen that name will also appear on all of the other screens as well as in reports ID cards everywhere In a paper based system you have a file folder for each student that contains multiple pieces of paper For example in a student s folder you could have a card with his address info a tuition payment schedule a contract and several pages recording his purchases A paper based system requires you to repeatedly rewrite quite a bit of information such as the students name and address Also there s no easy way to total his purchases or create a report of all purchases When you begin to use the Studio Organizer you ll find you only have to enter information once and then it will appear on many other screens All the information can also be totaled and reported in a wide variety of ways the Studio Organizer 5v21 Record Bill Stevens 123 Western Wa Denver CO 80978 0 pintie a Home Phone 564 5684 k Z Z O Work Phone 958 5847 User s Manual p 27 Browsing Records with the Arrow Buttons When you are viewing records in the Studio Organizer this is referred to as Growsing Use the arrow buttons in the top left corner of the screen to browse through your student records The double left button w
11. If you cannot paste into an email message open Microsoft Word or a graphics program and paste If asked for a file format select jpg or gif Once you ve created a screen snapshot file email your image to tech StudioOrganizer com Emailing Your Data Files In certain situations technical support require your data files In order to correct an error or troubleshoot a problem your data files must be emailed to technical support Which Data Files do I Send Technical support will request the necessary files by name Before sending any files please quit the Studio Organizer then compress and attach only the requested files Also be sure to always use the Smart Support Wizard when requesting support the Studio Organizer 5v21 User s Manual p 216 Email Application Setting the Default The Studio Organizer does not send or receive email messages Instead the software will transfer an email message to your email software then the email software will send the message An email account and internet connection are required If you are using an email application such as Windows Live Outlook Express Entourage Eudora or Mail the next step is to designate a default email application For best results be sure your email application is open and running before performing these steps or using the emailing features in the Studio Organizer Windows 7 amp Vista You can use any MAPI compliant email client such as Windows Live Mail Microso
12. You can also click directly on the Style of Instruction amp Rank text Select a style of instruction from the drop down menu at the top then single click directly on the rank name The S4 e Details screen is now displayed This is a very important screen it will contain your students entire rank history and contains a great deal of essential information Here are the folder tabs on this screen eThe Eligibility amp Expiration folder tab contains fields that determine if a student is approaching a test or is about to expire This information will be displayed on the attendance greeting screen or under under the students photo e The Check Ins folder tab contains a attendance totals and let s you limit the number of times a student can check into classes e The Points folder tab is where you ll record the tasks this student must perform to be eligible to test or enter scores or evaluations for performances eThe Notes folder tab allows you to create notes and follow ups You can also record the students Contract and enter a custom note for this style amp student only eThe Invoices folder tab displays all of the students invoices Once you ve recorded some attendance only the attendance dates for the Rank Displayed will be shown To view previous ranks select a lower rank from the Rank Displayed drop down menu in the bottom left corner of the screen then click the Update button You can add another style of instruction if a stude
13. several late payments Poor frequent late payments Invoices Totals At the bottom of the Invoices amp Tuition screen you ll find several fields that total the payments and invoices of each student None of the fields are modifiable but you can perform finds in these fields Grand Total of All Invoices At the bottom of the Invoices amp Tuition screen you can click the Grand Total of AV Invoices link to display the totals of all invoices for all students in the found set To see a grand total of everything click the Show All button at the top of the screen then click Grand Total of AU Invoices the Vault On the Invoices amp Tuition screen in the lower left corner is an icon of a bank vault 7Ze Vau ris used to store sensitive information such as bank account information Storing complete credit card numbers on your computer is no longer allowed The information in the vault is automatically encrypted using a state of the art 448 bit encryption algorithm similar to that used by the US government The vault is protected by an extra password request Only the Master password or passwords with Admin access can view the data in the vault The Guest password cannot access the vault once the software has been registered For detailed information about the vault click the Help button on the vault screen If you use a billing company to collect tuition you will store bank account information in the vault See the Zvectronic Funds Transfers
14. the Studio Organizer 5v21 User s Manual p 192 the Preferences Screen Attendance Recording Hardware Preference When it comes to recording attendance everything starts at the Attendance Check In folder tab of the Preferences screen First select the hardware you ll use Bar Code Scanner Touch Screen or Keypad If you re using a bar code card reader you ll select Bar Code Scanner Each of the check in options will be explained in detail in the following pages Remember all of this information is just a mouse click away Click the Help button any time you need to refresh your memory Begin Attendance Check in at start up If you wish the Studio Organizer can immediately begin attendance check in each time the software opens To do this go to the Preferences screen and click on the General folder tab Select Attendance Check In from the Go To drop down menu in the At Start Up section No Class Found Error Message When recording attendance be sure each student is enrolled in a style of instruction Otherwise a Vo Class Found error message will appear even if the student is checking into a class they are not enrolled in the Studio Organizer 5v21 Key Pad Attendance Check In uses y gar Code Scanner Birthday Song defaults t 9 OUCh Screen y Checklist Student entered upon arrival com aan At Start Up Go to Attendance Check In User s Manual p 193 Attendance Check In Option 1 On the Attendance Che
15. 8 27 x 11 69 sheet Maling Label Bar Code Label Some printers may not print the last row of labels because it s too close to the edge of the paper Creating One Promotion Certificate To create a single promotion certificate for a student go to the Letters amp Certificates screen and set the drop down menu below the New button to Certificates then click the New button remerge the document First Exam You can view a certificate on the Letters amp Certificates screen by single clicking it Missed an Exam Edit Perfect Attendance Edit Templates A Wizard will appear that will walk you through the certificate creation process When creating promotion Letter certificates or any template using merge fields pertaining to a style of instruction you must select a Style J l i 1st Collection Edit of Instruction on the second Wizard screen a Back from Vacation Edit Once your certificate has been created you can edit it Changes made will not be applied to the original Congratulations Edit imple Exit Letter Edit To edit a template click the Edit button and make the desired changes To apply those changes to an Expiration Pending existing item single click on the template name again A warning dialog box will appear Click OK to First Absence Edit EEE EE EERE EEE EERE EERE EEE EEE EEE EEE EERE EEE EEE EE EEE EEE EEE EE EEE EEE EE EEE EEE EERE EEE EEE OOOO OOOO OOOO D the Studio Organizer 5v21 User s Manual p 156 Crea
16. Certificates in the column on the left side of the screen Take a look at the Templates column on the far right Letter Expiration Pending 1 Templates Templates are form letters form certificates and form envelopes Templates use merge fields to insert a een 3a k e i e Letter Back from Vacation x i students name or information into a letter certificate or envelope The end result is you can create o g efter ongratuiations personalized documents for a group of students with very little effort at Ee x x For example you could create a template which begins Letter First Absence Letter First Exam Letter Missed an Exam Dear lt First Name gt and each letter you create will insert the student s first name into the letter If you ve a used any type of mail merge software such as Microsoft Word you ll understand how templates and merge Letter Second Absence fields work Letter Survey x x 2 gt e gt There are over a dozen sample templates in the Studio Organizer You can scroll through the list on the right side of the Letters amp Certificates screen Consider these suggestions You will most certainly want to create your own contracts letters and certificates To create a template set the drop down menu below the New button to Template then click the New button Or you can click directly on the Templates text under the student number Merge Fields A bl
17. Click the Begin Wizard button and read the instructions on the screen When you click the Begin Updating button this backups all your data and temporarily copies the backup files to your computers Desktop It also locks the current version so if you were to open it accidentally you ll see an error message stating this is an old version Click Unlock to open the file Step 2 Next you ll be taken to the Updating web page Follow the instructions on the screen to download and install the new version of the Studio Organizer Step 3 Open the new version of the Studio Organizer with the Master password provided with your Registration Code Click Register Later then go to the Wizards menu select Updating the Studio Organizer and click Finish Wizard read the instructions then click Finish Updating This copies the backup files from your computers Desktop into the new the Studio Organizer Dasa folder deletes the backup files from the Desktop then imports your data into the new version Be sure to follow the Cleaning Up instructions carefully to prevent accidentally opening the old version the Studio Organizer 5v21 User s Manual p 13 Technical Support Email Technical Support is FREE The Studio Organizer is designed to be easy to use but it s still computer software and understanding how to make it work for you means asking questions and getting answers That s why email technical support is offered free of charge In order to receive free em
18. WEI De Finds essien e T 175 OMIE REQGUCSUS enade a a a 176 Extending be Found SCC cascccescscnecessepeesssdvisaeestiantartaeaeees 177 Red cine a Found Selyasi rns 178 Find Replace Menu Command ccccccccccccccccccceceeeeeeeeeees 179 Replace mo Dala oere toate sete tence eee cata ae ies 180 SONE RECO Sissa e a sane aeananateeanadoetneteetatene anne 181 SPEC KECI nn TO 182 XD CNS CS ooir A 183 Printine Ex peN SE Scenn ai 185 Total Expenses amp Your Accounting Software 00008 185 User s Manual p 5 Table of Contents PECICPONCES sess sesccccpacderinateasecadnntctarneranaasaszanadoicoeaeeadeaeeaers 187 AC StartUp Pretenen Ces c cs cielo eects 189 Email Sending Preferente serrana 189 General Prererenee Soinen a a 190 Backup Snapshot Preference ccccecceeeeeeeeeeseeeeseeeeeeens 190 student amp Rank Labels noniecina e 190 Default Account Name Preference ccccceesesseeseeeeeees 190 l l REDOT US eeen EE eno eet 207 Restore Print Settings Prelerence s cshesedicsecsse eileen 190 Creating a REPO saisstiscleratetieie wes dciy whet nleee aia eee 209 PRETERCNC ES Deli Sras a aasenctunaetaniaagoue 191 ae Customizing a Spreadsheet Style Report ccccceeeee 210 PNDSEMLCE Pre erene E eoor aa esl inal vendned Soumuavanaiasl A 191 Sales Tax RCpOrine sierica a a eieaa aa 211 ihe Prercrences Sree Mesratiiree an r peas rasets 193 Paving State the Time Card Report 211 At
19. amp Member Since Enter the student s family information mother father spouse etc When you enter phone numbers if you enter mother father or spouse in the Relationship field the appropriate Family Member fields will be filled in with the person s name You can edit these auto entries and auto entries are only made if the family member field is empty Member Since The Member Since field is automatically set to enter the date the student record was created If you would like to change the Member Since date click into the field and select a different date from the drop down calendar Days Since Last Class The Days Since Last Class field is based on attendance recorded for all styles a student might be attending It takes today s date and counts backwards to the very last class attended regardless of style Absentee Preference It s easy to flag absent students Just go to the Defaults folder tab of the Preferences screen and enter a number in the Zag An Active Student As Absent If Student Has Not Attended A Class For X Days field If you enter 14 any active student who has not attended a class in 14 days will have the word 44sen appear under their photo on the Student Info screen the Studio Organizer 5v21 Mother Jenny Father Richard Spouse Emergency Referred by Yellow Pages Days Since Member Since Last Class 1 31 10 0 User s Manual p 39 Editing Student s amp Linking Students Student s
20. made to the design of the screen will be applied to all students Click the Preview button to see how the attendance greeting screen will appear the Studio Organizer 5v21 Full Page Y Detailed Brief Records 7 QuickFind Absentees Eligible Expiring Name Jason Givens View User s Manual p 71 the Style Details Screen Style of Instruction amp Level Hapkido White Belt 01 31 11 Eligible to Test xX BJJ Level 1 Almost Eligible x Total Styles 2 That covers the Style Details screen Click the Close button to return to the Styles Classes amp Attendance screen After you ve entered one or more style of instruction on the Styles Classes amp Attendance screen you can quickly view the Style Details screen which displays attendance totals next test eligibility contract expiration date and more To view the Style Details screen first find the student you wish to view then click on Styles Classes amp Attendance in the column on the left Next you ll see a list of all the styles this student is enrolled in the top left corner of the screen under the heading Style of Instruction amp Rank To view the Style Details screen single click directly on a style name This will open a new window which displays the Style Details screen Click the Close button when you re done viewing the Style Details screen To PERMANENTLY delete a style of instruction go to the Styles Classes amp Att
21. or before is too early Students arriving late can check in as late as 7 30 p m 7 31 p m or after is too late If one class 1s found that class is automatically selected and current time and date are recorded If more than one enrolled class is found the student will be prompted to pick a class from a list If no enrolled classes are found a list of all available classes is displayed and the student will be prompted to pick a class from the pick list The student may not be enrolled in classes presented in the pick list When viewing a pick list classes are numbered and the student must select a number If using a keyboard the student must type the number and hit the NUMBER PAD ENTER key If using a touch screen the student simply touches in the number If using a mouse the student simply clicks on the number of the class If using a bar code scanner a printout of bar coded numbers 1 thru 9 the Bar Codes sheet should be placed beside the computer so students can scan the correct number to select a class the Studio Organizer 5v21 User s Manual p 94 Attendance Check In Option 2 On the Attendance Check In folder tab on the Preferences screen you can select how attendance will be recorded Option 2 In order for a attendance greeting screen to be displayed the student must be enrolled in the style of instruction of the class being attending With this option the student does not have to be enrolled in the class being atte
22. 23 2425 26 27l 2a 30 oc a 2 papa ts fet lele fio fis 12 13 ia fis lie lir fig fig 20 21 22 23 24 25 26 27 28 29 30 31 There are several different attendance cards for you to choose from To view them go to the Student Info screen and select Attendance Cards from the drop down menu below the Print button which is located at the top middle of the Student Info screen Then click the Print button Now you ll see the first attendance card design Click on the words Monthly or Blank to view the other designs Select the card you like then click the Print button None of your recorded attendance data is included on these cards These are for manual attendance recording only You don t need any special type of paper to print attendance cards but 110 pound card stock will make the cards more durable Use a paper cutter to quickly separate the cards If a student photo has not been inserted the school logo will appear in place of the photo After you have successfully printed these cards click the Close button to return to the Student Info screen You will be prompted to clear the Print check box for these students You can also click the red X under the student photo field to clear all the Print check boxes the Studio Organizer 5v21 User s Manual p 50 Buttons on the Student Info screen the Duplicate Button Click the Duplicate button to create a copy of the current student s record The student linked studen
23. 23 03 02 10 x 04 01 10 1177 Paid in Full 69 23 0 00 04 06 10 69 23 03 02 10 x amp Access 05 01 10 1178 Past Due on 5 6 2010 69 23 esz 05 06 10 Zs x Expenses 05 31 10 1202 Empty Invoice 06 05 10 i 06 01 10 1179 Balance Due on 6 1 2010 69 23 69 23 06 06 10 Staff Passwords 07 01 10 1180 Balance Due on 7 1 2010 69 23 69 23 07 06 10 08 01 10 1181 b hm sk Lc I lt n ee 623 Due on 8 1 2010 69 23 69 23 08 06 10 Reports Total of 13 Invoices 830 76 Total of 9 Unpaid 623 07 Total of 3 Payments 207 69 Total of 1 Past Due Preferences 69 23 Last Payment 3 2 1 o 90 Days Ago iiini uiai 9 Grand Total of All Invoices Last Missed Payment 5 6 1 o Next Payment Date 6 6 1 o Due in 6 days a 100a ad S Browse the Invoices amp Tuition screen the Studio Organizer 5v21 User s Manual p 122 the Invoices amp Tuition Screen Now we re going to discuss the most important feature of the Studio Organizer the invoicing system Click on Invoices amp Tuition in the column on the left side of the screen Tool tips i On the Invoices amp Tuition screen hold the mouse over the Total field and after a brief delay a yellow tool Responsible for Payment tip will appear displaying the items on the invoice Hold the mouse over the Paid field and the payments George Ortega received are displayed Person Responsible for Payment On the Invoices amp Tuition screen you can enter the person who is responsible for making payments 1
24. 4 Digits 000000000000000000000s00 26 Database Terminology ccccccceeeseseesseesssessessssssaseeaaaaaaaees 27 Browsing Records with the Arrow Buttons c ccccceee 28 WV iC wilh Your 1D ala stiri ce cccrectcuubebssaiseie dente ovat laivadi een 28 Drop Down Menus nici ace 28 A TOW DONIES roren e R 29 Understanding Multiple Screens ccccsssssesseeeseeeeeeeeeees 31 Opening a New WIndow cccccceeeesssssssssssssseeeeeeeeaeaeeeees 31 the Studio Organizer 5v21 Student 0 C1 cee E nie een re reer 33 Creating a New Student Record ccccceeeeeseesecceeececteeeeees 35 Address lol 5 eRe enn en ee on oe err 36 Creation amp Modification Info ccccccccccccecceeceeceeeeeeeees 36 Entering Phone Numb rs escenico aai 37 SERY NOE S e a E ta eeeetaeae Cienael etna oats 38 F il Member Fields narsan a Es 39 Member SiINnCe 3 eee 39 Days Since Last Class Seeron Ta 39 Absentee PTCLEL ONC e esrara anes aha eects 39 CUISINE FS sects saedas a aee caries Lenten A 40 Linking Sidens ssion aan a eS 40 Pitt IRCCOES esia E AOS 41 FAdinS RECOS aian a E NS 42 Printne the FOU dS Claes cesses sate ncstce oe r a ae 43 Preview BUOM eein EE 43 Household Address Check bOX ccccecccceceeeeeeeeeeeeeeeeeseenens 44 Mark CISC DOK ooo tach Banca a E E A 44 Viewing Y OU tala assis nates E eee 45 Inserting Student PHOtOS cccccesecsscescecsseoseesseeesorsseeseeseses 46 Deletine a Studen
25. 6 2 2010 5 5 2010 Eligible to Test for White Belt 1st Stripe Givens Jason Hapkido White Belt View on 3 1 2010 5 5 2010 Absent Miler Fred Hapkido White Beit View Expired Past Expiration Date 5 5 2010 Stripe 4 Classes Required Hapkido White Belt gammy Oaoa Eliciblo te Powt for Yellow Belt 5 5 2010 Miller Suzie ist Stripe gible to Test for Ye 5 5 2010 5 Classes Required Show Enrollment 100 ad E Browse the Promotions Wizard the Studio Organizer 5v21 User s Manual p 80 Changing a Test or Promotion List The Promotions Wizard You can also promote students by going to the Wizards menu and selecting Record Promotions This does the same thing as using the Promote button Take a look at the Wizards menu now to see some of the helpful functions Wizards will perform for you Adding to a Test or Promotion List When you click the Promote button or create a test list or use the Record Promotions Wizard only student who are eligible or almost eligible are displayed If you know a student who should be appearing in the test list or record promotions list you can add them by clicking the Find button at the bottom of the screen Enter the students name and click the Find button again to search your records Select the student you wish to add and click the View button This opens the Style Details screen for this student Now change the Eligibility Override field on the Eligibility
26. 7x them To do this go to the first student s record and click the button to the right of Linked SY Linked Members Students A pick list of all students will appear Use the Status drop down menu at the top of the screen to select which students to view Single click on the student you wish to link This student will now be linked to the student you ve selected and vice versa To view a linked student single click on the students name in the list 1002 Fred Miller Linking students 1s useful when one student might pay the tuition of another student A father can pay his son s tuition if their records are linked Be sure to always link family members To unlink a student click the X next to the student s name This does not delete the student s record it only unlinks the students the Studio Organizer 5v21 User s Manual p 40 Finding Records Some database systems use the word guery but we ll use the term fnd when referring to searching your records QuickFind The QuickFind feature searches all fields at once Select QuickFind from the drop down menu below the Find button and search ALL data fields with one mouse click Records v the Find Button QuickFind First be sure to set the drop down menu under the Find button to Records then single click the Find button You are now in find mode sconces H and you ll notice all the fields appear blank and the screen names on the left have disappeared This reminds you you re in
27. 92 Attendance Check In Preferences Attendance Recording Hardware Preference When it comes to recording attendance everything starts at the Attendance Check In folder tab of the Preferences screen First select the hardware you ll use Bar Code Scanner Touch Screen or Keypad Attendance Check In uses y te siia If you re using a bar code card reader you ll select Bar Code Scanner Birthday Song defauitsti Tuch Screen Checklist Student entered upon arrival comp Each of the Check In options will be explained in detail in the following pages Remember all of this information is just a mouse click away Click the Help button any time you need to refresh your memory 3 2 z 7 kin Invoices Welcome Screen Display Student Photos Preference Stn cer oe aa On the Attendance Check In folder tab of the Preferences screen use the Display Student Photos drop down menu to determine if student photos will be displayed on the Attendance Greeting screen Student Photos can also included on these rosters Class Roster and Attendance Sheet Begin Attendance Check in at start up If you wish the Studio Organizer can immediately begin attendance check in each time the software opens At Start Up To do this go to the Preferences screen and click on the General folder tab Select Attendance Check In Goto Attendance Checkin from the Go To drop down menu in the At Start Up section No Class Found Error Message
28. Fu classes Be sure to review your settings at the bottom of the Attendance Check In folder tab of the Preferences screen to see how halted attendance will perform There are powerful options such as DoDo Not Halt Check ln Do Do Not Require Password and Do Do Not Record Attendance the Studio Organizer 5v21 User s Manual p 115 Attendance Rating Attendance Rating Looking at Attendance records within the past 10 Days A student has a GREAT attendance rating if he or she attends Classes a GOOD attendance rating if he or she attends Classes a FAIR attendance rating if he or she attends Classes a POOR attendance rating if he or she attends Classes Attendance Rating is an optional feature To turn enable Attendance Rating go to the School Info screen and click on a style of instruction then click on the Style Preferences folder tab Set the Attendance Rating field at the bottom of the screen to Ov if you wish to use it If you do not wish to rate student attendance set the Attendance Rating drop down menu to Of aan Hapkido White Belt 01 31 11 Eligible to Test x Select the number of days used by this feature If you would like to evaluate attendance based on the past sa mm 2 Almost Eligible to Test for Level 2 10 days enter 10 in the Days field Use the remaining fields to enter the number of classes a student must PAA attend for the Great Good Fair and Poor ratings as Gorolimen Once you have begun to
29. Invoices Check this box if you want your Tax ID or ABN number to print on each invoice Past Due Defaults to X Days after Due Date Past Due on Enter a number and the Past Due On field on the Payments folder tab of the Invoice Entry screen will automatically be 05 24 10 calculated when an invoice is created Enter 0 if you want the invoice Date Due and the Past Due On dates to be the same Both the Date Due and the Past Due On dates can be edited at any time on the Invoice Entry screen Days Past Due Late Fee Defaults To If you charge late fees enter the standard late fee here Otherwise leave this field blank Late fees are never automatically added to an invoice The can be added quickly by clicking the Late Fee button on the Invoice Entry or Record Invoice Payments Wizard screen The late fee amount can be modified on each invoice Invoice Duplication Occurs This is an important setting to understand If you select Manually using Wizards menu invoice duplication will only occur when you select Auro Dup nvoices from the Wizards menu at the top of the computer screen Automatically at Startup fv Manually using Wizards menu If Automatically at Start up is selected each time the Studio Organizer is opened a dialog box will appear asking if you would like to duplicate invoices Click Cancel if you do not wish to duplicate invoices at this time Do Do Not Duplicate Comments When duplicating invoices the comments f
30. Linked Students Father a Spouse pO Emergency pO Referred by Reports Days Since Preferences Member Since Last Class Created O Household Address F X O Mark F X Modified Main Menu Reports Preferences Main Menu The Student Info screen in Find mode Notice all fields are blank and the buttons on the left have disappeared the Studio Organizer 5v21 User s Manual p 168 Finding Records Some database systems use the word guery but we ll use the term fnd when referring to searching your records QuickFind The QuickFind feature searches all fields at once Select QuickFind from the drop down menu below the Find button and search ALL data fields with one mouse click Records v the Find Button QuickFind First be sure to set the drop down menu under the Find button to Records then single click the Find button You are now in find mode sconces H and you ll notice all the fields appear blank and the screen names on the left have disappeared This reminds you you re in find mode past Due Expiring Eligible Click into any field and type what you d like to search for This is called your fnd criteria For example click into the last name field and type Smith Your find criteria is last name Smith To perform the find single click the Find button again To exit without performing a find select Browse Mode from the View menu at the top of the screen or click the find button again Do not remain
31. O1CE ProlerenC eS eensenn nae a a a nator 205 the Studio Organizer 5v21 User s Manual p 6 Welcome The User s Manua s your complete reference guide for the Studio Organizer Keep a printout by your computer It s designed to be used after the Schoo Setup tutorial has been completed It contains all of the information in the Guzded Tour and much more The Studio Organizer is the Fifth Generation The Studio Organizer is the fifth major revision of the Martial Arts Organizer line of software products Since 1996 Martial Arts Organizer has been sold to over 1400 schools around the globe The Studio Organizer is a tremendous step forward and significant changes have been made to accommodate dance gymnastics and yoga studios Welcome Suggestions are always encouraged especially if the Studio Organizer 1s missing an important feature commonly used in your industry Feel free to email your suggestions and comments As you review the software and read the tutorials you ll see our roots showing We ll use martial arts terms like ranks promotions and training days Feel free to disregard any terminology or features that don t apply to your industry Since all of the documentation was originally written for Martial Arts Organizer we ll use the word szzdenz but you can select Customer Client or Member on the General folder tab of the Preferences screen You ll also the word 7a74 but you can select level if that s more appropriate The selec
32. OR field or edit the field so 10 appears the Classes Left field The same applies to the Hours Left field of Classes Classes Left The Studio Organizer will automatically flag almost expired and expired students for you For example the words Almost Expired or Expired will appear in large red letters under the students photo and in other of Hours Hours Left places You can also search your records or create reports for expired and almost expired students Expired Student Cannot Check In ee e E into Hapkido if Expired If you wish to prevent a student from checking into class if they are expired check the lt S udent Name gt Cannot Check into lt Style Name gt if Expired check box at the bottom of the Eligibility amp Expiration folder tab on the Style Details screen If this box is checked and the student has expired when this student checks into class an Access Denied message will be displayed You can control how the software responds when a student 1s denied access Go to the Preferences screen and click on the Attendance Check In folder tab There are powerful options such as Do Do Not Halt Check ln Do Do Not Require Password and Do Do Not Record Attendance the Studio Organizer 5v21 User s Manual p 61 Almost Eligible amp Expiration Fields Almost Eligible amp Expiration 10 Days Flag a student as Almost Eligible or Almost Expired 7 Classes if they are eligible to test or will expire within 5 Hours T
33. Set IMPORTANT This is a something you Y want to be sure everyone who will be using the Studio Organizer understands This ts a very common tech support question so please read this information carefully Once you have successfully performed a find you now have a Found Set Print Understanding the found set is very important when it s time to print There are two options in your print dialog box Print inecords being browsed Records Being Browsed Select this option to print the entire found set If you have not performed a find and do not have a found set all records will be printed Current Record Select this option to print only the ove record you re looking at when viewing a form or if you re viewing a list or report the current record is the one with the black bar on the far left side Print Records being browsed Current record Invoices are the Exception Always select Records Being Browsed when printing invoices Macintosh Users In order to see the Records Being Browsed or Current Record option it may be necessary to select the Studio Organizer or FileMaker Pro from a drop down menu in your print driver software the Preview Button Many reports and screens have a Preview button Click this button to see how the report or screen will print This is important because some reports will print slightly differently than what you are seeing on the screen This is especially true if a report has a variety of sorti
34. Studio Organizer Version 5vXX Registered until June 1 2011 Your School Name 577 Western Way Your Town CA 99999 Student info Checkin Quick Invoice Find Student Follow Ups _ Find Calendar School Info _ Preferences Last Opened 5 31 10 1 54 PM 305 n x m x s R Last Closed 5 31 10 1 41 PM Version Check a Jeff Pagano Admin the Main Menu the Studio Organizer 5v21 User s Manual p 23 Buttons on the Main Menu Member Info Check In Quick Invoice Find Member Follow Ups Find Calendar School info CEN Preferences Staff Reports Inventory Version Check Purchase Go to After the Studio Organizer opens you ll be viewing the Main Menu All buttons in the Studio Organizer require just a single click Click the Student Info or Member Info button to be taken to the primary data entry screen From here you can access all of the other screens Here s a quick run down of all the buttons on the Main Menu The Check In button begins recording attendance The Quick Invoice button let s you create an invoice for an existing student The Find Student or Member button presents a pick list which lets you quickly go to a students record The Follow Ups button will display today s follow ups The Find Calendar button will display a calendar The School Info Tutorials Preferences Staff Reports and Inventory buttons opens their respective screens The Version Check button launches your web browser and checks
35. Studio Organizer SvXX Place the alias or shortcut anywhere you like For example the Desktop or Start Menu the Studio Organizer 5v21 User s Manual p 111 Preventing Expired amp Past Due Check Ins Those are all of the Attendance Check In preferences Let s now review the check in options you can select for individual students Expired Student Cannot Check In If you wish to prevent a student from checking into class if they are expired check the lt Student Name gt Cannot Check into lt Stvle Name gt if Expired check box at the bottom of the Eligibility amp Expiration folder p Ya sen Givens cannot Check tab on the Style Details screen saad iiaiai If this box is checked and the student has expired when this student checks into class an Access Denied message will be displayed You can control how the software responds when a student 1s denied access Go to the Preferences screen and click on the Attendance Check In folder tab There are powerful options such as Do Do Not Halt Check ln Do Do Not Require Password and Do Do Not Record Attendance Replace Buttons To quickly change many records use the Replace button It s a green check mark You ll find these buttons on a variety of screens Click the Replace button beside a field to apply the current setting to all records in the found set Search your records to create a found set or click the Show All button to modify all records Changes made using the Replace button cannot be u
36. Style Details screen cc ccc cc ceeeee 71 l ea Gc ons onie She Delsecrein 7 the Birthday SOng Scen a E 9 l P Attendance Check In Preferences ccccccccecceceeeeeeeeeees 93 NAC W BUI OM ce cakacleorota Coveicacaac a a 71 Attendance Recording Hardware Preference 93 ECC UII Buttons enn ie ENE EA 71 l l l Begin Attendance Check in at start Up cccccccssseeesseeeeees 93 the Style Details SChC eis soe ti seh eee RE 12 No Class Found Error Message ccccccceeeeeeeeeeeeseeeesseeeens 93 Class Eoroliment osni ease onto 73 dae i eaa 74 Attendance Check In Option 1 0 0 eeccccceeeeeeeseessesseeseeeees 94 pecial TeaM soaks raed lees eae ec eee ear eae Attendance Check Ii OP Oi Deen nET e 95 Last Class Attended oriniai inini 74 i l Attendance Check In Option 3 weiss eee Aare aeeds 96 Days since last Class san a GE 74 Attendance Check In Option 4 ccs nineteen 97 CHECK Im HISO kenmore eee ee 74 A ey era ee ey MeCN ee 98 Past Due Student Cannot Check In ce eeecccceeeeeeeeeeeeees 75 payme 8 Advance Check Tirenis e baayavas eaannacenneieaeeaneease 75 the Studio Organizer 5v21 User s Manual p 3 Table of Contents the Background Color of the Attendance Greeting 99 Begin Recording Attendance cccccccccceccccceeeceeeeeeeeeeees 100 Bar Code Attendance Recording ccccccccccccceeeeeeeeeees 101 Key Pad Attendance Recording ccccesessesesseseeeeeeeeees 102 Touch Screen At
37. User s Manual p 19 Additional Help amp Information Resources Version History Would you like to see what s new in the Studio Organizer Or what s been changed added or fixed in each new release Just click the Version Check button on the Main Menu then click the Version History link Or go to www StudioOrganizer com and visit the Update page then click the Version History link An internet connection 1s required Your Computer Guru If you re not 100 comfortable working with computers please read 7 zs zs Your Brain in the Aree eBooks folder inside the Studio Organizer folder If you re unfamiliar with the tasks technical support 1s asking you to perform you will need computer professional to visit your computer When trouble rears it s ugly head the fastest and most efficient solution is to let a professional tackle the problem There s just no substitute for having a computer expert right there in the room with you teaching you new skills solving problems and answering your questions Computers are complex contraptions and finding your personal computer guru is as important as having a good mechanic or doctor Don t go it alone you ll be much more productive if you have an expert computer helper Don t want to hire a professional Ask your students or parents There s sure to a knowledgeable computer user who will be happy to assist you Read 747s zs Your Brain for more about finding a computer guru the Studio Organizer 5v21 U
38. Wizard you can simply select the a 5 Yellow Belt 2nd Stripe different rank from the drop down menu scheme 7 Green Belt 8 Red Belt This is very useful if you d like to enter attendance data for previous ranks Just don t forget to switch the 9 Brown Belt rank back to what it s supposed to be when you re done 10 Black Belt the Studio Organizer 5v21 User s Manual p 106 Attendance Recording from the Class Screen Attendance Saved Lists Manage Lists Record Attendance Date Student Attended Hours Givens Jason 5 22 10 1 00 To record attendance for a student after they have attended a class go to the Styles Classes amp Attendance screen and click directly on the class name the student is enrolled in or go to the School Info screen and select a class by single clicking it This displays the Class Entry screen Click on the Attendance folder tab then click the Record Attendance button Enter the date of the class attended then click on a class name from the pick list of available classes for this style A list of all students enrolled in this class will appear On the Attendance Wizard screen check the blue box if the student was present You can edit the hours and select present late or left early You can even change the status of a student by clicking on the Status field If the majority of students have attended this class click the Check All button to quickly check all boxes then uncheck any students who did not
39. a list If no enrolled classes are found a list of all available classes is displayed and the student will be prompted to pick a class from the pick list The student may not be enrolled in classes presented in the pick list When viewing a pick list classes are numbered and the student must select a number If using a keyboard the student must type the number and hit the NUMBER PAD ENTER key If using a touch screen the student simply touches in the number If using a mouse the student simply clicks on the number of the class If using a bar code scanner a printout of bar coded numbers 1 thru 9 the Bar Codes sheet should be placed beside the computer so students can scan the correct number to select a class the Studio Organizer 5v21 User s Manual p 194 Attendance Check In Option 2 On the Attendance Check In folder tab on the Preferences screen you can select how attendance will be recorded Option 2 In order for a attendance greeting screen to be displayed the student must be enrolled in the style of instruction of the class being attending With this option the student does not have to be enrolled in the class being attended 0068 Select Class amp Date SELECT A DATE THEN CLICK ON A CLass NAM Use Option 2 if students normally check themselves in but a staff member preselects the class and date Select a Style then alick on Ciass Nam _ Date ed Hapkido 3 25 07 being attended a _ Mon Wed Fri Dan
40. amp Attendance screen and check the lt Szudent Name gt cannot Check Ln if Past Due check box This check box is also displayed on the Invoices amp Tuition screen If this box is checked and the student is past due on any invoice an Access Denied message will be displayed when the student checks in You can control how the software responds when a student is denied access Go to the Preferences screen and click on the Attendance Check In folder tab There are powerful options such as Do Do Not Halt Check ln Do Do Not Require Password and Do Do Not Record Attendance Advance Check In Students enrolled in two or more classes that meet on the same day can check themselves into their classes at the Zegzzning of the first class So if your student is enrolled in Hapkido at 7 p m and BJJ at 8 p m she can scan her card once to check into Hapkido then she ll be asked if she wants to also check into BJJ at 8 p m If she scans her card again she s checked into BJJ with an arrival time of 8 p m If she doesn t scan her card again the next student simply scans their card to reject the BJJ check in and normal attendance check in scanning resumes You can also hit the ENTER key on the keyboard to resume normal scanning In order to allow a student to use this feature go to the students Styles Classes amp Attendance screen select the Check In Options folder tab and check the lt Stadent Name gt can Check Into consecutive classes tn Advance box the Studi
41. and reports all in one file This means the only way to get your data into a newer version of the Studio Organizer is to install the new version on your computer then zpor7 your data from the old version to the new version This creates a number of potential problems First users who have not read these paragraphs will download a new version open the new update and think all of their data has been lost Second users must install the Studio Organizer AGAIN and that means two or more copies of the Studio Organizer will be installed on the computer s hard drive This creates a potentially confusing housekeeping chore Users must delete unneeded files folders shortcuts and aliases If a user does not follow the updating instructions he ll end up with multiple copies of the Studio Organizer installed on his computer The third potential problem is importing errors can occur To overcome these limitations the Studio Organizer includes an Updating Wizard and data verification that greatly reduces importing errors Knowing these limitation exist why not use a different programming language Because FileMaker Pro is very very stable It runs remarkably well and has for over two decades There isn t anything else out there that s as powerful stable and affordable So the updating dilemma is unfortunate and not user friendly but it s not a big enough fly in the soup to throw the whole bowl away the Studio Organizer 5v21 User s Manual p 12 Up
42. apply Also the Replace Field Contents command modifies the ezzzre found set If you were to search your records and create a found set of 30 the Replace Field Contents command would be performed on all 30 records Important This command cannot be undone If in doubt run the Backup Snapshot Wizard first Replace Buttons To quickly change many records use the Replace button It s a green check mark You ll find these buttons on a variety of screens Click the Replace button beside a field to apply the current setting to all records in the found set Search your records to create a found set or click the Show All button to modify all records Changes made using the Replace button cannot be undone Use the Replace buttons with caution If in doubt run the Backup Snapshot Wizard first the Studio Organizer 5v21 User s Manual p 180 Sorting Records As you create records they are stored in the order they were created To change that order you can sor7 them First a quick vocabulary lesson Any time you wish to rearrange the order of records in the Studio Organizer for example display all of your students in alphabetical order you ll so77those records Sorting is only performed only on the found set of records Any time you search for particular records you ll perform a fnd Some computer software uses the term Guery Under the Scripts menu at the top of the screen you ll find several find and sort scripts Just select them from
43. automatically installed on Windows computers If you have a Macintosh computer or need to manually install the font please follow these instructions Windows Users Quit the Studio Organizer Locate and open the Sudio Organizer folder on your hard drive Locate and open the Bar Coding folder Select the Code 39 font file and select Copy from the Edit menu Do not select Cut Open your Control Panels then open the Fonts folder Select Paste from the Edit menu Restart your computer Macintosh Users Quit the Studio Organizer Locate and open the Szzdio Organizer folder on your hard drive Locate and open the Bar Coding folder Select the Code 39 font file and select Copy from the Edit menu Do not select Cut Open your hard drive then open the Library folder Locate and open the Fonts folder Select Paste from the Edit menu Restart your computer the Bar Codes Sheet Depending on how you choose to record attendance you may want to print out the Bar Codes sheet and place it by the computer This page contains the bar codes for numbers 1 through 10 as well as the bar codes for Clocking In Out To print the Bar Code sheet go to the Reports screen select Attendance from the list of report categories then select the Bar Codes Sheet and click the Create It button the Studio Organizer 5v21 User s Manual p 85 Student ID Cards The Studio Organizer includes 10 Student ID card designs If a student photo has not been
44. folder tab then click directly on a list name Click the Enroll in All button at the bottom of the screen to enroll this student in all saved class lists displayed on the screen Click the Close button when you are done selecting classes Once a student has been enrolled in a class to view information about that class you can single click on the class name from the Class Enrollment list in the middle of the Styles Classes amp Attendance screen This takes you directly the Class Entry screen Any changes made here will affect all students enrolled in this class To remove a student from a class click the red X to the right of the class name This will unenroll the student from this class The class information is not deleted If you would like to be warned if a student does not have a status of Active before enrolling in a class or style check the Sow warning if not Active when enrolling in Style or Classes check box on the Check In Options folder tab on the right side of the Styles Classes amp Attendance screen the Studio Organizer 5v21 Stretch Sat 12 pm x Fr Class Enrollment Hapkido M W F Mon Wed Fri 8 pm x 4 Hapkido Noon Mon Tue Wed Thu Fri Sat 12 X BJJ MWFE Mon Wed Fri 7 pm x Total Classes 4 Enroll Jason Givens in a class Style of Instruction Saved Class Lists SELECT A STYLE THEN CLICK ON A CLass NAME TO ENROLL Style of Instruction Hapkido i C
45. for lt Student Name gt Active Show a warning if lt Student Name gt does not have a status of Active before enrolling in a Style of Instruction or Class Reports Flag an Active Student as Absent if no classes have been attended in 14 days Preferences OPrint F X Absent Main Menu 100 toe F Browse On the Preferences screen click the Defaults folder tab to see the defaults used on the Check In Options folder tab of the Styles Classes amp Attendance screen The check boxes on the Defaults folder tab mirror those found on the Check In Options folder tab of the Styles Classes amp Attendance screen The Next Student field allows you to create your own student s Enter any number you wish and that number will automatically be incremented by one Only numbers can be used These defaults are not applied to existing records only new student records created using the New or Duplicate buttons on the Student Info screen Absentee Preference It s easy to flag absent students Just go to the Defaults folder tab of the Preferences screen and enter a number in the Zag An Active Student As Absent If Student Has Not Attended A Class For X Days field If you enter 14 any active student who has not attended a class in 14 days will have the word A4sen appear under their photo on the Student Info screen the Studio Organizer 5v21 User s Manual p 191 A Z Student Info Styles Classes amp Attendance
46. items will be added back into inventory Issuing a Store Credit Create a new empty invoice for the student to create a store credit voucher Change the invoice title to C7ed7r Create a new line item for the returned item and set the quantity to 1 Or 2 if the student is returning two of the same item Do this for each item the student is returning This will result in an overpaid invoice The next time a student purchases something add the items to this credit invoice and the overpaid amount will decrease Date Paid The Date Paid field on the Payments folder tab of the Invoice Entry screen is automatically entered and can only be indirectly modified This field is automatically set to the date payment was recorded If more than one payment is recorded the earliest payment date is used To modify the Date Paid field change the date of the earliest payment Delete a Payment from an Invoice To remove a payment from an invoice click the red X to the right of the payment Deletions are permanent and cannot be undone The Amount Due will automatically update after a payment has been deleted Setting up a Student Tab Sometimes kids don t have cash on them but need to purchase a drink or something from the pro shop If you like you can create an invoice and just keep adding to it each time the student purchases something Then at the end of the month you can print that invoice and present it to them for payment Or you could collect some money
47. making to add it to Bobs invoice Comments are automatically entered on both invoices stating Bob made this payment on Fred s behalf Also the tuition line item is removed from Fred s invoice where the tuition item was originally recorded If the tuition payment was the only item on the original invoice that invoice will now be empty and have a zero balance but the Comments field will remind you that Bob made this payment m C the Studio Organizer 5v21 User s Manual p 137 Invoice Printing Options On the Invoice Entry screen below the Print button is a drop down menu Select Invoice then click the Print button to print a full page invoice The invoice title you ve selected Invoice Tax Invoice Reminder Receipt will be used Invoice Left will print an invoice with the school s return address and the invoice address on the left side Use a 9 double window envelope to mail this invoice Ea Print Update Only will not print anything but inventory will be updated for all items on this invoice Receipts are used if you have an optional receipt printer You can print receipts by selecting Receipt Receipt w Logo or Receipt SP500 Invoice Y The Studio Organizer com does not sell or support receipt printers and cash drawers but the receipt Invoice p printing features of the Studio Organizer were programmed using the Star Micronics TSP line of receipt Invoice Left printers Please see the Receipt Printers amp Cas
48. marks to quickly change all ranks or levels After you ve made these changes if you wish to apply those changes to a particular student go to the Eligibility and Expiration folder tab of the Style Details screen and click the Reset button then click on the Students name You can also perform a Find for a group of students on the Style Details screen then click the Reset button and click Found Set To change all records click the Show All button then click the Reset button then Found Set This Reset feature is designed so you have control over which records are updated Some schools do not wish to have every student updated so it s not done automatically Also the Next Test Eligibility fields can be changed individually on the on the Eligibility and Expiration folder tab of the Style Details screen If this is the case do not use the Reset button Check In Button The Check In button on the Styles Classes amp Attendance screen is one way to record attendance The drop down menu below the Check In button allows you select the key pad a bar code scanner or touch screen monitor as your input device a Check in You can also record attendance manually using a checklist or you can edit attendance quickly and easily by selecting Edit ee Attendance from the drop down menu below the Check In button or from the Wizards menu NEOON Once you have made a selection from the drop down menu you can begin attendance recording by selecting Attenda
49. not displayed in the attendance check in dialog box during check in Instead bullets are displayed Passcodes can also be requested from adults picking up kids after class Just tell parents their child will only be released to someone who knows the correct passcode If the Passcode field is not empty as a security precaution only bullets will be displayed To display a passcode click into the field and enter your password A Staff or Admin password with passcode access 1s required to view or edit a passcode the Studio Organizer 5v21 Passcode e User s Manual p 164 Buttons on the Notes amp Follow Ups Screen Calendar Button Click the Calendar button at the top of the Notes amp Follow Ups screen to view a monthly calendar of the current students notes Calendar entries can be edited by clicking on them then editing the note To quickly jump to a calendar click the Calendar button at the top of the Notes amp Follow Ups screen or click the Find Calendar button on the Main Menu or select Find Calendar from the Wizards menu at the top of the screen For fastest viewing make note of the keyboard shortcut displayed on the Wizards menu Creating a Calendar for a Room Would you like to create a scheduling calendar for a room Just go to the Staff screen and create a new record Instead of entering a person s name enter the name of the room in the name fields You can now create a calendar for this room and add note
50. or emailing Changes made here will not affect the original template Template To edit a template click the Edit button to the right of the template name and make the desired changes After editing a template to apply those changes to the document you are currently viewing single click on First Exam Edit Missed an Exam Edit Perfect Attendance Edit the template name again A warning dialog box will appear Click OK to remerge the document Templates Letter es 1 llection Eat e Viewing a Letter You can view a letter certificate or envelope that has already been created by single clicking it on the Back from Vacation Edit ji Letters amp Certificates screen Congratulations Edit Exit Letter Edit Deleting a Letter Envelope or Certificate Expiration Pending Edit fe Single click the red X to the right of the letter certificate or envelope An Admin level password is First Absence Edit ee FirstExam eat ee ces the Studio Organizer 5v21 User s Manual p 150 Style of Instruction Merge Fields amp Logos Style of Instruction Merge Fields TESE ration In order to properly use the style of instruction merge fields the Style of Instruction field on the letter or certificate usz have the correct style selected Otherwise rank and attendance merge fields will not display properly You ll have the option of selecting a style of instruction when you click the New button on the Letters amp Certificates screen Selecting the
51. password to Close or Reset Attendance Check In Position Top Left Attendance Check In Late Arrivals To record late arrivals select Do as the Mark Late Arrivals preference on the Attendance Check In folder tab of the Preferences screen If you select Do Noz all students will be recorded as present when they check themselves in To deduct late minutes from the class time select Do as the Deduct Minutes Late From Total Class Time preference For example if a student checks in 4 minutes late for a one hour class the time field will display 0 56 Select Do Vorif you wish the total time of the class to be recorded even if a student is late For example if a student checks in 8 minutes late for a one hour class the time field will display 1 00 Preferences for the Attendance Greeting Log There are three drop down menus on the right side of the Attendance Check In folder tab on the Preferences screen that let you select how check in log will display during attendance recording On Screen Attendance Log Select Welcome Detailed Brief or None Welcome displays an attractive window displaying your school name and logo Detailed and Brief display text logs only Size Select Full Screen or Small Screen Position Select Top Left Bottom Left Top Right or Bottom Right This setting is only applied if small screen size is selected The background colors of fields on the attendance check in log are inverted if the date of attendance 1s not the cu
52. preferences and defaults for new record creation starting up backing up attendance check in invoices email spelling and more At Start Up Goto Attendance Check In At Start Up Preferences Sort Donots On the General folder tab of the Preferences screen you can select start up options These include Go to the Main Menu the Student Info screen the transferring files screen or automatically begin attendance check in Sort by Last Name Last Name amp Status or Do Not Sort Check for Hergbie CiPsst Due Check for Absentees Eligible to Test Expired or Past Due If any student is Absent Eligible Almost Eligible Expired Almost Expired or past due a message will flash on your screen when you open the Studio Organizer Start Up messages will only appear when you open the Studio Organizer Email Sending Preference On the General folder tab of the Preferences screen you select whether your default email application will be used to send an email or if the text of the email will copied into your computers clipboard If you re using America Online or an email service that you check by opening a web page such as gmail Yahoo Hotmail you ll want to use your computers clipboard Now each time you click the Email button or send a support question the text of XIE the message is copied to the clipboard Open your web browser and go to your email web page create a new email message 7 and paste into the message area
53. record attendance for a student the Attendance Rating is displayed on the Check Ins folder tab on the Style Details screen Or you can go to the Styles Classes amp Attendance screen and hold the mouse over the status field in the style of instruction area until the yellow tool tip is displayed If a student has not attended any classes within the number of days specified the Attendance Rating for that student will display Noze the Studio Organizer 5v21 User s Manual p 116 Staff Clocking In and Out Staff members can clock in or out while students are using the attendance check in feature to check themselves into class There are several options for checking in and out depending on the hardware you are using Bar Code Scanner If attendance 1s being recorded using only a bar code scanner staff members can clock in or out by scanning a Clock In or Clock Out bar code prior to scanning their ID card To print out the Clock In and Clock Out bar codes go to Reports menu select ID Cards from the Category menu then single click on Bar Codes Click the Create It button to print the Bar Codes page Place this page next to your bar code scanner Now staffers can scan the Clock In or Clock Out bar code then scan the bar code on their Staff ID card Hand Typing the Employee s Type cin no quotes then the Employee to Clock IN Type cout no quotes then the Employee to Clock OUT Next the employee has three options 1 They c
54. right arrow in the text ruler Change the First Indent Move the top left arrow in the text ruler Insert a Tab Single click anywhere on the ruler to insert a small black tab arrow Click and drag a tab arrow to move it Double click a tab arrow to change the tab to left right centered or decimal tab In letters certificates envelopes and templates the TAB key will not take you to the next field Instead it will insert a TAB space in the text you are typing the Studio Organizer 5v21 View Format Records v Browse Mode 3B Find Mode 36 F Preview Mode 36 U View as Form Status Toolbar XES Text Ruler Formatting Bar Zoom In Zoom Out User s Manual p 152 Emailing a Letter When you create a letter you have the option of emailing it to the student How your computer handles email is determined by your email preference on the General folder tab of the Preferences screen and the email software you are using The Studio Organizer does not send or received emails it merely passes the information to your email software The Email button creates a text only version of your letter and hands it off to your email software for delivery It requires a dedicated email application such as Windows Live Mail Outlook Entourage or Mail It cannot be used with America Online or web based email such as Yahoo gmail or Hotmail To email a letter click the Email button If you re viewing more than one letter you ll be as
55. send a letter to all the kids that are friends of Jimmy Brown Well there s no way to search your records for friend of Jimmy Brown so you search or browse for individual students and check the Mark box when you find a friend of Jimmy Now search your records for all students with the Mark box checked by single clicking the blue F button This will create a found set of only these records that have the Mark box checked Once you have a found set you can send emails create mailing labels send form letters print envelopes etc To clear the Mark check box for all records click the red X the Studio Organizer 5v21 User s Manual p 44 the List View G00 the Studio Organizer SvXX lt 4 gt l aA APB u o wf Record 4 of 4 Find Showa Print Preview Formview Help Days Since Status al First Name Last Name wl Age Member Since Last Class Styles of Instruction amp Level Stevens 20 2 19 2010 1 79 Hapkido White Belt Fred Miller 1 18 2010 RIE Hapkido white Belt fred gmail com Suzie Miller 1 18 2010 Ea Hapkido White Belt 1st Stripe squzeeque myspace com Jason Givens l 4 31 2010 0 Hapkido White Belt BJJ Level 1 jason email com Click on a Student Photo to view the Students record 100 add FS Browse iz Viewing Your Data There are two ways to view your data View as Form and View as List On the Student Info screen single click the List View button at the top of the screen to view
56. style size color and line spacing of the school name by highlighting the text highlighting the text below then going to the Format menu at the top of the screen then going to the Format menu at the top of the screen and making selections from that menu In order to ca ei see the changes you have made click the Apply button Your School Name This text below the School Name is editable When it comes to font spacing what you ll see on the screen will often be different than what actually sme comes out of your printer If the spacing looks wrong on screen print the ID card to see the actual results CEG Style of Instruction You can also change the line breaks in the school name Just type a RETURN in the school name where x you d like a new line to begin Do not attempt to change the school name Changing your school name will ellie nk ee a require a new Registration Code dX x Apply gt Click the Apply button to save your changes The text field below the school name is customizable Use the buttons to enter the school address or motto You can also leave this field blank or enter anything you wish You can change the font style size color and spacing of this text by highlighting the text then going to the Format menu at the top of the screen In order to see the changes you have made single click the Apply button 100 toe FE Browse the Studio Organizer 5v21 User s Manual p 87 Additional Information Fields You can
57. support as quickly as possible here are a few pointers that will help you get answers fast Always use the Smart Support Wizard In order to receive fast free email technical support please always click the Support button on the screen where your question occurs None of your data is included in the message created by clicking the Smart Support Wizard Please Be Specific When you use the Smart Support Wizard it will help you gather the necessary information 1 what you are attempting to do 2 the specific steps you are performing 3 the undesired result or text of the error message Please provide detailed information The more specific the better The idea 1s to provide enough information so tech support can duplicate your steps and see the same problem you are experiencing Since none of your data is included when you send an email tech support cannot see any of your records or student information useless you send a screen snapshot or email your data files If you re receiving an error message please state the eracz text of the message or include a screen snapshot Before you click the Send button reread your email and pretend you re someone who cannot see your computer screen or your data Ask yourself Have I given this person a clear picture of the problem I m experiencing What questions will this person ask based on what I ve just told him Are there any other details I should mention just to be thorough If you have ques
58. than receiving instruction Computers need regular maintenance That means operating system updates virus protection security updates backup software and more Who is going to help you do all of this Your computer mentor Finding one is as important as finding a good auto mechanic Try to go it alone and you Il end up stranded on the side of the road Computers will frustrate and intimate you If that describes your experience using a computer you need a mentor Don t go it alone Get someone to be your guide Start by asking your students the Studio Organizer 5v21 User s Manual p 10 The first step is to read the free eBook 7his zs Your Brain As a teacher you ll want to read this article You ll learn how we learn and how fear blocks learning It also tells you how to find a computer mentor 747s 7s Your Brain is already on your computer It s inside the ree eBooks folder inside the Studio Organizer folder on your hard drive While you re there please also print and read Lessons from the Road which helps you understand why students sign up why they quit and what you re really selling It has an entire chapter devoted to computers Before you attempt to use the Studio Organizer or any computer software to manage your business here s a brief check list of essential computer skills __Ican define upload download and instal can download software to my computer and know the location of downloaded files ___ I m comfortable runnin
59. the Promote Bitton sssriennena aa 79 the Points Folder TaDesiespacseonei ra a E 63 i i Changing a Test or Promotion LiSt ccccccceeeeeeeeeeeeeeeeeens 8 fhe Points WAZA Resta caspsscncnmsaty sca tahsa neni senannsenseaetaroeeiaaaeenioaseeet 64 thet heck Wc al 0118 0 ee meege een Seeeetae n E ee en 82 kast Test ASS 6 seen seco cast sata tice duane E EEA 65 Bae nde Seance Gai 84 Limiting Check Ins per Day Week or Month 0000000000000 65 Par pings oar eer rer men ae far Installing the Bar Code Font cccccccesessesseessssccsteeaeaes 85 Replace Buttons mesinin a heneteduactat aaa eeheaniiaeee 66 Bal Codes SPEE tc certs Baie pectehs coches vecespie hited 85 Comments for Attendance Check Inn cccccccccccccceeeeeeees 66 Cae ne 67 Student ID Carden a eee 86 i P Srne os een testes Open Another Folder Tabs Window ccccccccccccccccceeeeeeeeees 67 roune Inor manon aient eas A the Notes Folder Tab 68 Additional Information Fields cccccccccccccccceceeeeeeeees 88 eNotes Folder Tat icc titcctesahs tee eintietaden E aie Ghanpine the Color Used onthe Student ID Cards msec 80 CONTAC CT oianean a e a 68 Be l P ntine Names amp Bar CodeS cnaricormaninea n 89 the Invoices Polder Tabrani eea 69 l l i Pre Printed Key Tags amp Plastic ID Cards ccccccceeeeeees 89 Attendance Recording from the Style Details Screen 70 Attendance ats cahoots ae ea ec cancels 90 Print Options on the
60. the Scripts menu to use them Make a note of the keyboard shortcuts You can also sort on any field in the Studio Organizer To do so right click PC or Control click Mac directly on the field you wish to sort by then select a Sort option from the menu that appears Sort Ascending Sorts A to Z 1 to 10 Sort Descending Sorts Z to A 10 to 1 For example to sort your student s by Student right click PC or Control click Mac on the Student field and select Sort Ascending the Studio Organizer 5v21 Scripts Wizards Window Help Previous Record Next Record Find Find Calendar Sort by Last Name Sort by Status Last Name Copy Emails Quit Logout Last Name Givens foal ue Paste Font Size Style Text Color Insert Sort Ascending Sort Descending Sort By Value List Find Matching Records Constrain Found Set Extend Found Set User s Manual p 181 Spell Checking File Options for _5v01 M Indicate questionable words with special underline To display suggested spellings right click or Control click the underlined word Visual spell checking can be disabled on each field object via the Field Behavior dialog the Spell Checking Preference Check spelling as you type Go to the General folder tab of the Preferences screen then click the Select Spelling Option link at the ie ee bottom of the screen Next click on the Spelling folder tab to select your Spell Checking options m
61. the details of a tuition item hold the mouse over the item for a few seconds until the yellow sticky 36 2010 Adult Tuif AID 65 00 Ell note is displayed 4 6 2010 Adult TuifAID 65 00 5 6 2010 Adult TuiRAID 65 00 Tuition which has been paid will be stamped Zaz A tuition entry with a red background is already on the currently displayed invoice Click to add Jason ertvens s Adult Tuition 65 from Invoice 1179 Single click on a tuition entry and it will be added to the current invoice You can use this feature if a on 6 6 2010 to this invoice student wishes to make advance tuition payments or is past due and needs to pay several tuition payments on one invoice To display tuition items which appear on invoices of 47ed students check the Display Tuition for Linked Students check box If you have recently linked a student and the linked tuition items do not appear in the list uncheck then recheck the Display Tuition for Linked Students check box When you add a tuition payment from a linked student to the current invoice this is recorded in the comments fields of both invoices the Studio Organizer 5v21 User s Manual p 136 Linking Tuition F in The Studio Organizer allows you to easily record a one student paying another s tuition For example Bob Miller and his son Fred are both students at your school Fred normally each pays his own tuition but occasionally Bob pays Fred s tuition First link Bob and Fr
62. to see if you re using the most current version of the Studio Organizer The Purchase button allows you to purchase or register the software The Go To button let s you jump to a screen the Studio Organizer 5v21 User s Manual p 24 the Navigation Column From the Main Menu single click on the Student Info or Member Info button to view the Student Info screen This button may also be called Member Info Customer Info or Client Info depending your the Customer Label preference you ve selected on the General folder tab of the Preferences screen Just to make things easier we ll use the term s7denzs through the documentation On the left side of the Student Info screen is a column of text This column of text allows you to navigate to each of the data entry screens Single click on the text in the left column to view a screen For example click on School Info to view that screen The screens under Student Info are used for entering information about students The screens under School Info are used to customize the Studio Organizer create staff records and passwords as well as record expenses Single click the small blue arrow to the left of the Student Info or School Info headings to hide or show the list of screens Click the small blue arrow once to display the subheadings Click it a second time to hide the subheadings The Reports Preferences and Main Menu buttons are fixed at the bottom of the screen the Studio Organizer 5v2
63. tuition payments by using the Duplicate button on the Invoice Entry screen First create one invoice which contains the tuition fees you wish to duplicate To add a tuition fee to an invoice from the inventory pick list select Tuition from the category drop down menu on the Inventory folder tab on the right side of the screen Single click on a tuition item to add it to this invoice When you are ready to duplicate an invoice click the Duplicate button on the Invoice Entry screen If you charge weekly or month to month tuition use Duplicate this Invoice every lt blank gt days or Duplicate this Invoice every lt blank gt day of the month If you have an annual contract with a fixed number of payments use Create lt blank gt duplicate Invoices dated lt blank gt days apart or Create lt blank gt duplicate Invoices dated on the lt blank gt day of the month At the bottom of the Duplicate Invoice screen select zvorce Duplication occurs Manually using Wizards menu or Automatically at Startup Click the Duplicate button and the invoice duplication will begin Entering a Down Payment If you require a down payment after invoices have been duplicated go to the first invoice for this students tuition and add the down payment fee Items can be added to an invoice at any time Or you can create a new invoice for the down payment alone depending on how your student would like to pay Annual Fees If students are required to pa
64. you click the Promote button the find screen appears Set the status to Active and leave the Eligibility field set to Both then click Continue A list of active students who are eligible or almost eligible to test will appear on the Promotions Wizard screen Check the box next to each student you wish to promote Click Check All to select all students listed or Uncheck All to Test List unselect all students listed If the majority of students are being promoted click the Check All button then uncheck those Promote W students who will not be promoted You can also add a Score or grade 1f so desired If you would like to add or remove classes these students are enrolled in click the Show Enrollment button Here you can edit the enrolled classes of the listed students Click the Record button when you are ready to record these promotions When you click the Record button the Last Test Passed field on the Style Details screen is automatically updated and notes are automatically created recording the promotion date and rank You will also be asked if you d like to create certificates and update the Class Counter field These are optional the Studio Organizer 5v21 User s Manual p 79 Promotions Wizard Hep j Check the blue box if the Student should be promoted then click the Record button Student Name lh Style Level h Eligibility Test Passed Score Almost Eligible to Test for Level 2 Givens Jason BJJ Level 1 2 days until
65. 1 Student Info Styles Classes amp Attendance Invoices amp Tuition Letters amp Certificates Notes amp Follow Ups Custom Fields amp Passcode School Info Staff Passwords amp Access Expenses Reports Preferences Main Menu User s Manual p 25 Before You Begin Always Single Click Buttons When using the Studio Organizer all buttons require just a single click Clicking twice may result in duplicating a command Date Fields Enter the Year as 4 Digits Most date fields have a drop down calendar It won t be often that you ll type a date by hand but if you do be sure to enter the year as four digits For example enter 2 4 2010 not 2 4 10 If you enter the year as 10 older computers may interpret this as 1910 the Studio Organizer 5v21 Start Date 1 31 2010 lt January 2010 Sun Mon Tue Wed Thu 3 5 6 7 IU as be 1S CIS iy if I9 U i 24 25 26 27 28 oe 2 Today 5 31 10 mw User s Manual p 26 Database Terminology Let s use the analogy of 3 by 5 cards to explain a few database terms A database is a computer file but imagine instead its a stack of 3 by 5 cards On each card you can write specific information such as name address phone etc In database terminology each 3 by 5 card is a record and each type of information you fill in is a feld So name is a field there are several address fields and there are also phone number fields
66. 10 03 05 10 Stretch Sat 12 pm Hapkido M W F Mon Wed Fri 8 pm Hapkido Noon Mon Tue Wed Thu Fri Sat 12 X BJJ MWF Mon Wed Fri 7 pm the Styles Classes amp Attendance Screen A A 7 Bar Code Scanner Y Promote Location Check In History Class Name Hapkido T Th BJJ MWF BJJ Hapkido T Th BJJ Hapkido T Th Hapkido T Th BJJ BJJ BJJ BJJ BJJ BJJ Private Lesson Last Class Days Since Last Class Jason Givens Active 1010 Main Floor 5 27 10 4 j Present Present Present Present Present Present Present Present Present Present Present Present Present Present Attended 8 47A 12 50P 11 23A 8 56A 3 07P 8 49A 9 58A 7 18A 7 18A 7 18A 7 18A 7 18A 10 20A 12 53P 1 00 X User s Manual p 56 Style of Instruction Let s move on the Styles Classes amp Attendance screen Click on the Styles Classes amp Attendance text on the left side of the screen First we ll enroll a student in a style of instruction In order to enroll a student in a style of instruction you must first enter your styles of instruction and skill levels on the School Info screen This is explained in the ScZoo Setup tutorial Please complete the School Setup tutorial before proceeding To enroll a student in style and select his rank set the drop down menu below the New button in the top left corner to Style then single click the New button
67. 23 PODIO eae tee nen ne ED oe ean Sr a eR RO 123 Past Due Student Cannot Check Im cccceeeeeesceeeeeeeeeeeeeees 123 the Studio Organizer 5v21 Payment Rel ability sscisvecteisrieatitadal a 124 INVOICES Total Syer a a iieeetianee 124 ENV a east heats clued inten a stan vies tiles apa 124 Creating Editing amp Deleting Invoices ccccceeeeeeees 125 Creatine AN IN VO1C Cs ences a E E NG 127 Discounting an emac a a A 128 D ue DIOS anean a T baeaascntises 128 Eate CCS wits io assess easel A 128 Freight Can S69 sors Basics e 128 Setting the Title of an INVoICe c0 6 5550 es ciseedstacstnticenieecsores 129 Payments Made 0 ssees is eka vac iiatis tases aaeseaee eens 129 Editing the Invoice AddresS c ccsssssssssssccsscsscceeeseeeeees 129 Updating IDVEntO y eisean 130 Tuition Fees Creating Recurring Invoices cccccccceeee 131 D plicating ann vOICe serere A 133 Duplicating Invoice Comment ccccceeeessssssssessteeeeeees 135 Auto Dup Invoices WI1Za0d ci iccccccssdsvseseieesessicesetesesnsscsenes 135 Tuition Fees Adding to an INVOICC ccccccceeeeeeeeeeeeeeens 136 Deana in TU Olena 137 Invoice Printin Options 33 03 eed nave oe 138 Emailing InyOlCes i6 cs ites ec ee 139 PDE Cia HOD nios tween te iaestametateleseaon 139 Invoice Entry Find Options ccccccssssssssssssssssssseaaaes 140 Paying an VOICE RA 141 the Record Invoice Payments Wizard
68. 4 the Expenses Screen Entering an Expense To view the Expenses screen click on Expenses in the column on the left To enter an expense click the New button in the top left corner of the screen Enter the details of the expense then click Save amp Add Another to create a new expense record or click Save f Requests To print an Expense Report click the Print button or go to the Reports screen and select Finances from the Add New Request 3N drop down list of categories then click on Expenses 1 Duplicate Request D Printing Expenses To print an expense report click the Print button at the top of the Expenses screen or go to the Reports Go to Request P screen and select Finances from the drop down list of categories click on Expenses then click the Create It q button Show All Records 3 A find screen will appear Select a category payee or range of dates All fields are optional If field is left Perform Find blank all values in that field will be included in the report Constrain Found Set Extend Found Set Click the Continue button to create the report When viewing the report click the Preview button to see how the report will print including category totals Click the Print button to print the report Total Expenses amp Your Accounting Software You can use the expense recording feature of the Studio Organizer by itself or side by side with your accounting software Enter your expenses then create the Expe
69. AE S 6 a 3 8 S ze D ray a 5S i Tl SISS Si8is oO Go G goes pee gt gt gt oloo E gt O l E alele ojojo S eE q ninjan oO Jason Givens cannot Check into Hapkido if Expired 4 20 10 Hapkido T Th Present the Style Details screen the Studio Organizer 5v21 User s Manual p 58 The next few pages will explain some of the fields and features of the Style Details screen Displaying Day Names The attendance recorded for this student is displayed in a column on the left side of the Style Details screen To see the name a date attended hold the mouse over an attendance date field until the sticky note is Check In History i Check In Options di splayed Date Class Name Time Hours 02 12 10 Hapkido M W F resent 8 10P 1 00 Hankida M WF resent 8 10P 1 00 This feature is also available on the date and time fields of the Check In History folder tab of the Styles Ho aa Classes amp Attendance screen mhio vis o anis ney To Sess Next Test Eligibility The Next Test Eligibility fields are based on the requirements entered for each rank Entering your styles and ranks is explained in the ScZoo Setup tutorial Please complete the School Setup tutorial before proceeding The Next Test Eligibility fields are displayed on the Style Details screen on the Eligibility amp Expiration Eligibility Override folder tab If you need
70. Invoices Attendance Check In uses Bar Code Scanner Display Student Photos Welcome amp Roster amp Tuition Letters amp Birthday Song defaults to amp Certificates Notes amp Student entered upon arrival computer selects Class from enrolled classes or presents a pick list Follow Ups O Staff member selects Class and Date Student s entered upon arrival or after class Custom Fields Student entered upon arrival Student selects Class from a pick list of available classes amp Passcode Student entered upon arrival computer selects Class from classes the Student is enrolled in School Info change Inactive or On Hold status to Active after successful Check In Staff Full Screen Greeting screen for each Student after a successful Check In Passwords amp Access Pause Greeting screen for 4 seconds Expenses mark Late arrivals Record all as Present On Screen Attendance Log deduct minutes Late from total class time Size Full Screen require password to Close or Reset Attendance Check In Position Top Left halt Attendance Check In for Limited Check Ins Expired or Past Due Student not allowed to Check In If DO is selected choose Password option Reports require a password to resume halted Attendance Check In Preferences record attendance if a student is Expired Past Due or has exceeded the check in limit Main Menu 100 ef FS Browse the Attendance Check In Preferences screen
71. It s best to leave the automatically assigned Student intact There s no need to modify the Student unless you have pre printed bar code ID cards or key tags in which case you can scan the bar code into the Student field If you have a special association or membership number those can be entered into a Custom Field on the Notes amp Follow Ups screen If you would like to create your own numbering system go to the Preferences screen and click on the Defaults folder tab Enter a number into the Next Student field Only numbers up to 8 digits can be used Student This numbering method is only applied when you click the New or Duplicate buttons on the Student Info 109 screen This numbering method is not applied when records are imported Also at any time you can manually change a Student Here are the requirements Student s cannot exceed 8 characters USE ONLY THESE CHARACTERS A Z Upper Case only 0 9 numerals minus sign period dollar sign forward slash plus sign percent sign DO NOT USE THESE CHARACTERS lowercase letters Space Carriage Return backslash semicolon colon Each Student is automatically converted to a bar code if the bar code font is installed on your computer Always print and test your Student bar codes to be sure they scan properly Linking Students If this student is related to another student or if you would like to be able to connect two or more students you can
72. LETE key or click into the field a second time If a field is self populating new entries to you make will be added to the list If an item is incorrect in your drop down list search your records for the incorrect record and correct it the Studio Organizer 5v21 A I e le Record 1 of 10 Found Total Records 14 Referred by Yellow Pages Y Walk in Yellow Pages User s Manual p 28 A few pointers Set your screen resolution to 1024 x 768 or larger for best viewing Keys to press on your keyboard will appear in ALL CAPS in this manual Hit the TAB key to move to the next field Hold the SHIFT key then hit TAB to move to the previous field The Close buttons at the top of windows are disabled Use the Close button or the small red Close dot in the Close button top right corner of the screen to close a window Most windows are resizable Click and drag the bottom right corner of the window to change it s size Also Sdi En Wizards Window Help see the Resizing Windows preference on the General folder tab of the Preferences screen Previous Record Next Record Many menu commands have keyboard shortcuts They are displayed to the right of the command when the menu is displayed Find Find Calendar If a field has a drop down menu it will eventually fill up with the values you ve entered So if a drop down w i Sort by Last Name menu is blank it simply means nothing has been added to this field yet Sort
73. Now find the email application and select it the Studio Organizer 5v21 User s Manual p 217 Web Based Email amp No Internet Connection Using the Clipboard to Send Emails If you re using America Online or a web based email service such as gmail Yahoo Hotmail you can use the Studio Organizer to send email and technical support messages Select My Computers Clipboard is used for creating email messages on the General folder tab of the Preferences screen or in the Smart Support Support Wizard Now each time you click the Send button the email message or tech support information is copied to your computers clipboard Open your web browser and go to your email web page create a new email message click into the message area and paste Address the message to tech StudioOrganizer com Only one email message can be sent at a time Sending multiple emails requires a dedicated email application such as Outlook Entourage or OS X Mail No Internet Connection at School Even if you don t have an internet connection at school you can still use the Smart Support Wizard Here s what you ll do Go to the General folder tab of the Preferences screen At the very top select My Computer s Clipboard is used for sending email When you click Send from the Smart Support Wizard the necessary information will be placed in your computer s clipboard Next open a word processor and paste Save the file and transfer it to a USB flash drive or other med
74. Promotion Certificate Click on it to view it Change the lt Current Date Text gt to the date you wish to appear and now create your certificates Once you re done you be sure to go back to the Belt Promotions Certificate template and reinsert the lt Current Date Text gt merge field Certificate Merge Field The Certificate merge field is a unique number you can add to your certificates These Certificate s are not sequential but they are always unique the Studio Organizer 5v21 User s Manual p 151 Fonts Alignment Tabs amp Indents Changing the Font Style Size etc In letters certificates envelopes and templates you can select any font you have installed on your computer change the style size and more Changes made to your template will appear in the merged letter certificate envelope or template Highlight some text then go to the Format menu to view your text formatting options You can also show a text formatting menu bar at the top of the screen To do this go to the View menu at the top of the computer screen and select Formatting Bar Only the text you have highlighted 1s changed Setting Margins Indents and Tabs In the group of buttons at the bottom right of the template click the Ruler button to display the text ruler then highlight some text Only the text you have highlighted 1s affected Change the Left Margin Move the bottom left arrow in the text ruler Change the Right Margin Move the bottom
75. Smith Main Floor OR Hapkido T Th Tue Thu Dan Smith Main Floor R Hapkido Saturday Sat If you would like to record attendance after a class has been completed Dan Smith Main Floor Hapkido Noon Mon Tue Wed Dan Smith Main Floor A staf member selects the class and date lhe computer records the check in time How it Works When attendance check in is started a screen appears prompting the staff member to select a date and class 100 ead GE Browse The staff member can modify the date of the class and use the drop down menu to display different classes in different styles of instruction To select a class single click directly on a class name All students that check in will be recorded as attending this class The computer will record the check in time the Studio Organizer 5v21 User s Manual p 195 Attendance Check In Option 3 On the Attendance Check In folder tab on the Preferences screen you can select how attendance will be recorded Option 3 In order for a attendance greeting screen to be displayed the student must be enrolled in the style of instruction of the class being attending With this option the student does not have to be enrolled in the class being attended Use Option 3 if students normally check themselves in and you would like them to be able to pick from a list of all available classes Class enrollment is not required lhe student selects a class from pick list The computer records the check in
76. When recording attendance be sure each student is enrolled in a style of instruction Otherwise a Vo Class Found error message will appear even if the student is checking into a class they are not enrolled in the Studio Organizer 5v21 User s Manual p 93 Attendance Check In Option 1 On the Attendance Check In folder tab of the Preferences screen you can select how attendance will be recorded Option 1 In order for an attendance greeting screen to be displayed the student must be enrolled in the style of instruction of the class being attending When check in option 1 is selected the student must also be evrvo ed in the class being attended Use Option 1 if students normally check themselves in and you ve enrolled each student in the style of instruction and classes they can attend This is done on the Styles Classes amp Attendance screen When a student scans their D card or enters their passcode the computer selects the class to record based on enrolled classes or presents a pick list of all available classes if more than one class ts available The computer records the check in time and date How it Works When a student arrives for class he enters his Student and the computer searches for a matching class from the list of classes this student is enrolled in lhe student must check into the class within a half hour of the class start time For example If a class starts at 7 p m students can check in as early as 6 30 p m 6 29 p m
77. a file format select jpg or gif Once you ve created a screen snapshot file email your image to tech StudioOrganizer com Emailing Your Data Files In certain situations technical support require your data files In order to correct an error or troubleshoot a problem your data files must be emailed to technical support Which Data Files do I Send Technical support will request the necessary files by name Before sending any files please quit the Studio Organizer then compress and attach only the requested files Also be sure to always use the Smart Support Wizard when requesting support the Studio Organizer 5v21 User s Manual p 18 the Built In Help amp Networking Much of the information you re about to read in these tutorials is directly from the Help system build into the Studio Organizer The Help system can be accessed from just about any screen by simply clicking the Help button in the top left corner Use the Category drop down menu to select from a variety of Help topics Single click directly on an item from the list to display the Help text To search the Help files type what you re looking for into the Search field then click the Go button Click the Print button to print a Help topic Networking the Studio Organizer Networking is a great way to share the Studio Organizer with everyone in your office but it requires additional hardware and software Networking is an optional feature which allows you to sha
78. ail technical support just click the Support button on the screen where your question occurs Or select Technical Support from the Wizards or Help menu This will start the Smart Support Wizard It s a powerful tool that will help you gather all of the essential information 1 what you are attempting to do 2 the steps you are performing 3 the exact text of the error message Your Data is Not Included Using the Smart Support Wizard is essential however this does not sow technical support the data on your computer screen To do this you can take a snapshot of the screen and include it when you use the Smart Support Wizard It s also possible to send snapshots by following the Sending A Screen Snapshot instructions in the built in Help In some cases technical support may request your data files This is often the only way to resolve certain problems Emailing Your Question The Smart Support Wizard will work with any email service Be sure to select your default email application as described in the built in Help the Schoo Setup tutorial and the User s Manual Your email application must be open and running before sending a message You can even use the Smart Support Wizard if you do not have an internet connection at your school Read Vo nterner Connection At Schoolin the built in Help Only the Studio Organizer is Supported Please note technical support is only provided for the Studio Organizer software Operating systems hardware and o
79. ails screen is set to 3 Bill will be allowed to check into 3 Hapkido classes Students enrolled in more than one style can check in according to the settings for each style For example if Jane Miller is enrolled in both Hapkido and Kung Fu and the default Self Check Ins per Day is 1 for Hapkido and 2 for Kung Fu Jane could check into 3 classes in one day 1 Hapkido plus 2 Kung Fu classes the Studio Organizer 5v21 User s Manual p 65 the Check Ins Folder Tab Eligibility amp Expiration Points Check Ins Invoices Days Since Status First Class Last Class Last Class Active Attendance 2 1 10 5 31 10 0 Rating Last Test Days Since Class Student Passed Last Test Counter 1010 109 X Totals Present Late Left Early Self Number Number Check Ins Allowed Recorded Level 16 0 0 i Traini Per Day Unlimited i raining Classes Days asaba Per Week Unlimited 1 Level 16 16 16 00 Style 16 16 16 00 Per Month Unlimited 2 Comments for Attendance Check In screen from Style Setup Instructor Approval Required Open Another Folder Tabs Window E Take a look at the Self Check In fields Just to the right are green Replace buttons You ll find these Replace buttons on other screens as well Replace Buttons To quickly change many records use the Replace button It s a green check mark You ll find these buttons on a variety of screens Click the Replace button beside a field to apply the current se
80. ails for each student that include merge fields that will insert the student s name rank etc When you create a letter or mass mailing you have the option of emailing your letters Find Show All Click the Email button on the letter or envelope screen Help Support If you re viewing more than one letter you ll be asked if you d like to email just the current letter or all of them You ll also be asked if you d like to Send the letter immediately or view it Viewing a letter lets you f Close verify the message and even add an attachment if you wish Emailed letters are stored in the Studio Organizer as well as your email software the Studio Organizer 5v21 User s Manual p 53 the Studio Organizer 5v21 User s Manual p 54 the Studio Organizer Styles Classes amp Attendance the Studio Organizer 5v21 User s Manual p 55 Record 4 of 4 Student Info Styles Classes Invoices amp Tuition Letters amp Certificates Notes amp Follow Ups Custom Fields amp Passcode School Info Staff Passwords amp Access Expenses Reports Preferences 100 weed S Browse the Studio Organizer 5v21 Past Due Eligible Show All Records Y First Name Last Name Status Student g Style of Instruction amp Level Hapkido White Belt 01 31 11 Eligible to Test kdl 05 22 10 04 21 10 04 20 10 04 02 10 03 25 10 03 23 10 03 16 10 03 16 10 03 16 10 03 16 10 03 16 10 03 13
81. al p 129 Updating Inventory Inventory Qdipep E amp x A 4 I A O Z Wholesale Price List Inventory 12 character max 788932397781 No spaces No returns Quantity NETZE Item Name Inventory Image in Stock Quantity Double paddle target E l 3 0 O Reorder this Item Category O Do Not Deduct Quantity Protective Gear Description Click to Create Labels Your School Narre Double paddle target 78893239778 14 95 Taxable Item Yes Vendor Century Last Last SELAN Wholesale Purchase Purchase Freight Tax Rate 2 Price Quantity Date per Item 6 60 3 25 06 Retail Price Tax 15 92 Update Only ka 100 ef F Browse In order for your inventory to be updated after a sale has been completed print an invoice or receipt Or if you do not wish to print an invoice or receipt set the drop down menu below the Print button on the Invoice Entry screen to Update Only Be sure to a ways click the Print button in order for your inventory to be updated even if it s set to Update Only When inventory is updated the Quantity in Stock field of a sold item is reduced automatically If you do not wish to update the quantity of an item check the Do Not Deduct Quantity check box on the inventory screen For example you would not wish to deduct the quantity of tuition inventory records the Studio Organizer 5v21 User s Manual p 130 Tuition Fees Creating Recurring Invoices You can create invoices for recurring
82. also select a style of instruction and insert data directly from a student s record using the merge field drop down menus on the Edit ID Card screen This additional information appears on card designs 1 2 3 4 7 8 and 10 Edit 1D Card Make a selection from a drop down menu or select Other and type any text your wish PEET Your School Name cannot be changed without first submitting a Change of School Info request see the Help menu and When selecting Custom Text or Date fields the text label above the custom field is included ra a T T ae highlighting the text below then going to the Format menu at the top of the screen To insert a line break in your School Name type a Return where you would like the next line to begin Text may overlap if a selection is too long Your School Name You can leave the Additional Information fields blank if you wish This text below the School Name is editable To clear an Additional Information drop down menu click the red X beside it Gnsert Motto Style of Instruction The birthday will not be displayed if there is no data in the first Birthday field on the Student Info screen Siti ial iran Varin A x x In order to use any of the Additional Information fields that display style information a style of instruction es eee gt must be selected in the field above Click the Apply button to save your changes Apply gt When creating an ID card for just the current student the first style of ins
83. amp Expiration folder tab to Ready ro Test and close the Style Details screen Close the record promotions or test list screen and run the test list or Record Promotions wizard again Removing from a Test or Promotion List When you create a test list or use the Record Promotions Wizard only students who are eligible or almost eligible are displayed If a student appears in the list whom you wish to exclude click on the View button This opens the Style Details screen for this student Now change the Eligibility Override field to Do WOT Test Exclude and close the Style Details screen Close the list or screen then run the test list or Record Promotions wizard again the Studio Organizer 5v21 Wizards Window Help Technical Support Attendance Check in Edit Attendance Quick Invoice Record Invoice Payments Auto Dup Invoices Find Calendar Record Points Record Promotions Reorder Inventory Backup Snapshot Restore Snapshot Transfer Files Transfer Attendance Only Import EFT Results File Updating the Studio Organizer User s Manual p 81 After a Promotion amp the Check In Button After a Promotion After you ve completed a promotion and wish to update the Next Text Date or other requirements for an entire rank or level go to the School Setup screen click on the Style then change the Next Test Date or other requirements If all ranks use the same Next Test Date or Requirements use the Replace buttons green check
84. an enter their Employee as displayed on the Staff screen 2 They can enter the password they use to open the software 3 They can enter the passcode assigned to their student record provided the Student and the Employee s are the same Please read When A Staffer Ls Also A Student for details STAFF Your School Name SPT West Some examples iiia If a staffers Employee is 1231 he can enter cin1231 no quotes to clock in F If a staffers log in password is teacher789 he can enter coutteacher789 no quotes to clock out If a staffers passcode for his student record is speedy he can enter cinspeedy no quotes to clock in Stat 5000000 provided the Student of his student record is the same as his Employee in his staff record ae Touch Screen If students are using the touch screen feature to check into class staffer can touch the In or Out button then enter their Employee their password or the passcode assigned to their student record provided the Student and the Employee s are the same Please read When A Staffer ls Also A Student for details the Studio Organizer 5v21 User s Manual p 117 When a Staffer is also a Student There s a fourth time card option which does not use the attendance check in feature Recording Hours from the Staff Screen If a staff member forgets to clock in or out you can easily add a time card entry Just go the Staff screen find the staffers record and click the but
85. and a preprinted bar code Visit http www keytagworld com Assign an ID card or key tag a student when they sign up To enter the preprint bar code as the Student go to the Student Info screen for the student and delete the automatically assigned Student in the top right corner With your cursor still in the Student field scan the bar coded item The Student field will now contain the bar coded number on the ID card or key tag You can use this trick with anything that has a bar code on it the Studio Organizer 5v21 V Admin Check In Data Entry Dialog Boxes Help Staff ID uf es Names amp Bar Codes ID Cards info wID Avery 5361 ID Cards Avery 2951 Badges Attendance Cards Names amp Bar Codes User s Manual p 89 Attendance Cards Annual Monthly Blank ANNUAL ATTENDANCE CARD YOUR SCHOOL NAME 577 Western Way SUZIE MILLER Student 109 555 1245 555 1245 Birthday 4 1 2 99 Member Since 1 18 10 OCT rte te tate te te pepe fio fir fiefs raps fie rr ie ie foo 21 22 fo fos 2s ae orf 20 o0 novit 2 3 4 5 6 7 3 9 ioli iz i3 14 15 16 17 i fis 20 21 22 23 2425 26 27l 2a 30 oc a 2 papa ts fet lele fio fis 12 13 ia fis lie lir fig fig 20 21 22 23 24 25 26 27 28 29 30 31 There are several different attendance cards for you to choose from To view them go to the Student Info screen and select Attendance Cards from the drop down menu
86. ank page will appear You can type in a name for this template and select the default page layout which will be used every time this template is created There are a variety of page layouts that can include your logo and place it in different locations Feel free to experiment with different page layouts You can lt Class Day amp Time gt change the page layout at any time lt Class Name gt Inserting a Merge Field Use the Merge Field drop down menu to view the different categories of fields To insert a merge field click and drag the field to into the text of the template Release the mouse to insert the merge field in your text lt Class Instructors gt You can now begin to type the text of your template lt Class Location gt the Studio Organizer 5v21 User s Manual p 149 Letters Certificates Envelope amp Merge Fields Creating a Letter Certificate or Envelope You can quickly create personalized letters certificates and envelopes Merge fields are used to insert a students unique information into these documents To create a new letter certificate or envelope go to the Letters amp Certificates screen and make a selection from the drop down menu below the New button in the upper left hand corner then click the New button i f Ma ih bel A Wizard will appear that will walk you through creating the item ling Labe Bar Code Label Once your item has been created you can make any changes you wish before printing
87. anner Display Student Photos Welcome amp Roster amp Tuition Letters amp Birthday Song defaults to amp Certificates Notes amp Student entered upon arrival computer selects Class from enrolled classes or presents a pick list Follow Ups O Staff member selects Class and Date Student s entered upon arrival or after class Custom Fields Student entered upon arrival Student selects Class from a pick list of available classes amp Passcode Student entered upon arrival computer selects Class from classes the Student is enrolled in School Info change Inactive or On Hold status to Active after successful Check In Staff Full Screen Greeting screen for each Student after a successful Check In Passwords amp Access Pause Greeting screen for 4 seconds Expenses mark Late arrivals Record all as Present On Screen Attendance Log deduct minutes Late from total class time Size Full Screen require password to Close or Reset Attendance Check In Position Top Left halt Attendance Check In for Limited Check Ins Expired or Past Due Student not allowed to Check In If DO is selected choose Password option Reports require a password to resume halted Attendance Check In Preferences record attendance if a student is Expired Past Due or has exceeded the check in limit Main Menu 100 ef FS Browse the Attendance Check In Preferences screen the Studio Organizer 5v21 User s Manual p
88. anual p 52 Sending Many Emails IMPORTANT How your computer handles email is determined by your email preference setting on the General folder tab l Scripts of the Preferences screen and the email software you use Previous Record 1 Next Record 36 2 There are two options for sending multiple emails zE m Copying Email Addresses ee aa To send the same email to many students you can copy a number of email addresses so you can then paste Sort by Last Name 3 8 them into the To field of a single email message First search your records for everyone you wish to email Sort by Status LastName 369 Copy Emails a6 O To find every student that has an email address entered single click the Find button type an asterisk into the Email field Then single click the Find button again The asterisk is a wild card that searches for Quit Logout any characters See the 7zding Records for more details Once you have a found set select Copy Emails from the Scripts menu Then switch to your email software create a new message and paste the addresses into the TO CC or BCC field This function only works on these screens Student Info Styles Classes amp Attendance Invoices amp Tuition Letters amp Certificates Notes amp Follow Ups and Staff Emails created using the Copy Emails script are not stored in the Studio Organizer f Ruler Spell Emailing a Mass Mailing Print C Eman You can create customized em
89. arch for a particular invoice click the Find button enter what you re searching for into one of the fields then click the Find button again the Studio Organizer 5v21 Wizards Window Help Technical Support XT Attendance Check in XA Edit Attendance XE Quick Invoice XY Q Record Invoice Payments p VEF Auto Dup Invoices XD Find Calendar Record Points Record Promotions Reorder Inventory Backup Snapshot Restore Snapshot Transfer Files Transfer Attendance Only Import EFT Results File Updating the Studio Organizer User s Manual p 143 Refunds Store Credits amp Running a Tab If a student purchases an item then wishes to return it you can either refund the student s money or issue a store credit Issuing a Refund To do this go to the invoice you created when you sold this item to the student Do not alter the original line items on the invoice Instead create a new line item for the returned item and set the quantity to 1 Or 2 if the student is returning two of the same item Do this for each item the student is returning This will result in an overpaid invoice To issue the refund go to the Fast Pay Pick List on the right side of the screen and click on the Cash button This will display the amount of the refund and enter a Payment line item with the amount of the refund Click the Print button to give the student a receipt and update inventory After clicking the Print button any returned
90. asses amp Attendance screen of the student you wish to record attendance for then click directly on the desired style of instruction from the list in the top left corner of the screen This will open the Style Details screen Add Attendance Date Class Name To add an attendance record click the Add Attendance button above the list of attendance entries A dialog box will appear Click directly on a class name from the pick list of available classes for this style An attendance record will be create You can now modify the fields as needed Click Save to record the it Attendance a attendance entry O00 edit attendance O Jason Givens 22 May 2010 E Arrival Time Once you ve recorded some attendance only the attendance dates for the Rank Displayed will be shown Erm iam To view previous ranks select a lower rank from the Rank Displayed drop down menu in the bottom left stye Depariuns Tima MEDI corner then single click the Update button Rank Hours tet 00 GR Also you can use the attendance check list or attendance check in preference 2 to record attendance afer a student has already attended a class Name Jason Givens View Lev 1 White Belt 2 White Belt 1st Stripe E Editing the Rank E When viewing the Style Details screen the Rank field at the top of the screen is a drop down menu So if pate 4 Yellow Belt 1st Stripe you want to change the rank of student without using the Promotions
91. attend After you have checked all students who have attended click the Record button and attendance records will be created for each student You can also click the Find button to locate students enrolled in other classes however in order for a student to be found he or she must be enrolled in at least one class Click Reset to record attendance for a different class Click Close to cancel without recording any attendance the Studio Organizer 5v21 User s Manual p 107 Private Lessons Select Class amp Date Date 31 May 2010 Arrival Time 6 49 PM Departure Time Present Present 7 Rea Hours c 100 ad F Browse You can record private lessons and they will be recorded and counted as a class First create class records for each type of private lesson you teach You ll do this on the School Info screen by clicking the button beside Classes Be sure to select a style of instruction Create as many private class records as you wish just give each private lesson a unique class name When a student attends a private lesson go to their Styles Classes amp Attendance screen click on the style of instruction of the private lesson and you ll be viewing the Style Details screen Now just above the attendance dates on the left click the Add Attendance button and select the correct private class name from the list of available classes Select the date time etc That s it you ve just recorded the private les
92. ax information From the Invoice Entry screen select Sales Tax from the drop down menu below the Find button Click the Find button to create the Sales Tax report Or go to the Reports menu and select Finances from the list of categories To view the total sales tax for all items on an invoice use the Sales Tax report To view sales tax for individual items sold use the Invoice Items report Paying Staff the Time Card Report You can total employee hours and mark hours as paid using the Time Card report Before you can create this report have your staff members clock in and out to record their hours Read Sza Clocking In And Out for details To create this report go to the Staff screen and set the drop down menu below the Print button to Time Card Report then click the Print button A find screen will appear all fields are optional Leave a field blank if you do not wish to search for a particular person date or status To find only one staff member click the down arrow to the right of the Staff Name field and select a staffers name from the drop down list Leave the field blank to search all staff member records Leave the Paid field blank to find all time card entries that have not been paid Enter a starting date and or ending date to create the report for a day week month or any time period you wish Leave the Starting Date field blank if you do not wish to specify a starting date Leave the Ending Date field blank if you do not w
93. ays Since Student Info First Name Last Name Status Attended Last Class Shies Classes a Givens T 1010 a orgs Floor vy 6 15 10 2 Invoices Notes amp Follow Ups amp Tuition Letters amp Ascending Date Due Certificates ara z i Notes amp Start End Time Date Due wt Completed Assignedto Note or Follow Up Request Ki Follow ups i Previous experience May want to promote through Custom Fields ae l lower ranks a bit quicker than usual amp Passcode School Info Jason would like to participate in the Saturday Swap meet Please give him a call with details Staff Passwords amp Access Expenses Reports Preferences The Notes amp Follow Ups screen the Studio Organizer 5v21 User s Manual p 160 Creating a Note or Follow up Notes and follow ups are almost the same thing a follow up has a daze due a note does not A follow up is normally assigned to a staff member Notes generally are not To create a note or follow up single click the New button in the top left corner of the Notes amp Follow Ups screen Use the TAB key to move through the fields Enter a date due or leave this blank if this note requires no follow up Enter a start and end time if desired otherwise leave any unwanted fields blank Click the red X to clear a field Select the style of instruction Any notes with a style of instruction selected will appear on the Style Details screen of that student If this
94. be sure you do not enter credit card information or any sensitive data into the Number field when recording a payment This field in not encrypted and credit card numbers cannot be stored on personal computers For more details about storing sensitive data please see Ze Vau rin the built in Help the Fast Pay Pick List You can also add a payment to an invoice using the Fast Pay folder tab on the top right side of the Invoice Entry screen Click on an icon to select a payment option Enter the payment details The date defaults to today but it can be changed Use the TAB key to move between the type of payment check or account and amount fields Click Save and the payment will be recorded If change is due a dialog box will appear displaying the amount due To change the items displayed on the Fast Pay folder tab click the Edit List button and check all the forms of payment you accept Uncheck those that do not apply the Studio Organizer 5v21 User s Manual p 141 Record Invoice Payments Wizard Check the blue box if the Invoice has been PAID then click the Record button Days Balance Amount Payment invoice h Student Name h Student Date Duels Past Due h Late Fee Due Date Paid Paid Method Check C E Givens Jason 1010 ee O 923 PPX C 5D miter Suzi w9 pS SOO ss PP po 100 aad F Browse the Record Invoice Payments Wizard the Studio Organizer 5v21 User s Manual p 142 the Record Invoice Pay
95. below the Print button which is located at the top middle of the Student Info screen Then click the Print button Now you ll see the first attendance card design Click on the words Monthly or Blank to view the other designs Select the card you like then click the Print button None of your recorded attendance data is included on these cards These are for manual attendance recording only You don t need any special type of paper to print attendance cards but 110 pound card stock will make the cards more durable Use a paper cutter to quickly separate the cards If a student photo has not been inserted the school logo will appear in place of the photo After you have successfully printed these cards click the Close button to return to the Student Info screen You will be prompted to clear the Print check box for these students You can also click the red X under the student photo field to clear all the Print check boxes the Studio Organizer 5v21 User s Manual p 90 the Birthday Songs There are 10 birthday songs to choose from Select the default song on the Attendance Check In folder tab on the Preferences screen Every new student record created will have that song selected but you can change the birthday song for each student at any time You can select unique birthday song settings for each student Go to the Check In Options folder tab on the Styles Classes amp Attendance screen Your options are Display Birthday Scr
96. ble to record attendance while performing other tasks in the Studio Organizer you may want to dedicate a computer to attendance recording There are two ways to do so Both of these options are explained in detail in the Working with Dara tutorial as well as the built in Help Free Option No Networking Required Since networking the Studio Organizer requires additional hardware and software a Wizard has been created that allows you to have a computer recording attendance only at the front desk This is a free option No special license or additional software is required Networking the Studio Organizer Networking is a great way to share the Studio Organizer with everyone in your office but it requires additional hardware and software Networking is an optional feature which allows you to share the Studio Organizer in real time between two to nine computers on a network If you wish to network more than nine computers please contact technical support for details You ll need a professional to set up the wiring and hubs The Studio Organizer com does not charge any additional fees for a user to network however FileMaker Pro software must be purchased and installed on each computer You can purchase the FileMaker Pro 11 software from any source you wish such as www softwaremedia com The cost is roughly 300 per computer Do not purchase the Advanced or Server versions Since it s not possible to record attendance while using other featur
97. button to open the Point Entry screen and create a new point If there are existing points for this rank you ll be asked if you d like to add all of them Click Add All to add all points for the current rank to this student s Style Details record Click Add One if you d like to create just one point You can create a unique point or choose an existing point by single clicking the small blue arrow to the right of the Title field and selecting a point It s not possible to select points from other styles or ranks You can edit a point by clicking the Edit button If you make changes to original point record be sure to click Apply Changes if you would like all students or classes using this point to have the new information Use the Record Points Wizard to quickly record Points for many students the Studio Organizer 5v21 User s Manual p 63 the Points Wizard AOO the Points Wizard the Points Wizard Hep Suppor a 7 Skil White Belt 1st Stripe Hapkido Select a Point White Belt Skill 1 Edit Point Value 5 Date Point Student Student Name Completed Value 1010 Givens Jason BJJ Level 1 j 1002 Miller Fred Hapkido White Belt l 109 Miler Suzie Hapkido White Belt 1st Stripe a el 1000 Stevens Janie Hapkido White Belt 100 ad F Browse The Record Points Wizard allows you to quickly and easily record points for a group of students Go to the Wizards menu at the top of the compute
98. by Status Last Name If you wish to clear a drop down field click into the field twice so the drop down menu is not being Copy Emails displayed and hit the Delete or Backspace key Quit Logout There is no Save command Your data is saved automatically when you switch screens or hit the ENTER key in the number pad area of your keyboard To undo changes before they are automatically saved select Revert Record from the Records menu If Revert Record is grayed out the record has already been saved Sorry Don t enter data in ALL CAPS or your form letters will look like ransom notes Use the Delete or red X buttons to delete a record An Admin level password may be required Record deletion is permanent and cannot be undone You will be prompted to confirm each deletion the Studio Organizer 5v21 User s Manual p 29 A SELECT A STYLE amp DATE THEN CLICK ON A CLASS Date Attended Style of Instruction 7 8 31 10 L A Class Name Instructor Days amp Time Location Hapkido M W F Mon Wed Fri 8 00PM Dan Smith Hapkido T Th Tue Thu 7 00 PM Dan Smith Hapkido Noon Mon Tue Wed 12 00 PM Dan Smith Private Lesson Sat Studio B 1001 1002 100 oad E Browse 1004 100 ad A Browse the Studio Organizer 5v21 AAF Class Entry the Studio Organizer allows you to view more than one screen at at time User s Manual p 30 Understanding Multiple Screens As you re using the Studi
99. by the attendance recording computer in case a student forgets their ID card Students can also check into class by typing their passcode but they will need access to the keyboard to do so the Studio Organizer 5v21 User s Manual p 51 Sending a Single Email To send a single email to a student or employee first be sure a valid email address is entered into the Email Y Default Email Application AY field on the Student Info or Staff screen Also your default email application should be open and running My Computers Clipboard To send a single email single click the Email button Emails created using the Send button are not stored in the Studio Organizer On the General folder tab of the Preferences screen you select whether your Default Email Application will be used to send the email or if the text of the email will copied into your Computers Clipboard where it can then be pasted into a new email message you will create If you re using America Online gmail Yahoo Hotmail or an email service that you check by opening a web page you ll want to select My Computers Clipboard If you use Outlook Express Entourage or OS X Mail you ll select Default Email Application Invalid Email Addresses If an email address is invalid or blank your email software will provide the appropriate warnings Email jason email com Send The Studio Organizer doesn t verify email addresses the Studio Organizer 5v21 User s M
100. category in the built in Help for details To access the vault from the Invoice Entry screen click the EFT button then click the Vault button the Studio Organizer 5v21 Payment Reliability Grand Total of All Invoices User s Manual p 124 Creating Editing amp Deleting Invoices Creating an Invoice To create a new invoice for a student go to the Invoices amp Tuition screen and single click the New Invoice button at the top of the screen Or click directly on the word Invoices on the top left side of the invoice list under the large Cannot Check n check box Or select Quick Invoice from the Wizards menu Or click the Quick Invoice button on the Main Menu then scan or type in the Student 5 New Invoice Walk Ins How to Create an Invoice There s no need to create a student record for someone who s only going to buy from you once What you can do instead is create a record on the Student Info screen and enter Walk In into the First Name field Make a note of the student number or change it to a unique number that s easy to remember You can also print and ID card and keep it by the register The next time a walk in customer wants to purchase something click the Quick Invoice button on the Main Menu type or scan in the student number for the Walk In record and create the invoice Editing an Invoice To edit an invoice go to the Invoices amp Tuition screen and single click directly on the invoice Del
101. cccceeeeescccceceeeseenneeeeeeeeeeeeaaes 159 Creating a Note or Follow Up cceccccecceeeeeeeeeessessesseneeens 161 rest dar EnA T a a ine mo i neee E ee ree 161 Calenda ROR een ce Prey BOO a Cn seer a aman Re TD 162 Calendar DUNO acrea n S 162 CODEF dS 3 6 ca e a e EN 163 RIO 2 eee ence E E ONTE 164 Previous Training amp Medical HIStory ccccccccccceeeeeeees 164 Passcode Seren Matra aniace eames 164 Calendar BUM OD ceneni A 165 Creating a Calendar for a ROOM c cccceeseseeseeseeeeeeeeeees 165 Folow WB Witte tia che ids tases ba ease eae ees 165 the Studio Organizer 5v21 Finding Records ccccceceseesccccccceceeeeeeesssnnnnneeeeeeeees 167 Panini OR CCOLIS i ictes oun ae ata A 169 Find Options on the Student Info Screen cccceeees 170 Printing the Found Se tiissiseeiectseetensharcesehcsestes ila ias 171 Preview BUON ssop E munis 171 Modify Last End oineu on tauaaselacschinaintteeaualadaecstas 172 OM REGOLI seia a eer are aaah tet ntona 172 Reversing the Found IS Clot acieink peed etcetera ion Mem cte aceite 172 Fndine Bmp ly Fields sena E 173 The Asterisk Wld Card erscnpscieansen E 173 Finding Not Empty Fields using Wild cards 000000000000 173 Bypassing Special CharacterS cccccsssssssssessssessseeeees 173 Find Symbols esene a aac ececaee ant 174 Finding a Range of Dates or Numbets c c00ccee 174 Finding by Day Namie ecaniseroi o n 174
102. ck In folder tab of the Preferences screen you can select how attendance will be recorded Option 1 In order for an attendance greeting screen to be displayed the student must be enrolled in the style of instruction of the class being attending When check in option 1 is selected the student must also be evrvo ed in the class being attended Use Option 1 if students normally check themselves in and you ve enrolled each student in the style of instruction and classes they can attend This is done on the Styles Classes amp Attendance screen When a student scans their D card or enters their passcode the computer selects the class to record based on enrolled classes or presents a pick list of all available classes if more than one class ts available The computer records the check in time and date How it Works When a student arrives for class he enters his Student and the computer searches for a matching class from the list of classes this student is enrolled in lhe student must check into the class within a half hour of the class start time For example If a class starts at 7 p m students can check in as early as 6 30 p m 6 29 p m or before is too early Students arriving late can check in as late as 7 30 p m 7 31 p m or after is too late If one class 1s found that class is automatically selected and current time and date are recorded If more than one enrolled class is found the student will be prompted to pick a class from
103. ck the Update button 12 50 PM Departure Time Present Present 7 Also you can use the attendance check list or attendance check in preference 2 to record attendance gter a S RE student has already attended a class There are many powerful Attendance recording features in the Studio Organizer Be sure to read the Name Jason Givens Attendance Recording chapter in this manual for all the details me White Belt eren l sy 2 White Belt 1st Stripe fea 3 Yellow Belt E 4 Yellow Belt 1st Stripe Editing the Rank 2710 5 Yellow Belt 2nd Stripe When viewing the Style Details screen the Rank field at the top of the screen 1s a drop down menu So if 6 Gold Belt you want to change the rank of student without using the Promotions Wizard you can simply select the a 7 Green Belt different rank from the drop down menu 8 Red Belt 9 Brown Belt 10 Black Belt This is very useful if you d like to enter attendance data for previous ranks Just don t forget to switch the rank back to what it s supposed to be when you re done the Studio Organizer 5v21 User s Manual p 70 Buttons on the Style Details Screen Print Options on the Style Details screen The Print button on the Style Details screen has a drop down menu with these options Full Page Detailed and Brief The Full Page report is a single page printout of most of the details displayed on the Style Details screen Print this report if you d like to have a hard copy of this informa
104. crease the size of your Studio Organizer data file Too many files especially large ones are known to cause corruption Once you have a file linked or stored in a custom file field to retrieve that file click on the field and a Save dialog box will appear Select a name and location then click the Save button To clear a custom file field click the red X to the right of the field To print your custom field data click the Print button Or go to the Reports menu select Student Info from the list of categories then select Custom Fields You can also select zew As Table from the View menu to see the custom fields in a spreadsheet format that is somewhat modifiable See Customizing A Spreadsheet Stile Report in the built in Help the Studio Organizer 5v21 Custom Text Fields Custom Text 1 Custom Text 2 Custom Text 3 Custom Text 4 User s Manual p 163 the Custom Fields amp Passcode Screen Rating Using the Rating field at the top of the Notes amp Follow Ups screen is optional Select A B C or D Previous Training amp Medical History The Previous Training and Medical History fields are optional Passcodes Did a student forget their ID card Your students can check in by typing their passcode To create a passcode go to the Custom Fields amp Passcode screen click into the Passcode field and enter a unique passcode Each passcode must be unique and at least four characters long Passcodes and Student s are
105. d Edit the white field to change the counter value Class Counter To clear the Class Counter field for a single student click into the field and delete the number 101 X To reset the Class Counter for the found set click the red X Changing the level or rank displayed will have no affect on the Class Counter since this counter is independent of the students level or rank Open Another Folder Tabs Window If you need to see information on two different folder tabs on the Style Details screen click the Open Another Folder Tabs Window button Then arrange the windows side by side Click the Close button after you are done the Studio Organizer 5v21 User s Manual p 67 the Notes Folder Tab Eligibility amp Expiration Points Check Ins Notes i Invoices New Note F Ascending Date Due Descending Date Due Start amp End Time Date Due l Completed Note or Follow Up Request Previous experience May want to promote through lower ranks a bit quicker than usual O Prit O Promotion Hapkido Assigned to x Notes for this Style amp Student Only Contract Open Another Folder Tabs Window close Create Notes and Followups Click the New Note button to create a new Note or Follow Up for a student Notes are covered in detail later in this tutorial Notes for This Style amp Student Only If you would like to record notes for the current student that pertain only to this particular style o
106. dating the Studio Organizer You can update from any version of the Studio Organizer to the most current version It 1s not necessary to install previous updates Your Registration Code will transfer along with your data so it s not necessary to reenter your Registration Code Be sure to install each Studio Organizer update when it becomes available Updates contain new features interface amp documentation improvements and bug fixes Before updating print and read the Version History on the web site for a complete list of what s been added and how to use the new features Master Password Only Even if you have created other passwords the first time you open a new version of the Studio Organizer you must open it with the Master password This is because the passwords you have created are not included in the version you download from the web site Any passwords you have created are transferred during the updating process and will be available after you have successfully updated Updating Instructions To update open the Studio Organizer with the Master account name and password then go to the Wizards menu at the top of your computer screen and select Updating the Studio Organizer All the instructions are right on the screen but here s a brief overview of what you ll do Step 1 Open the version of the Studio Organizer you are currently using with the Master account name and password Go to the Wizards menu and select Updating the Studio Organizer
107. dent can check in and out of one class then later in the day check into and out of a second class If a student has checked in several times using the Advance Check In feature when the student scans their ID card to check out the class with the aes starting time will be selected and the check out time will be recorded into this record the Studio Organizer 5v21 User s Manual p 113 Adding a Message to the Greeting Screen Check In Message for Jason Givens only Check In Message for ALL Students See you at the Kali seminar on Saturday To add a unique message to a students attendance greeting first find the students record then go to the Styles Classes amp Attendance screen then click on the Check In Options folder tab and type your message into the Check In Message for lt Student Name gt oniy field To add a message which will be displayed to all students type your greeting into the Check In Message for ALL Students field This message will appear for every student and display on every attendance greeting screen the Studio Organizer 5v21 User s Manual p 114 Limiting Check Ins per Day Week or Month Eligibility amp Expiration Points Checkins Invoices Days Since Status First Class Last Class Last Class Active Attendance 2 1 10 5 31 10 0 Rating Last Test Days Since Class Student Passed Last Test Counter 1010 109 X Totals Present Late Left Early Self Number Number 16 0 0 Check Ins Allowed Recorded T
108. dent who QuickFind is past due Select Past Due from the drop down menu below the Find button and click the Find button to display a found set of all students who have at least one invoice past due You can also create a Past Due report by going to the Reports screen and selecting Finances from the drop down list of categories _Absentees Expired or Almost Expired Will appear in red letters below the student photo on the Student Info screen for Past Due any student who has expired or is about to expire Select Expiring from the drop down menu below the Find button and click the Find button to display a found set all students who have a style of instruction that xp irin g has expired or is about to expire You can also create an Expiration report by going to the Reports screen and selecting Retention from the drop down list of categories E lig ible Eligible or Almost Eligible will appear in red letters below the student photo on the Student Info screen for any student who is eligible or almost eligible for testing or promotion in any style of instruction Select Eligible from the drop down menu below the Find button and click the Find button to display a found set all students who have a style of instruction in which they are eligible or almost eligible You can also create a Test List by going to the Reports screen and selecting Promotions from the drop down list of categories the Studio Organizer 5v21 User s Manual p 170 Printing th
109. e Found Set IMPORTANT This is a something you Y want to be sure everyone who will be using the Studio Organizer understands This ts a very common tech support question so please read this information carefully Once you have successfully performed a find you now have a Found Set Pit Understanding the found set is very important when it s time to print There are two options in your print dialog box Print Records being browsed Records Being Browsed Select this option to print the entire found set If you have not performed a find and do not have a found set all records will be printed Current Record Select this option to print only the ove record you re looking at when viewing a form or if you re viewing a list or report the current record is the one with the black bar on the far left side Print Records being browsed Current record Invoices are the Exception Always select Records Being Browsed when printing invoices Macintosh Users In order to see the Records Being Browsed or Current Record option it may be necessary to select the Studio Organizer or FileMaker Pro from a drop down menu in your print driver software the Preview Button Many reports and screens have a Preview button Click this button to see how the report or screen will print This is important because some reports will print slightly differently than what you are seeing on the screen This is especially true if a report has a variet
110. e attending It displays the very last class attended by this student regardless of the style of instruction Days Since Last Class The Days Since Last Class field is based on attendance recorded for all styles a student might be attending It takes today s date and counts backwards to the very last class attended regardless of style Check In History On the left side of the Styles Classes amp Attendance screen there are two folder tabs The Check In History folder tab displays all recorded attendance for this student All Styles are displayed and totals appear at the bottom the Studio Organizer 5v21 Last Class 5 27 10 Days Since Last Class 4 User s Manual p 74 the Check In Options Folder Tab Check In History j Check In Options C Jason Givens cannot Check In if Past Due lt bd Jason Givens can Check Into consecutive classes in advance lt C Record Check Outs for Jason Givens K Show a warning if Jason Givens does not have a C status of Active before enrolling in a Style of Instruction or Class lt Birthday Song at Check In Song Display Birthday Screen amp Play Song A Check In Message for Jason Givens only Check In Message for ALL Students See you at the Kali seminar on Saturday Past Due Student Cannot Check In If you wish to prevent a student with past due invoices from checking into a class go to the Check In Options folder tab of the Styles Classes
111. e button and follow the steps to register the software Then find and delete the other unused the Studio Organizer folder the Studio Organizer 5v21 User s Manual p 8 Limitations amp Warnings Please Read Date Changing Prohibited Please do not change the date on your computer to a previous date Doing so will cause the Studio Organizer files to detect an error and lock They can only be reset by submitting the files to technical support Instructions for submitting your file will be displayed on your screen Attendance Check In amp Networking It s not possible to record attendance while performing other computer tasks The Studio Organizer must always be in attendance check in mode and be the foreground application in order to record attendance As a workaround to this limitation a wizard has been designed that let s you dedicate a computer to attendance recording This is a free feature Or the Studio Organizer can be networked with one computer dedicated to real time attendance recording The downside is one copy FileMaker Pro software must be purchased for each computer you wish to network The software costs about 300 per computer The free solution and networking are explained in detail in the Working With Dara tutorial Duplicate Installations It s possible to install more than one copy of the Studio Organizer on your computer then have two sets of data files which cannot be merged This is a computer housekeeping issue which is eas
112. e dates that fall on a Monday Or you could enter Mon Fri into a date field to find all the dates that fall on a weekday the Studio Organizer 5v21 User s Manual p 174 Multiple Finds Multiple Fields in a Single Request When you search your records you can enter find criteria into multiple fields For example a search for the city of Hollywood will create a found set of all residents of Hollywood CA as well as Hollywood FL However if you enter Hollywood in the city field and CA in the state field your found set will only display Hollywood CA residents City Clearlake a State CA You can even enter your find criteria into fields that are on different screens This can be extremely powerful Multiple Find Requests You can search your records for completely unrelated items by creating multiple find requests Start by clicking the Find button and entering your first find criteria When you are in rind mode the Records menu at the top of the screen becomes the Requests menu To enter your second find criteria go to the Requests menu and select Add New Request or Duplicate Request This creates a new blank find request screen Create as many find requests as you wish Use can use the arrow buttons in the top left corner of the screen to review the find requests Click the find button to search for any records that meet all of your find A Requests requests Add New Request aN Let s say you d like to search for students who li
113. e of the screen and single click on a tuition item to move it to this invoice Scan Inventory Bar Codes To scan bar codes of inventory items click the Scan button at the top of the screen Scan the bar code of the item you are selling The quantity will default to 1 but this can be edited Once you have entered an item into an invoice click the blue arrow to the left of the item to edit it Some fields can be edited by clicking directly into them the Studio Organizer 5v21 User s Manual p 127 Discounts Due Dates Late Fees amp Freight Discounting an Item Discount To discount an item single click into the green Discount Percentage field on the Invoice Entry screen A drop down list will ees aaa appear Make a selection and the discount amount will appear in the Discount Amount field If you d rather enter a fixed dollar amount as a discount for example you d like to take 5 off the price of an item don t use the Discount field Instead create an new line on the invoice Qty 1 Description 5 Discount Price 5 Be sure to enter a negative dollar amount The total amount discounted is displayed at the bottom of the invoice when it is printed If no discounts are applied no discount verbiage appears on the invoice Past Due on 05 24 10 Due Dates To change the date an invoice is due click into the Date Due field below the Invoice and select a date from the drop down calendar The Past Due On field is located o
114. e on a staff members calendar Entering a start and end time is optional When a new note or follow up is created the Print check box is automatically checked Uncheck the Print box if you do not wish to include this note on reports or calendars Also be sure to enter a due date Only notes with a due date and the Print box checked are displayed on the calendar Space on the monthly calendar is limited so be sure to review the calendar to see how much text will print the Calendar Button Click the Calendar button at the top of the Notes amp Follow Ups screen to view a monthly calendar of the current students notes Calendar entries can be edited by clicking on them then editing the note To quickly jump to a calendar click the Calendar button at the top of the Notes amp Follow Ups screen or click the Find Calendar button on the Main Menu or select Find Calendar from the Wizards menu at the top of the screen For fastest viewing make note of the keyboard shortcut displayed on the Wizards menu the Studio Organizer 5v21 Wizards Window Help ii 4 Technical Support XH T Attendance Check in XBA Edit Attendance X SE Quick Invoice Q Record Invoice Payments X F Auto Dup Invoices x D REE Record Points Record Promotions Reorder Inventory Backup Snapshot Restore Snapshot Transfer Files Transfer Attendance Only Import EFT Results File Updating the Studio Organizer User s Manual p 162 C
115. e saved to your Desktop the Studio Organizer 5v21 i Update Only Receipt J Recempt wi Logo i Receipt SP500 Coupons 3 Coupons 6 Statement os PDF Statement Y eine 6 a Statement Emad NETWORK ONLY PDF Invoice L PDF Coupons 3 PDF Coupons 6 User s Manual p 139 Invoice Entry Find Options On the Invoice Entry screen below the Find button is a drop down menu with these options Records Due Past Due Paid or Sales Tax Select Records from the drop down menu below the Find button and you can search the Invoice Entry screen by single clicking the Find button and entering your find criteria Single click the Find button again to search your records Select Due and click the Find button and a Find Invoices screen appears which allows you select a range of dates and a variety of other find criteria Use these fields sparingly at first for example only enter a starting and ending date for your search Click the Continue button and a found set of invoices will be created Use the arrow buttons at the top of the screen to browse through the invoices Select Past Due and click the Find button and once again the Find Invoices screen will appear You might want to leave the starting and ending dates blank for this search so you ll find all past due invoices Select Due amp Past Due and click the Find button and now you ll be searching for both invoices which are due and those that are
116. e using a Unitech MS210 bar code scanner on a Windows computer no additional programming is required If you are using a Unitech MS210 bar code scanner with a Macintosh computer it may be necessary to program your scanner Scan the Factory Defaults bar code on Page A 2 in the back of the MS210 manual then scan the USB bar code which is the fourth one down on page A 1 If you are using a Unitech MS146 card reader no programming 1s required If you have a Honeywell 3800 it must be programmed to work with the Studio Organizer The programming instructions can be found in the Bar Coding folder inside the Sudio Organizer folder on your hard drive This special programming only needs to be done once Instructions for all of the above bar code scanners are inside the Bar Coding folder inside the Studio Organizer folder on your hard drive and are also available on the Purchase page of the Studio Organizer web site Using Your Existing Scanner If you already own a bar code scanner you ll more than likely be able to continue to use it with the Studio Organizer For instructions please read Programming Your Existing Scanner in the built in Help Creating Your Own Bar Code Designs Please read Creating Your Own Bar Coded tems in the built in Help the Studio Organizer 5v21 User s Manual p 84 Installing the Bar Code Font amp the Bar Codes Sheet Installing the Bar Code Font The bar code font 1s included with the Studio Organizer and 1s
117. ecording attendance using a bar code scanner first be sure the drop down menu below the Check In button is set to Bar Code Scanner Click the Check In button on the Main Menu or Styles Classes amp Attendance screen to begin attendance recording You can also begin scanning by clicking the Check In button on the Main Menu selecting Attendance Check In from the Wizards menu or firing the keyboard shortcut displayed in the Wizards menu Once you ve started the check in process the Enter Student dialog box will wait for a bar code to be scanned Scan a bar code and the Student will be inserted into the field in the dialog box and the Scan button will automatically be clicked If the Scan button is not automatically clicked after each scan your bar code scanner needs to be programmed to insert a carriage return as a terminator character See the instructions that came with your scanner Attendance will be recorded for this student and the attendance greeting will display if enabled The Enter Student dialog box will return to wait for the next scan If you need to correct a check in record click the Edit button to open the Edit Attendance Wizard the Studio Organizer 5v21 User s Manual p 101 Key Pad Attendance Recording Key Pad Attendance Check In uses y gar Code Scanner Birthday Song defaults t TUcn Screen N Checklist To record attendance using your keyboard select Key Pad from the drop down menu below the Check In butto
118. ed s student records on the Student Info screen This is done by clicking the Linked Students button and selecting the name of the student 1 25 2010 Adult TR AAD 65 00 1 25 2010 Kid s TRAD 50 00 Next use the Duplicate button to create invoices for the tuition payments Bob will make then do the same to create invoices for the tuition payments Fred will make 2 23 2010 Adult Tuition 65 00 2 25 2010 Kid s TURIG N D 50 00 Now if Bob Miller wants to pay his tuition az Fred s tuition this month open Bob s most current invoice 3 25 2010 Kid s Tuition 50 00 with the current tuition payment and click on the Tuition folder tab on the right side of the screen Check 4 25 2010 Kid s Tuition 50 00 the Display Tuition for Linked Students check box 9 25 2010 Kid s Tuition 50 00 6 25 2010 Kid s Tuition 50 00 7 25 2010 Kid s Tuition 50 00 Now all of Fred s tuition entries will be displayed in the Tuition pick list If you ve recently linked students and Fred s tuition items do not appear in this list uncheck then recheck the Display Tuition for Linked Students check box 8 25 2010 Kid s Tuition 50 00 9 25 2010 Kid s Tuition 50 00 To see the details of a tuition item on the Tuition folder tab hold the mouse over the item for a few seconds 10 25 2010 Kid s 50 00 until the yellow sticky note is displayed 11 25 2010 Kid s 50 00 12 25 2010 Kid 50 00 Single click on the next tuition payment Fred should be
119. een Only Display Birthday Screen amp Play Song Ignore Birthday There is also a drop down list of songs Select a song from the list then click the speaker button to listen to the song Click the speaker button a second time to stop the song Birthday songs will be played the day before the day of or the day after a students birthday If a student won t be in class on one of those days and you want to be sure they hear their birthday song feel free to change their birth date then change it back If the birthday song has already been played and you do not wish it to repeat select Ignore Birthday from the Birthday Song at Check n drop down menu In order to play the birthday songs QuickTime software must be installed on your computer Select Download QuickTime from the Help menu or visit www quicktime com to download and install the latest Birthday Song at Check In Song version of QuickTime It s free amp The attendance greeting screen must be activated on the Attendance Check In folder tab on the Preferences screen in order for birthday songs to be played Birthday songs are only played during attendance check in when using the keypad bar code scanner bar code card reader or touch screen monitor Many thanks to Silver Apple Media for the creating the birthday songs the Studio Organizer 5v21 User s Manual p 91 A Z Student Info Styles Classes amp Attendance Invoices Attendance Check In uses Bar Code Sc
120. elect the status of the students you wish to find as well as other fields By default the eligibility field is set to find both eligible and almost eligible students You may want to change this field to eligible After making your selections click the Continue button The Promotion Wizard is now displayed Check the box next to each student you wish to promote Click Check All to select all students listed or Uncheck All to unselect all students listed If the majority of students are being promoted click the Check All button then uncheck those students who will not be promoted Click the Record button Each student you ve checked will be promoted then you ll be asked if you would like to create certificates If you click Yes all certificates created today will be displayed for you to print the Studio Organizer 5v21 FEI Window Help Technical Support Attendance Check in Edit Attendance Quick Invoice Record Invoice Payments Auto Dup Invoices Find Calendar Record Points Record Promotions Reorder Inventory Backup Snapshot Restore Snapshot Transfer Files Transfer Attendance Only Import EFT Results File Updating the Studio Organizer Test List User s Manual p 157 the Studio Organizer 5v21 User s Manual p 158 the Studio Organizer Notes amp Follow Ups the Studio Organizer 5v21 User s Manual p 159 A 1 e A Past Due a zR Record 1 of 4 New Eligible Show All Records Y Last Class D
121. endance screen and click the red X to the right of the style name WARNING Record deletion cannot be undone Now that the style and rank have been selected let s enroll the student in some classes the Studio Organizer 5v21 User s Manual p 72 Class Enrollment In order to enroll a student in classes you must first enter your classes on the School Info screen Entering your class schedule is explained in detail the ScZoo Setup tutorial Please complete the School Setup tutorial before proceeding To enroll a student in a class set the drop down menu below the New button in the top left corner to Class then click the New button You can also click directly on the Class Enrollment text Select a style from the drop down menu then single click directly on a class name in the list to enroll this student in that class You can single click as many classes as you like to quickly enroll a student in more than one class Check the Disvlav Confirmation check box if you d like to see a brief message confirming enrollment but leave this box unchecked for faster enrolling You can change the style of instruction drop down menu to select classes in a different style of instruction There is no limit to the number of classes you can enroll a student into To enroll a student in a classes displayed click the Enroll in All button at the bottom of the screen To enroll a student in all classes from a saved class list click on the Saved Class Lists
122. entire database for all students in Matching Records Include Omit Clearlake but w7 not include any students in the 88099 Zip Code in the found set So if you had 100 students in Evansville and 18 of them are in the 88099 Zip Code the found set will be 82 records Omitting records is extremely powerful and this feature can be used even 1f you have only one find request For example to search for every student who does zoz live in Evansville you could click the Find button enter Evansville in the City or Town field display the status toolbar click the Omit button then click the Find button to perform the search Whew This will create a found set of all records that do nor Aave Evansville entered into the town or city field the Studio Organizer 5v21 User s Manual p 176 Extending the Found Set If you search your records and realize there are additional records you d like to include in this found set you can errend the found set This is very similar to using multiple find requests but the advantage is you can use this command er you ve performed a search and realized you want to include even more records found set 1 YOUL TOWNE SS I SLMS Scripts Window To extend a found set you must have performed a search and created a found set Add New Request N Duplicate Request D Next click the Find button and enter your new find criteria While in find mode the Records menu at the top of the screen becomes the Requests menu To pe
123. es of the Studio Organizer on a single computer networking is a great way to dedicate a computer to attendance check in but it s not required To spare you the expense of networking the Studio Organizer offers you the ability to dedicate a computer to attendance recording without networking Please read Avendance Computer No Network Required in the built in Help or the Working With Dara tutorial Purchasing and installing the FileMaker Pro software allows users to network as well as create PDF files export to Excel and more the Studio Organizer 5v21 User s Manual p 119 the Studio Organizer 5v21 User s Manual p 120 the Studio Organizer Invoices amp Tuition the Studio Organizer 5v21 User s Manual p 121 Past Due EN ZO ible Record 4 of 4 New Invoice o Show All Records Y Student Info Last Class Days Since First Name Last Name Status Student Attended Last Class iii Jason Givens a ene Main Floor 5 27 10 4 Invoices i Pea amp Tuition Responsible for F ayment ment Reliz Employer Phone lateri _ cannot check in it Past Due 7 George Ortega Southwest Foods 334 3424 Certificates Invoices E Si Notes amp Follow Ups Asscending Dates Descending Dates Custom Fields Days amp Passcode Date Due Jinvoice Status Due Date Past Due Past Due Paid Date Paid School Info 02 01 10 1175 Paid in Full 69 23 0 00 02 11 10 69 23 02 10 10 x 03 01 10 1176 Paid in Full 69 23 0 00 03 06 10 69
124. eting an Invoice To keep an invoice but exclude it from certain reports delete the due and past due dates Paid Date Paid es 0 00 02 01 10 ig A To delete an invoice single click the Delete button on the Invoice Entry screen or go to the Invoices amp st Tuition screen and single click on the red X to the right of the invoice 69 23 03 02 1 Delete this Invoice WARNING Invoice deletion is permanent and cannot be undone 69 23 03 02 10 xX ii All sold items and payment information 1s also deleted Delete an Item from an Invoice To remove an item on an invoice click the red X to the right of the item the Studio Organizer 5v21 User s Manual p 125 the Studio Organizer 5v21 qd e b amp Record 1 of 13 Found Total Records 28 Jason Givens Invoice l Edit PO Box 1212 Date Due Clearlake CA 23234 02 1 12 z Add an Item Adult Tuition 65 65 00 Qty Inventory ItemName Tax gt 1 65951988 Adult Tuition 65 Yes Tota ils I CO L Sones Have Been Deducted trom inventoy No 65 00 Date Type of Payment Number Amount Mouthpiece 3 00 En 69 23 Mouthpiece 3 00 02 10 12 Check 89 69 23 X k Wavemaster 109 99 E Sold Items Have Been Deducted from Inventory ived 69 23 Paid in Full 0 00 Days Past Past Due on Due Date Paid Late Fee 02 11 12 o20 12 5 00 Payment made to Biling Company C Company Created 2 19 10 by Travis Mayer Open Inventory
125. f instruction use the Notes field at the bottom of the Notes folder tab on the Style Details screen These notes will only appear in reports pertaining to this style Contract If you have a preprinted or association contract you can use the Contract field on the Notes folder tab of the Style Details screen to record the Contract Otherwise you can leave this field blank the Studio Organizer 5v21 User s Manual p 68 the Invoices Folder Tab Invoices Folder Tab You can view all of a students invoices from the Style Details screen Just click the Invoices folder tab Eligibility amp Expiration Date Due Invoice 02 01 10 03 01 10 04 01 10 05 01 10 05 31 10 06 01 10 07 01 10 08 01 10 Total Ascending Date Due 1175 1176 iver 1178 1202 1179 1180 1181 830 76 Status Paid in Full Paid in Full Paid in Full Paid in Full Empty Invoice Points Check Ins Notes New Invoice F 0 00 0 00 0 00 LAT 0 00 Paid in Full LATE Duplicate of 1175 3 Balance Due on 6 3 of 11 Balance Due on 7 1 2010 69 23 Balance Due on 8 1 2010 69 23 Total Unpaid 553 84 Descending Date Due Paid Date Paid 02 10 10 03 02 10 03 02 10 05 31 10 Total Payments 276 92 Invoices XX xX xX xX xX xX xX All invoices are displayed even if they contain items not related to this style Change the Sort Order by clicking on the Date Due Sort button Open Another Folde
126. f it is not the student If the Person Responsible for Payment field contains a name each time you create a new invoice you will be asked to select the name that should appear on the invoice the person responsible for payment or the student Employer Employer Phone Southwest Foods 334 3424 The student s name will appear below the person responsible for payment on invoices and coupons Employer The Employer and Employer phone fields are optional fields on the Invoices amp Tuition screen Past Due Student Cannot Check In If you wish to prevent a student with past due invoices from checking into a class go to the Check In Options folder tab of the Styles Classes amp Attendance screen and check the lt Student Name gt cannot Check In if Past Due check box This check box is also displayed on the Invoices amp Tuition screen If this box is checked and the student is past due on any invoice an Access Denied message will be displayed when the student checks in You can control how the software responds when a student is denied access Go to the Preferences screen and click on the Attendance Check In folder tab There are powerful options such as Do Do Not Halt Check In Do Do Not Require Password and Do Do Not Record Attendance the Studio Organizer 5v21 User s Manual p 123 Payment Reliability The Payment Reliability field is based on the timeliness of payments Excellent rarely late Great a few late payments Good
127. fault email application by going to the Start Menu selecting Program Defaults then single click the program you wish to use as the default email program from the list on the left and click Set this program as default on the right Now you can click Choose defaults for this program to customize the defaults for your email application Click OK to save your changes Restart your computer Windows XP You can use any MAPI compliant email client such as Outlook Express Microsoft Exchange or Eudora It may be necessary to open your email client before sending an email You ll select the default email application by going to the Start Menu selecting Set Program Access and Defaults then if it s not already selected single click the Set Program Access and Defaults button on the bottom left Now you can click the Custom option and choose the email application you like to use and designate it as your default Click OK to save your changes Restart your computer Macintosh OS X Macs with OS X have an application called Mail already installed You can also use Entourage Thunderbird or Eudora To change the default email application open Mail then go to the Mail menu and select Preferences Click the General folder tab and choose your email application from the Default Email Reader drop down menu If your email application 1s not in this list click the Select menu option and an open dialog box will appear Now find the email application and select it
128. file this can be imported Please read porting Eft Results Five in the built in Help Bank Drafts There are no restrictions on storing bank account information and this information is encrypted when stored in the Vault Ask your bank representative for details about the paperwork and procedures for debiting your students bank accounts After payments have been processed use the Record Invoice Payments Wizard to record payments Pay Pal Subscriptions Visit www paypal com to create a Pay Pal business account and create sw4scripiions for each type of tuition plan you offer For example if you offer month to month tuition you can create a monthly subscription payment that will be processed until it s canceled Once you ve created a subscription you can create a button and add it to your web page This will require a working knowledge of HTML and of course a web site After you ve created subscription buttons for all of your tuition plans have each student subscribe to a payment plan Students can pay using their credit card debit card bank account or Pay Pal account The student creates their own Pay Pal account when enrolling in a subscription payment plan so you will not have access to any of their bank account or credit card information Pay Pal will automatically process each payment for you and notify you via email when a payment has been received Use the Record Invoice Payments Wizard to record these payments If a payment fails you and
129. find mode past Due Expiring Eligible Click into any field and type what you d like to search for This is called your fnd criteria For example click into the last name field and type Smith Your find criteria is last name Smith To perform the find single click the Find button again To exit without performing a find select Browse Mode from the View menu at the top of the screen or click the find button again Do not remain in find mode otherwise you could mistakenly begin to enter more records Anything you type while in find mode is not saved The Found Set After successfully performing a find you create a ound se which contains all of the records matching your find criteria After performing a find take a look at the text under the arrows in the top left corner of the screen the number of found records is now displayed This is called the found set Think of all of the records in your database as a complete deck of cards and the cards in your hand as the found set Once you have created a found set you can only browse the records in the found set When you re playing cards you can only see the qd e cards in your hand Once you have a found set of records you can now create emails do a mass mailing print envelopes etc Click the Record 1 of 10 Found Show All button to undo the found set and browse all records Think of this as picking up the entire deck of cards and viewing all of ich them Also you should know that when you
130. ft Entourage or Eudora You ll select the default email application by going to the Start Menu selecting Program Defaults then single click the program you wish to use as the default email program from the list on the left and click Set this program as default on the right Now you can click Choose defaults for this program to customize the defaults for your email application Click OK to save your changes Restart your computer Windows XP You can use any MAPI compliant email client such as Outlook Express Microsoft Exchange or Eudora It may be necessary to open your email client before sending an email You ll select the default email application by going to the Start Menu selecting Set Program Access and Defaults then if it s not already selected single click the Set Program Access and Defaults button on the bottom left Now you can click the Custom option and choose the email application you like to use and designate it as your default Click OK to save your changes Restart your computer Macintosh OS X Macs with OS X have an application called Mail already installed You can also use Entourage Thunderbird or Eudora To change the default email application open Mail then go to the Mail menu and select Preferences Click the General folder tab and choose your email application from the Default Email Reader drop down menu If your email application 1s not in this list click the Select menu option and an open dialog box will appear
131. g installation software I know where software is being installed on my computer ___ I understand the filing system of my computer I know how to properly use Open and Save dialog boxes ___Ican reorganize my files amp folders and search my hard drive __ I know how to copy files amp folders to a USB flash drive __ I known how to create shortcuts and aliases __ I know how to compress a file __ I know how to attach a file to an email ___ I backup all of my unique files on a daily basis I know how to restore a backup ___ IT install operating system and software updates as they become available I keep my software current ___I perform regular maintenance to assure my computer is healthy and virus free __ If networking I know how to open a shared network folder or volume __ I have a computer expert that can come to my computer and provide hands on training and troubleshooting The last one is the most important Every computer user needs to have an expert to help them I have two Once you have the above basic skills under your belt it s time to begin to use the Studio Organizer Read each of the tutorials Don t try to read them all in one sitting Instead pick a chapter sit down at the computer and teach yourself something new Invest thirty minutes at a time and in a few weeks you ll understand how the Studio Organizer was ges enedto be used The 10 Minute Rule Frustration is Bad If you find yourself stuck trying to do somethi
132. h Drawers link on the Features page of www StudioOrganizer com for more information about receipt printers J Update Only Coupons will create a coupon summarizing each invoice The number indicates the number of coupons per page eceip Receipt wLogo Statement summarizes invoices by student J Receipt SPS00 There are three types of invoice reports Detailed Brief and the Vault Coupons 3 The Vault report contains bank and other sensitive information and can be printed or exported if you use a ee im Coupons 6 billing company to collect tuition An Admin level password is required A f a f f Statement Email creates a text only email message of an invoice in your email software This features only works with your default email application and cannot be used with America Online or web based email such as Yahoo gmail or Hotmail Network Only The remaining PDF options are only available if you have a full working version of FileMaker Pro installed on each computer which usually only applies to network users the Studio Organizer 5v21 User s Manual p 138 Emailing Invoices amp Creating PDF s Emailing Invoices How your computer handles email is determined by your email preference on the General folder tab of the Preferences screen and the email software you are using The Studio Organizer does not send or receive email This features creates a text only version of an invoice and hands it off to your email software for de
133. h for 12 months create a 80 invoice click the Duplicate button and select 11 duplicates due on the 5th day of the month Click the Duplicate button and 11 invoices will be created exactly the same as the original but with due dates of the 5th of each month Duplicating Invoice Comments To choose whether or not invoice comments are included when invoices are duplicated go to the Preferences screen and click on the Invoices folder tab Select Do or Do Not Duplicate comments when Duplicating Invoices the Auto Dup Invoices Wizard Select the Auto Dup Invoices Wizard from the Wizards menu at the top of the computer screen any time you want to create the reoccurring invoices you have set up using the Duplicate button on the Invoice Entry screen Even if invoices are set to duplicate automatically you can run this Wizard any time you wish The Auto Dup Invoices Wizard duplicates any invoices that have today s date or any date previous to today in the Next Dup Date field If no invoices are found no duplication will occur If one or more invoices are due for duplication a dialog box will appear displaying the number of invoices to be duplicated Click Duplicate to begin the duplication process After invoices have been duplicated a dialog box will appear to confirm the duplication Click Find Empty to search for invoices which are set for duplication but do not contain any items It is recommended you delete empty invoices or turn off duplication for a
134. he Style Details screen will display Almost Eligible or Almost Expired if a student is nearing a their next test or expiration Setting the defaults for these fields was discussed in the School Setup tutorial but it s useful to point out that you can click the Edit button next to the Style name to open the Styles amp Ranks screen then click on the Style Preferences folder tab The Almost Eligible amp Expiration fields on the Style Preferences screen allow you to determine when a student is approaching expiration or his next test You can select when a student will be flagged as almost eligible or almost expired by entering a number of days classes and or hours This is a very powerful feature which will warn you in advance if a student 1s about to expire It will also help you prepare students who are close to meeting their test requirements Here are some examples If you enter 5 into all of the Almost Eligible amp Expired fields any student who is within 5 days classes or hours of expiring will be flagged as Almost Expired This text will appear under their photo on the attendance greeting screen and in other places These students will be included in the Zxprration report Students who are within 5 number of days classes or hours of a test will be flagged as almost eligible to test and they will be included in the Promotions Test List and Promotions Wizard If AND is used between two rank requirements the student must be almost eligible f
135. he exact text of the error message Your Data is Not Included Using the Smart Support Wizard is essential however this does not sow technical support the data on your computer screen To do this you can take a snapshot of the screen and include it when you use the Smart Support Wizard It s also possible to send snapshots by following the Sending A Screen Snapshot instructions in the built in Help In some cases technical support may request your data files This is often the only way to resolve certain problems Emailing Your Question The Smart Support Wizard will work with any email service Be sure to select your default email application as described in the built in Help the Schoo Setup tutorial and the User s Manual Your email application must be open and running before sending a message You can even use the Smart Support Wizard if you do not have an internet connection at your school Read Vo nterner Connection At Schoolin the built in Help Only the Studio Organizer is Supported Please note technical support is only provided for the Studio Organizer software Operating systems hardware and other software programs are outside of our area of expertise Telephone Support In order to keep the Studio Organizer affordable we do not have a call center Sorry telephone support is not offered in any fashion the Studio Organizer 5v21 User s Manual p 214 Asking the Right Question In order to help you receive the quality tech
136. he student s name Click the Duplicate button to duplicate the selected attendance record Click the View buttons to view a class or style of instruction Click the Reset button to refresh the class name style of instruction rank and number of hours Click the red X to delete the attendance record the Studio Organizer 5v21 User s Manual p 110 Installation Warning amp Creating a Shortcut or Alias Avoid Duplicate Installations The free 30 day trial and full working version of the Studio Organizer are the exact same files There is no need to download or install anything else if you ve just purchased the software All you have to do is open the software with the Master password and enter your Registration Code and the 30 day trial limitations are removed Be careful not to install more than one copy of the Studio Organizer on your computer This can cause significant problems See Only One Copy Of The Studio Organizer at the end of this tutorial or the built in Help for details Creating a Shortcut or Alias To create an alias or shortcut of the Studio Organizer application open the Szzdio Organizer folder on your hard drive gt Windows users Open the Dara folder Select the Studio Organizer 5vXX application XX is the version number Windows users Right click the file then select Create Shortcut or Send to gt Desktop shortcut Macintosh users Hold the Control key and click on the file the select Make Alias the
137. heck In folder tab on the Preferences screen you can select how attendance will be recorded Option 4 No User Interaction Required In order for a attendance greeting screen to be displayed the student must be enrolled in one or more classes as well as the style of instruction of the class es being attending With this option the student zzzs be enrolled in the class es being attended otherwise Vo Class Found s recorded Use Option 4 if students normally check themselves in and you ve enrolled each student in the style and classes they attend This is done on the Styles Classes amp Attendance screen The computer will select the class to record but this can be edited later 1f necessary lhe computer selects a class from the students enrolled classes and records the check in time and date How it Works When a student arrives for class they enter their Student and the computer searches for a matching class from the list of classes this student is ezvo edin based on the day of the week No user interaction is required with this option The computer will always make a selection which can be edited later based on these criteria If no enrolled classes are found for this day of the week the time and date are recorded with Vo Class Found as the class name Example Janie Steven s checks in on Tuesday at 5 p m She is not enrolled in any classes that meet on Tuesday Vo Class Found will be recorded with the current time and date
138. ia Insert the flash drive into the computer that has an internet connection and open the file then select and copy all of the text Now open your email software create a new email message and paste the text into the message area of the email Address the email to tech StudioOrganizer com the Studio Organizer 5v21 User s Manual p 218 Additional Help amp Information Resources the Version History Would you like to see what s new in the Studio Organizer Or what s been changed added or fixed in each new release Just click the Version Check button on the Main Menu then click the Version History link Or go to www StudioOrganizer com and visit the Update page then click the Version History link An internet connection 1s required Your Computer Guru If you re not 100 comfortable working with computers please read 7 zs zs Your Brain in the Aree eBooks folder inside the Studio Organizer folder If you re unfamiliar with the tasks technical support is asking you to perform you will need computer professional to visit your computer When trouble rears it s ugly head the fastest and most efficient solution is to let a professional tackle the problem There s just no substitute for having a computer expert right there in the room with you teaching you new skills solving problems and answering your questions Computers are complex contraptions and finding your personal computer guru is as important as having a good mechanic or doc
139. idis a If a word is misspelled the computer will either beep or underline the word in red If a word is misspelled you can right click PC or Control click Mac on the word to display a list of suggested spellings then select the correct word Cancel GOD See View Format Records Scripts Wizards Window Help Cut Copy Paste the User Dictionary Clear To select the User Dictionary go to the Edit menu and select Spelling then select Dictionary The user Select All dictionary is in the Zyzexszons folder inside the Studio Organizer folder Insert Current Date Insert Current Time Insert From Index To edit your dictionary go to the Edit menu and select Spelling then Edit Dictionary Find Replace Check Selection Check Record 3 Check All jason email com Website www jasonsplace com Select Dictionaries Edit User Dictionary the Studio Organizer 5v21 User s Manual p 182 the Studio Organizer Expenses the Studio Organizer 5v21 User s Manual p 183 Student Info Styles Classes amp Attendance Invoices amp Tuition Letters amp Certificates Notes amp Follow Ups Custom Fields amp Passcode School Info Staff Passwords amp Access Expenses Reports Preferences the Studio Organizer 5v21 10 2 09 Southern Electric Utilities April Bill _ 87 00 X 9 25 09 UniSource Gas Utilities the Expenses screen User s Manual p 18
140. ields on each invoice can be left blank or duplicated The default setting 1s Do Not since invoice comments normally contain payment information the Studio Organizer 5v21 User s Manual p 205 the Studio Organizer 5v21 User s Manual p 206 the Studio Organizer the Studio Organizer 5v21 User s Manual p 207 Reports Student Info Styles Classes amp Attendance Invoices amp Tuition Letters amp Certificates Notes amp Follow Ups Custom Fields amp Passcode School Info Staff Passwords amp Access Expenses Reports Preferences Main Menu 100 oof FS Browse the Studio Organizer 5v21 REPORT CATEGORIES Student Info Reports click to select Attendance Cards Birthdays Custom Fields Follow Ups amp Notes Info with ID Card Level or Ranks Report Phone Numbers amp Email Referred By Special Teams Student Information Student Schedule Test List Report Name Phone Numbers amp Email A complete list of all phone numbers and the students email address Click Preview to see how the report will print then click Continue to exit If you ve already performed a Find on another screen and have a Found Set check the Use Found Set box to go directly to this report bypassing the Find Options screen For more information about Found Sets please read Finding Records in the Help Topics or even better print and read the Guided Tour tutorial Once you understand F
141. ile they let you drive on public streets with an instructor beside you Finally before you could drive by yourself you had to take a test to prove you had the knowledge and experience to safely operate a motor vehicle What if you didn t know the rules of the road and just started driving around town I ll bet you could do it but you sure would be dangerous at intersections How far would you get if all you could do was guess Using a computer to manage a business is very similar You re headed for trouble fast 1f you have little to no instruction and no experience If you don t know the rules of the road for computers you won t know where files are saved you ll double click when you should single click and downloading software will be confusing Even receiving technical support will be difficult I know I work with end users every day and my goal is to empower you It s essential to understand you have to receive instruction in order to use a computer You have be taught the rules of the road Then you ll need some hands on time with someone beside you to apply the brakes if you take a wrong turn How do you think the younger generation knows so much about computers They re taught in school When they have a question they raise their hand and a teacher comes to their side looks at their computer screen and shows them how to perform the correct steps That s instruction and experience There s more to owning and using a computer
142. ill take you to the first record and the double right button will take you to the last record The left button will take you to the previous record and the right button will take you to the next record All buttons require just a single click Double click and you may end up doing something twice The Scripts menu at the top of the computer screen also contains keyboard shortcuts for faster browsing Viewing Your Data There are two ways to view your data View as Form and View as List On the Student Info screen single click the List View button at the top of the screen to view your student records in rows To return to the form view click on a student photo or the View button on the far right You can also click the Form View button at the top of the screen You only have to enter data once in a form and it s automatically entered into list views Most of your data entry screens use View as Form which displays only one record on your screen Most reports use View as List When viewing a list the black bar on the left indicates which record is active Click into a record to make it the active record Drop Down Menus When you tab into some fields a drop down menu opens displaying all the previous entries To select an entry type the first few letters of the desired selection or use the arrow keys to select the item then hit the ENTER key on your keyboard To close the list and enter a value not in the list hit the BACKSPACE CLEAR or DE
143. ily avoided Please read On One Copy Of The Studio Organizer Updates amp Student Photos From time to time the Studio Organizer is updated to add new features improve the documentation and fix bugs To correctly install updates only the Updating the Studio Organizer Wizard should be used Registered users will be emailed when updates are available A complete description of the updating process is in the built in Help Also student photos will not transfer to new versions if they are not stored in the correct folder All photo images zusrbe stored in the Student Photos folder Close Buttons amp Window Resizing The standard close buttons at the top of windows are disabled Instead the Studio Organizer has Close buttons at the bottom of most screens or a small red Close dot in the top right corner of a window Most windows are resizable however window resizing is inconsistent on Windows computers To work around this issue select a Resizing Windows preference on the General folder tab of the Preferences screen Quickbooks amp Accounting Software The Studio Organizer does not integrate with Quicken Quickbooks or any other accounting software I have worked with many studio owners who have used other software products that offer Quickbooks integration The feedback is always the same it s more of a marketing gimmick than a workable solution It s expensive unreliable and time consuming A far simpler solution exists Instead of atte
144. ime com to download and install the latest Birthday Song at Check In Song version of QuickTime It s free amp The attendance greeting screen must be activated on the Attendance Check In folder tab on the Preferences screen in order for birthday songs to be played Birthday songs are only played during attendance check in when using the keypad bar code scanner bar code card reader or touch screen monitor Many thanks to Silver Apple Media for the creating the birthday songs the Studio Organizer 5v21 User s Manual p 78 the Promote Button The Promote button is located at the top of the Styles Classes amp Attendance screen Below the button 1s a drop down menu with the options Zes Zis or Promote Select Zes Zis and when you click the Promote button a find screen appears allowing to specify which students you d like to include in your report For starters set the status to Active The Eligibility field should automatically be set to Both Click Continue and a list of active student who are eligible or almost eligible to test will appear a If you would like to print certificates before these students are tested click the Create Certificates button This will create certificates for the rank the student is testing for For example if a student is currently a White Belt and is testing for his Promote Yellow Belt a Yellow Belt certificate will be created n Select Promore from the drop down list and when
145. in find mode otherwise you could mistakenly begin to enter more records Anything you type while in find mode is not saved The Found Set After successfully performing a find you create a ound se which contains all of the records matching your find criteria After performing a find take a look at the text under the arrows in the top left corner of the screen the number of found records is now displayed This is called the found set Think of all of the records in your database as a complete deck of cards and the cards in your hand as the found set Once you have created a found set you can only browse the records in the found set When you re playing cards you can only see the qd e cards in your hand Once you have a found set of records you can now create emails do a mass mailing print envelopes etc Click the Record 1 of 10 Found Show All button to undo the found set and browse all records Think of this as picking up the entire deck of cards and viewing all of ich them Also you should know that when you perform a find you re searching all records not just your found set Using a Pick List to Find a Student Another way to quickly jump to a student is to single click the Pick List button then single click on the students name No found set is created when using the Pick List button Find Matching Records Here s a useful tip for searching for data in fields Click into a field and highlight some text This becomes your find crite
146. in advance just enter it as a payment and let the student purchase items until the balance goes to zero the Studio Organizer 5v21 User s Manual p 144 Making Sure You Get Paid The fastest way to stay on top of your receivables is to create invoices for each and every payment you expect to receive using the Duplicate feature in Invoice Entry Creating these invoices creates a record of expected income Once you ve created invoices containing your future revenue use the Find button on the Invoice Entry screen to stay on top of your receivables Find Due Past Due or both Once you ve created a found set use the options under the Print button to print coupons statements invoices or a report You can also create a variety of reports from the Reports menu Just click the Reports button and select Finances from the Category drop down menu Click on a Report name and a detailed description of the report will appear on the right Click the Create It button to begin the report creation process Normally a Find Report dialog box will appear in which you can select a variety of find criteria for your report including starting and ending due dates past due dates and much more Read the instructions on the right side of the screen for details Finally be sure you know whether the Auto Dup Invoices Wizard will run automatically at start up or manually You ll make this selection on the Invoices folder tab of the Preferences screen
147. inds and Found Sets you re really in the drivers seat O Use Found Set the Reports Menu User s Manual p 208 Reports Creating a Report There are many reports available in a variety of categories To create a report click the Reports button on the Main Menu Next select a category from the drop down list Click on any of the report titles listed in the column on the left Read the description of the report in the box on the right then click the Create It button Many reports will present a find screen In these find screens you can select a range of dates the style of instruction student name class name or more Enter find criteria into a field to narrow your search Any search field left blank will not be used in your search All values of that field will be displayed Read the instructions on the right of the find screen for details Click the Continue button to create the report If available click the Detailed Brief or other buttons at the bottom of the screen to switch between variations of the same report Finally click the Preview button to see how the report will print There are often differences between the on screen display of the report and how that report will print Click Preview to see the report as it will print Add to Favorites If there is a report you run frequently you can add it to your favorites list Just select the report from the column on the left then click the Add to Favorites button This add
148. ing ID Cards have been discontinued by the manufacturer but are still supported in the Studio Organizer Birthday 4 1 2 99 Since 1 18 2010 After you have successfully printed your cards click the Close button to return to the Student Info screen You will be prompted to clear the Print check box for these students You can also click the red X under the Student Photo on the Student Info screen to clear all the Print check boxes the Studio Organizer 5v21 User s Manual p 48 Editing Information on Student ID Cards You can change the information displayed on the Student ID cards To edit the ID card just click on the a school address when viewing an ID card or click the Edit ID Card button if you re viewing an Avery ID Card If either the school name or address fields are incorrect or empty click the Apply button to reset these fields to their defaults ma ZE OPE TOR Your School Name cannot be changed without first submitting a Change of School Info request see the Help menu and receiving a new Registration Code You can change the font style size color line spacing etc by You can also change the font style size color and line spacing of the school name by highlighting the text highlighting the text below then going to the Format menu at the top of the screen then going to the Format menu at the top of the screen and making selections from that menu In order to ca ei see the changes you have made click the Apply butto
149. inserted into the students record the school logo will appear in place of the photo To view the ID cards go to the Student Info screen and click on the drop down menu below the Print button at the top of the screen Avery 5361 ID Cards Y ID Cards Select Avery 5361 ID Cards Avery 2951 Badges or ID Cards from the drop down menu then click the Info wD Print button This will display the ID cards Click on the numbered folder tabs at the top of the ID card to view the different designs 8 Avery 5361 ID Cards The Avery 5361 Self Laminating ID Cards are special card stock that can be purchased from your local i Avery 2951 Badges office supply store or online They will work with both ink jet and laser printers however with laser V printers be sure the page is fed through the multipurpose tray and a heavy paper stock is selected in the Attendance Cards print driver software The 5361 uses a standard 8 5 x 11 page and prints three IDs per page To laminate simply remove the ID from the card stock and fold the laminate over the face of the card Names amp Bar Codes Select ID Cards if you d like to print to blank paper You don t need any special type of paper however using 110 pound card stock is a nice touch ID cards print 8 per page if you re using a horizontal design and 6 per page if you re using a vertical design Select an ID design you like then click the Print button Use the hash marks and a paper cutter to separate the card
150. ish to specify an ending date Click the Continue button to create the Time Card report Click the Print button to print the report Click Cancel in the Print dialog box if you do not wish to print the report Next a dialog box will appear asking if you would like to record these time card entries as paid Click Yes to mark all entries as paid An entry which has been paid will display a P on the list of time card entries displayed on the Staff screen the Studio Organizer 5v21 Records v QuickFind Due Past Due Due amp Past Paid Sales Tax Print Staff Info wID Time Card Report l Notes Follow Ups User s Manual p 211 the Studio Organizer 5v21 User s Manual p 212 the Studio Organizer Technical Support the Studio Organizer 5v21 User s Manual p 213 Technical Support Email Technical Support is FREE The Studio Organizer is designed to be easy to use but it s still computer software and understanding how to make it work for you means asking questions and getting answers That s why email technical support is offered free of charge In order to receive free email technical support just click the Support button on the screen where your question occurs Or select Technical Support from the Wizards or Help menu This will start the Smart Support Wizard It s a powerful tool that will help you gather all of the essential information 1 what you are attempting to do 2 the steps you are performing 3 t
151. ith an arrival time of 8 p m If she doesn t scan her eek nay a card again the next student simply scans their card to reject the BJJ check in and normal attendance check STEERS Gona cannot Check is tiene mes in scanning resumes You can also hit the ENTER key on the keyboard to resume normal scanning In teaon Giver can Check ris Cee order to allow a student to use this feature go to the students Styles Classes amp Attendance screen select 2 in advance the Check In Options folder tab and check the lt Szudent Name gt can Check Into consecutive classes in C Record Check Outs for Jason Givens Advance Dox C cians of Active before enroling ina eee Instruction or Class Birthday Song at Check In Song amp Marilyn Checking Out Check In Message for Jason Givens only To allow a student to check out after a class ends go to the Check In Options folder tab on the students Styles Classes amp Attendance screen and check the Record Check Outs box Now when a student scans Check In Message for ALL Students their card a second time on the same day the software will look for the students first check in record for See you at the Kali seminar on Saturday today and enter the departure time into that record A brief Check Out Recorded message will display Once a student has checked out that record is flagged in light blue on the Styles Classes amp Attendance screen but only if the Record Check Outs option is checked A stu
152. ive Select this option 1f a student is no longer training in this style and it should not appear in any future Override Off promotion lists or reports Override Off Select this option to disable any previous selections made to the Eligibility Override field or you can clear the field by clicking into it then hitting the DELETE or BACKSPACE key twice Eligibility to Test is once again determined by the Next Test Eligibility fields the Studio Organizer 5v21 User s Manual p 60 Expiration Fields Start Date When a student enrolls in a style of instruction you can record his Start Date on the Style Details screen on the Eligibility and Expiration folder tab Click into the field and select a date from the drop down calendar Date Renewed When a student renews a style of instruction you can record this date on the Style Details screen on the Eligibility and Expiration folder tab Click into the Date Renewed field and select a date from the drop down calendar Start Date Date Renewed 1 31 10 Expiration Fields You can set a expiration date for a student s enrollment in a style of instruction You can also enter the Expiration number of classes or hours a student can attend before expiring Expiration Date Days Left The Class Left field is calculated by taking the total classes attended in this style and deducting the value pens wi entered in the of Classes field If a student purchases 10 more classes add 10 the value in the of Classes
153. ked if you d like to email just the current letter or the entire found set of letters You ll also be asked if you d like to send the letter immediately or view it Viewing a letter lets you review the message or add an attachment before the email is sent Emailed letters are stored in the Studio Organizer as well as your email software the Studio Organizer 5v21 Ruler Spel Crs Carer Find Show Al Help Support Eciose User s Manual p 153 the Mailing Button amp Mass Mailings At the top of the Letters amp Certificates screen 1s the Mailing button Under this button is a drop down menu with these options letter Y Letter Certificate Certificate Envelope Envelope Mailing Label Mailing Label Bar Code Labels Bar Code Label Select one of the first three options to perform a mass mailing to the found set of students Select Certificate Envelope or Letter then click the Print button A Wizard will appear that will walk you through the creation process The letter certificate or envelope you select in the Wizard will be created for each student in the found set This is called a mass mailing Templates Once your items have been created you can edit them individually Any changes made to one item will not be applied to other items or the original template ist Collection Edit Back from Vacation Edit 22 To edit a template click the Edit button and make the desired changes To appl
154. l p 64 Last Test Passed amp Self Check Ins Self Number Number Check Ins Allowed Recorded Per Day Unlimited 0 Per Week p Unlimited 0 Per Month Unlimited 1 Next let s take a look at the Check Ins folder tab Most of the fields on this screen are automatically calculated statistics They cannot be modified but you can perform Finds in these fields Last Test Passed On the Check Ins folder tab of the Style Details screen you ll find the Last Test Passed field This field is automatically filled in when you use the Promotions Wizard to record promotions You also can manually enter a date or edit this field Limiting Check Ins per Day Week or Month You can limit the number of times a student checks into a class using this style of instruction You can control the number of self check ins for each day week and month The default number of times a student can check themselves into a class in each style of instruction is set on the Style Preferences folder tab of the Style amp Rank screen The settings you choose here are automatically entered when a student is enrolled into this style of instruction but can be changed for each individual student If you alter the Self Check In fields for an individual student those change will always override the default settings for the style Here s an example Bill Smith is enrolled in Hapkido and the default check in number is 1 but Bill s Check ins per Day field on his Style Det
155. lass Name Instructor Private Lesson Stretch Sat 12 pm Studio B Mon Tue Wed Thu Fri Sat Tue Thu 7 pm User s Manual p 73 Special Teams Last Class Attended amp More Special Teams In order to select a special team you must first enter your teams on the School Info screen as explained in the School Setup tutorial Please complete the Scoo Setup tutorial before proceeding To enroll a student in a special team set the drop down menu below the New button in the top left corner to Special Teams 8 a New Team V Style ame Team then click the New button You can also click directly on the Special Teams text Single click Storm 2 19 10 directly on a team name A special team entry dialog will appear All fields are optional Click the Save amp Add Another button or hit the ENTER key on your number pad to create add additional special teams There is no limit to the number of teams a student can be enrolled in To view special team information single click on the team name in the list at the bottom left of the Styles Classes amp Attendance screen To remove a student from a team click the red X to the right of the team name This unenrolls the student from the team It does not delete the team Last Class Attended The Last Class Attended field in the upper left hand corner of the Styles Classes amp Attendance screen is based on all attendance in all styles a student might b
156. lder tab Make a selection from the drop down menu to the left of Greeting screen for each student after a successful Check Ln Full Screen will maximize the attendance greeting to fill the entire screen Show will display the attendance greeting in its own window Hide will not display the attendance greeting In the Pause Greeting screen for X seconds field enter the number of seconds you would like the message to be displayed Click the Edit button to customize your attendance greeting screen In order for a attendance greeting screen to be displayed a student must be enrolled in the style of instruction of the class being attending See the Preferences chapter for a complete details the Studio Organizer 5v21 User s Manual p 98 the Background Color of the Attendance Greeting the Background Color of the Attendance Greeting The attendance greeting screen can have it s own background color or pattern To change the color or background click the Preferences button on the Main Menu or in the column on the left side of the screen then click on the Interface folder tab Scroll through the third column and locate a background color you like then select Check In from the drop down menu Next single click directly on the color sample to apply the color A window will briefly appear displaying the background selection the Studio Organizer 5v21 Admin Data Entry h Dialog Boxes Help ID Card Staff ID User s Manual p 99
157. lected in the previous preference Do Do Not Record Attendance For Halted Attendance Check In Select Do Vorand an Access Denied message will appear when a past due or expired student who is not allowed to check in enters their student or passcode Attendance will not be recorded the Studio Organizer 5v21 User s Manual p 203 Preferences Invoices b e F Student Info Derauts Y Attendance Checkin f invoices Styles Classes amp Attendance Invoices amp Tuition FOFO Invoice title defaults to Certificates Notes amp Follow Ups L Print Tax ID on Invoices Custom Fields amp Passcode School Info Past Due Date defaults to 5 days after the Due Date Staff Late fee defaults to 5 00 Passwords amp Access Expenses Invoice duplication occurs Manually using Wizards menu duplicate Comments when duplicating invoices Invoice Boilerplate Text Appears on Every Invoice Reports Preferences Main Menu 100 ef FS Browse Invoice Preferences the Studio Organizer 5v21 User s Manual p 204 Preferences Invoices i l Tax Invoice The invoice preferences are on the Invoices folder tab of the Preferences screen hndalee Receipt Invoice Title Defaults To Reminder This drop down menu lets you select the title of an invoice when it is created This title can be edited on the invoice at any Credit time by clicking on the title on the Invoice Entry screen Print TAX ID or ABN on
158. livery It requires a dedicated email application such as Windows Live Mail Outlook Entourage or Mail It cannot be used with America Online or web based email services such Yahoo gmail or Hotmail You can email an invoice from the Invoice Entry screen Select Email from the drop down menu below the Print button then clicking the Print button If you re viewing more than one invoice you ll be asked if you d like to email the current invoice or the entire found set of invoices You ll also be asked if you d like to send the invoice immediately or view it Viewing an invoice lets you review the email message add comments or add an attachment PDF Creation There are two ways to create PDF files from the Studio Organizer Macintosh Users Mac users have PDF capabilities built into their operating system It is included in the Print dialog box To create a PDF print as you normally would but select Save as PDF from the PDF button menu in the print driver software This feature can be used with all of your software and is not limited to the Studio Organizer Anything that can be printed can be saved as a PDF Network Users If you have a full working copy of FileMaker Pro you will be able to create PDF files of your invoices statements and coupons Go to the invoice Entry screen and click on the drop down menu below the Print button Scroll to the bottom Select an option from the Network Only options then click the Print button PDF files ar
159. lt Student Name gt cannot Check In if Past Due Staff lt Student Name gt can Check Into consecutive classes in advance Passwords amp Access Expenses Record Check Outs for lt Student Name gt Show a warning if lt Student Name gt does not have a status of Active before enrolling in a Style of Instruction or Class Reports Flag an Active Student as Absent if no classes have been attended in 14 days Status Preferences Active Main Menu 100 woe F Browse Let s just to the Preferences screen for just a moment OPrint F X Click the Preferences button to see the defaults used on the Check In Options folder tab of the Attendance screen Abot The check boxes on the Defaults folder tab mirror those found on the Check In Options folder tab of the Styles Classes amp Attendance screen The Next Student field allows you to create your own student s Enter any number you wish and that number will automatically be incremented by one Only numbers can be used These defaults are not applied to existing records only new student records created using the New or Duplicate buttons on the Student Info screen Absentee Preference It s easy to flag absent students Just go to the Defaults folder tab of the Preferences screen and enter a number in the Zag An Active Student As Absent If Student Has Not Attended A Class For X Days field If you enter 14 any active student who has not attended a class in 14 da
160. mail field then click the Find button again Now any records with any text in the email field not empty will be included in the found set Bypassing Special Characters Since the symbol 1s a special character it s not possible to search your records for an email address unless you insert a forward slash before the symbol and punctuation marks For example you d type yourname email com into the email field while in Find mode You can also enter yourname while in Find mode the Studio Organizer 5v21 User s Manual p 173 More Finding Tips and Tricks Find Symbols lt less than lt less than or equal to gt greater than gt greater than or equal to exact match of whole words exact match of text literal text punctuation or non alphanumeric characters range duplicates today s date invalid date or time one character one digit zero or more characters Finding a Range of Dates or Numbers To find a range of numbers or dates enter the first number or date then three periods then the last number or date For example 12 1 2010 12 31 2010 will find all of December 2010 and 100 500 will find 100 through 500 Finding by Day Name You can search date fields using the name of the day To do this click into a date field while in find mode and type a day name or the first three letters of the day name For example you could search a date field for Mon or Monday to find all th
161. ments Wizard When you ve received a many payments or perhaps your statement from your bank or payment processing service you can quickly record them using the Record Invoice Payments Wizard To begin go to the Wizards menu and select Record Invoice Payments A Find Invoices screen will appear Enter the starting and ending due dates of the invoices you wish to record or leave both the starting and ending date fields empty to display all invoices with a balance due Select Due or Due amp Past from the drop down menu Click Continue The Record Invoice Payments Wizard screen will appear Click on the column headings to sort the list of invoices Check the blue box if a payment has been received Click Check All to select all the invoices in the list or Uncheck All to unselect all invoices If the majority of invoices are being paid click the Check All button then uncheck those invoices that have not been paid The Date Paid defaults to today and the Amount Paid defaults to the full amount due but these fields can be edited You can also select a method of payment and enter a check number To add a late fee click the button beside the Late Fee field The late fee amount can be changed Click the Deposit Slip button to create a printout of all payments listed When you re ready to process the checked invoices as paid single click the Record button To start the Record Invoice Payments Wizard again click the Reset button To se
162. mpting to duplicate invoices and payments you can use the Studio Organizer to create invoices for all of your sales and tuition When it s time to place that information into your accounting software run the zvorces nvoice Lrems or Sales Tax reports in the Studio Organizer then enter the totals into your accounting software as a single journal entry You can now use your full featured accounting software for tax reporting purposes etc This is fast easy and hassle free the Studio Organizer 5v21 Student Photos User s Manual p 9 Learning to Use the Studio Organizer As a teacher you know the value of proper instruction Every day you share your knowledge and skills and pass them on to a new generation When it comes to computers the younger generation has a distinct advantage they have been awg rhow to use computers They also have ands on experience performing every day tasks You know the value of expert instruction and experience You make a living by providing both For some reason when it comes to computers we disregard instruction and experience Maybe it s because computers are sold like television sets Despite what people in computer sales will lead you to believe a computer is not a television set Learning to use a computer has a lot in common with learning to drive How did you learn to drive Someone taught you The rules of the road were spelled out for you At first you drove around in empty lots After a wh
163. n Your School Name This text below the School Name is editable When it comes to font spacing what you ll see on the screen will often be different than what actually sme comes out of your printer If the spacing looks wrong on screen print the ID card to see the actual results CEG Style of Instruction You can also change the line breaks in the school name Just type a RETURN in the school name where x you d like a new line to begin Do not attempt to change the school name Changing your school name will ellie nk ee a require a new Registration Code dX x Apply gt Click the Apply button to save your changes The text field below the school name is customizable Use the buttons to enter the school address or motto You can also leave this field blank or enter anything you wish You can change the font style size color and spacing of this text by highlighting the text then going to the Format menu at the top of the screen In order to see the changes you have made single click the Apply button 100 toe FE Browse the Studio Organizer 5v21 User s Manual p 49 Attendance Cards Annual Monthly Blank ANNUAL ATTENDANCE CARD YOUR SCHOOL NAME 577 Western Way SUZIE MILLER Student 109 555 1245 555 1245 Birthday 4 1 2 99 Member Since 1 18 10 OCT rte te tate te te pepe fio fir fiefs raps fie rr ie ie foo 21 22 fo fos 2s ae orf 20 o0 novit 2 3 4 5 6 7 3 9 ioli iz i3 14 15 16 17 i fis 20 21 22
164. n be found in large blocks of text The Find Replace command is under the Edit menu in the menu bar at the top of the computer screen This command may not be available on screens that have limited menus A found set of records is zof created by this command Instead your actions are performed within the current record or the found set of records There are a number of things you can do with this command Find amp Highlight To search for a string of text enter your find criteria in the Find What field and leave the Replace With field empty Click the Find Next button and the first occurrence of your search text will be highlighted Click Find Next to search for the next occurrence Find amp Replace In the Find What field enter your find criteria In the Replace With field enter the replacement data Click Find Next to search for and select the next occurrence of the Find What data Click Replace amp Find and if there is text that matches the Find What text replace it with the Replace With text Then search for and select the next occurrence of the Find What data Click Replace to replace the highlighted text with the Replace With text Click Replace All to replace all occurrences of the Find What text with the Replace With text For more information about the Find Replace command please see the built in Help the Studio Organizer 5v21 User s Manual p 179 Replacing Data Replace Field Contents Do you need to quickly make the
165. n empty invoice by clearing the Next Dup Date field The default for invoice duplication can be set on the Invoices folder tab of the Preferences screen If you select Manually using Wizards menu invoice duplication will only occur when you select Auto Dup Invoices from the Wizards menu If Automatically at Startup is selected each time the Studio Organizer is opened a dialog box will appear asking if you aN Oa aN Hema would like to duplicate invoices Click Cancel if you do not wish to duplicate invoices at this time the Studio Organizer 5v21 User s Manual p 135 Tuition Fees Adding to an Invoice Now that you ve duplicated an invoice you ll have a record of expected future payments Here s where the real power of the Studio Organizer begins to work for you To add a zew tuition item to an invoice click the Inventory folder tab on the right side of the Invoice Entry screen If you have entered tuition records into the inventory module see the Schoo Setup tutorial set the category to Tuition and single click on a tuition item to add it to this invoice Please note all tuition inventory records must have the category set to 7izzon or they will not display on the pick lists To add an er s ng tuition fee which appears on an another invoice click the Tuition folder tab on the right side of the Invoice Entry screen This pick list displays all tuition line items on any invoices you ve duplicated for this student To see
166. n from the drop down menu to the left of Greeting screen for each student after a successful Check Ln Full Screen will maximize the attendance greeting to fill the entire screen Show will display the attendance greeting in its own window Hide will not display the attendance greeting In the Pause Greeting screen for X seconds field enter the number of seconds you would like the message to be displayed Click the Edit button to customize your attendance greeting screen In order for a attendance greeting screen to be displayed a student must be enrolled in the style of instruction of the class being attending the Studio Organizer 5v21 User s Manual p 198 the Attendance Greeting Editor You can customize the attendance greeting To do this go to the Attendance Check In folder tab of the Preferences screen Click on the Edit button in the middle of the screen This displays the attendance greeting editor The school logo is automatically inserted in the top left corner of the screen and the style of instruction logo 1s placed in the top right corner The school logo is inserted on the School Info screen and style logos on the Style Preferences screen See the Schoo Setup tutorial for details You can type any text you wish into the gray text field To insert a merge field which will insert the student s data when the attendance greeting screen is displayed make a selection from the Merge Field drop down menu Next click the curs
167. n on the Preferences or Styles Classes amp Attendance screen If you re using a keyboard which has separate number pad you ll simply type in the Student then hit the ENTER key on the number pad Do not use the TAB RETURN or ENTER key above the SHIFT key in the alphabet portion of the keyboard or Type in the Student or passcode then click the Scan button or If you re using a small 18 key pad to record attendance type in the Student then hit the ENTER key on the number pad or If you re using a keyboard which does not have separate number pad keys or a laptop computer you ll type in the Student then turn NUM LOCK OFF and hit the ENTER key the Studio Organizer 5v21 User s Manual p 102 Touch Screen Attendance Recording Touch Screen Number Pad gt Enter your Student You don t have to purchase a touch screen to use this feature Just place the monitor where it can be seen and the mouse within reach Students can then use the mouse to click on the touch screen buttons an The Studio Organizer com does not sell or support touch screens but you can use almost any touch screen currently available on the market today Ea Fe Touch screens do not require any special programming in order to work with the Studio Organizer On the Attendance Check folder tab on the Preferences screen or the drop down menu below the Check In 7 button the Styles Classes amp Attendance screen be sure to select To
168. n reread your email and pretend you re someone who cannot see your computer screen or your data Ask yourself Have I given this person a clear picture of the problem I m experiencing What questions will this person ask based on what I ve just told him Are there any other details I should mention just to be thorough If you have questions on several different screens please click the Support button on each screen and send an individual email for each question Sending multiple Support emails is not a problem at all There are some issues that can only be solved if you click the Support button so please use the Smart Support Wizard each time you ask a question the Studio Organizer 5v21 User s Manual p 15 Setting the Default Email Application The Studio Organizer does not send or receive email messages Instead the software will transfer an email message to your email software then the email software will send the message An email account and internet connection are required If you are using an email application such as Windows Live Outlook Express Entourage Eudora or Mail the next step is to designate a default email application For best results be sure your email application is open and running before performing these steps or using the emailing features in the Studio Organizer Windows 7 amp Vista You can use any MAPI compliant email client such as Windows Live Mail Microsoft Entourage or Eudora You ll select the de
169. n the Payments folder tab Days Past Due The default for determining the Past Due On date is set on the Invoices folder tab of the Preferences screen but the Past Due On field can be changed to any date you wish Click into the field and select a date from the drop down calendar If an invoice hasn t been paid by the Past Due On date the Days Past Due field will display the number of days this invoice is overdue If the Date Due or Past Due On fields are left blank the invoice may not appear some reports Late Fees Late Fee Late fees are not automatically entered into an invoice To enter a late fee single click the Late Fee button on the Payment 500 P folder tab of the Invoice Entry screen The late fee is added to the invoice as a line item The default late fee amount is set the Invoices folder tab of the Preferences screen but it can be changed for individual invoices Freight Charges If you wish to add a freight charge to an invoice click the Add an Item and enter a Quantity 1 Description Freight and Price the freight amount Set the Tax field to taxable or nontaxable depending on how freight is taxed in your region the Studio Organizer 5v21 User s Manual p 128 Invoice Options Setting the Title of an Invoice The heading at the top of an invoice can be changed to Invoice Tax Invoice Receipt Reminder or anything you wish To change the title click into the title field in the middle of the screen It s a drop d
170. nce Edit Attendance Check In from the Wizards menu or clicking the Check In button on the Main Menu Here s a helpful tip There are keyboard shortcuts for Attendance Check In and Edit Attendance Just click on the Wizards menu to review the keyboard shortcuts that are available They re listed to the right of each command So if you need to quickly jump to attendance check in mode fire off the keyboard shortcut Let you students check in and when you exit attendance recording mode you ll be returned the screen you were previously viewing The attendance recording features of the Studio Organizer are very powerful Let s explore them in detail the Studio Organizer 5v21 User s Manual p 82 the Studio Organizer Touch Screen Number Pad gt Enter your Student Attendance Recording the Studio Organizer 5v21 User s Manual p 83 Bar Code Scanner Setup The Studio Organizer is bar code scanner compatible Using a bar code scanner to record attendance is a tremendous time saver and well worth the investment When using a bar code scanner always plug your bar code scanner directly into a USB port on your computer or a powered USB hub Bar code scanners draw power from their USB connection so do not plug a bar code scanner into a USB port on a keyboard or an unpowered USB hub Once your scanner is connected allow your computer to recognize the scanner A wizard may appear guiding you through this process If you ar
171. nded 0068 Select Class amp Date SELECT A DATE THEN CLICK ON A CLass NAM Use Option 2 if students normally check themselves in but a staff member preselects the class and date Select a Style then alick on Ciass Nam _ Date ed Hapkido 3 25 07 being attended a _ Mon Wed Fri Dan Smith Main Floor OR Hapkido T Th Tue Thu Dan Smith Main Floor R Hapkido Saturday Sat If you would like to record attendance after a class has been completed Dan Smith Main Floor Hapkido Noon Mon Tue Wed Dan Smith Main Floor A staf member selects the class and date lhe computer records the check in time How it Works When attendance check in is started a screen appears prompting the staff member to select a date and class 100 ead GE Browse The staff member can modify the date of the class and use the drop down menu to display different classes in different styles of instruction To select a class single click directly on a class name All students that check in will be recorded as attending this class The computer will record the check in time the Studio Organizer 5v21 User s Manual p 95 Attendance Check In Option 3 On the Attendance Check In folder tab on the Preferences screen you can select how attendance will be recorded Option 3 In order for a attendance greeting screen to be displayed the student must be enrolled in the style of instruction of the class being attending With this option the studen
172. nding With this option the student zzs be enrolled in the class es being attended otherwise Vo Class Found s recorded Use Option 4 if students normally check themselves in and you ve enrolled each student in the style and classes they attend This is done on the Styles Classes amp Attendance screen The computer will select the class to record but this can be edited later 1f necessary lhe computer selects a class from the students enrolled classes and records the check in time and date How it Works When a student arrives for class they enter their Student and the computer searches for a matching class from the list of classes this student is ezro edin based on the day of the week No user interaction is required with this option The computer will always make a selection which can be edited later based on these criteria If no enrolled classes are found for this day of the week the time and date are recorded with Vo Class Found as the class name Example Janie Steven s checks in on Tuesday at 5 p m She is not enrolled in any classes that meet on Tuesday Vo Class Found will be recorded with the current time and date If one enrolled class is found for this day of the week that class is automatically selected regardless of the class start time and the current time and date are recorded Example Bill Smith checks on Thursday at 5 p m He is enrolled in one class that meets on Thursday at 6 45 p m Regardless of the cu
173. ndone Use the Replace buttons with caution If in doubt run the Backup Snapshot Wizard first Past Due Student Cannot Check In If you wish to prevent a student with past due invoices from checking into a class go to the Check In Options folder tab of the Styles Classes amp Attendance screen and check the lt S7udent Name gt cannot Check In if Past Due check box This check box is also displayed on the Invoices amp Tuition screen If this box is checked and the student is past due on any invoice an Access Denied message will be displayed when the student checks in You can control how the software responds when a student is denied access Go to the Preferences screen and click on the Attendance Check In folder tab There are powerful options such as Do Do Not Halt Check In Do Do Not Require Password and Do Do Not Record Attendance the Studio Organizer 5v21 User s Manual p 112 Student Check In Options On the Styles Classes amp Attendance screen click the Check In Options folder tab to view the selections for each student Advance Check In Students enrolled in two or more classes that meet on the same day can check themselves into their classes at the Zeginning of the first class So if your student is enrolled in Hapkido at 7 p m and BJJ at 8 p m she can scan her card once to check into Hapkido then she ll be asked if she wants to also check into BJJ at 8 p m If she scans her card again she s checked into BJJ w
174. ng please stop after 10 minutes Why The longer you spend going nowhere the more frustrated you ll become Please don t continue to repeat the same steps if something isn t working Instead click the Support button and email me your questions I ve made email Technical Support free and unlimited so you can always get an answer without having to worry about busy signals missed phone calls hours of operation or expensive support contracts Sincerely Jeff Pagano the Studio Organizer 5v21 User s Manual p 11 Updating the Studio Organizer is Different When a new version of the Studio Organizer 1s released you can easily transfer your data into that version but the updating process is different than other software programs That s because the Studio Organizer was built using FileMaker Pro software and oddly enough FileMaker Inc has never devised a way for end users such as yourself to easily update when a version 1s released Most programming languages keep user data in one set of files and data entry screens and reports in another set of files So when an update is released all the user has to do is download the new data entry screens and reports and a convenient installer program puts them in the correct location The user opens the software and all of their data appears exactly as it was but is displayed in the new data entry screens and reports Simple FileMaker Pro for some strange reason keeps user data data entry screens
175. ng drop down list and many fields in the Studio Organizer are self populating Use the TAB key on your keyboard to move to the First Name field Enter the first name then TAB again to enter the Last Name Remember don t enter data in ALL CAPS otherwise your form letters will look like ransom notes Checking for Duplicates If you d like to be sure you haven t already entered a student into the computer enter the first and last name then click the check mark button after the last name IMPORTANT If you have a record for Bill Smith and then enter a new record for William Smith the Dup check feature won t catch this Dup check only looks for z exvca first and last names the Studio Organizer 5v21 CLICK To SELECT A STATUS F Last Name Givens User s Manual p 35 Entering Student Information Using the TAB key continue to enter the students address email and web site All fields are optional When you come to the Location field enter the location this student trains at The Location field has a self populated drop down menu It gets it s values from the Locations which have been entered into the class ahaa schedule _MainFloor sv Entering your class schedule is explained in the ScZoo Setup tutorial Please be sure to complete the Studio B i School Setup Tutorial before proceeding If you wish enter this student s physical description Remember all fields are optional Enter the students birthday Ente
176. ng options or subtotals by category class date etc Try different sorting options then click the Preview button to see how report will print the Studio Organizer 5v21 User s Manual p 43 the Household Address amp Mark Check Boxes the Household Address Check box On the Student Info screen there s a check box in the bottom middle labeled Household Address It s checked by default whenever you create a new record Leave that box checked for the primary contact at an address and uncheck the Household Address box for any other students also at this address This check box is useful for mailing purposes If you have several family members at the same address you will probably only want to send one letter per household For example if Bill Smith and his two sons attend classes together keep Bill s Household Address box checked and uncheck the box in both of this sons records Click the blue F button to create a found set of only those records that have the Household Address box checked Once you have a found set you can send emails create mailing labels send form letters print envelopes etc To clear the Household Address check box for all records click the red X the Mark Check box On the Student Info screen there s a check box in the bottom middle labeled Mark This box can be used if you re browsing through your records and want to select a random group of students and create a found set For example let s say you want to
177. note records a promotion check the Promotion check box and be sure a style of instruction has been selected You can assign this note to a staff member The Assigned To drop down list 1s populated with the names of staff members that have their own password Be sure to create a password for each staff member Any notes with a staffers name in the Assigned To field will appear on their Staff screen in the Notes amp Follow Ups folder tab Click the Print check box if you wish to include this item in printouts reports or the calendar Click the Save amp Add Another button to create another note or click Save amp Close To print notes or follow ups click the Print button Only items with the Print box checked will be included Click the Calendar button to view the student or staffers calendar Start amp End Time When creating a note entering the start and end Time is optional Click the down arrow on the right side of these fields to display a drop down list of previous entries If you have not made any entries into a field the drop down list will be empty the Studio Organizer 5v21 User s Manual p 161 Calendars A calendar is automatically created for each student To view a student s calendar go to the Notes amp Follow Ups screen and click the Calendar button in the top middle of the screen To add to a calendar create a note Select a staff member from the Assigned To drop down list if you wish to include this not
178. nse report Since expenses are totaled by category when your report is printed you can now take the total amounts from this report and enter them into your accounting software as a single journal entry the Studio Organizer 5v21 User s Manual p 185 the Studio Organizer 5v21 User s Manual p 186 the Studio Organizer Preferences the Studio Organizer 5v21 User s Manual p 187 Student Info Styles Classes amp Attendance Invoices amp Tuition Letters amp Certificates Notes amp Follow Ups Custom Fields amp Passcode School Info Staff Passwords amp Access Expenses Reports Preferences Main Menu 100 vs of FS Browse the Studio Organizer 5v21 General At Start Up Go to Sort Do Not Sort Check for LJAbsentees LIExpired AI Eligible Past Due Customer Label Default Email Application is used for creating email mesages Skill Level Label Keep User Adjusted Window Size when switching to most screens Level Letter Size Backing U US Letter Backup at Shutdown every 1 days Date Format E Create Smaller Backup Files takes longer mm dd yyyy 5 31 10 Last Backup Date Backup Restore Print Settings Select Spelling Options Check Installed Plug Ins the General Preferences screen Set Default Account Name User s Manual p 188 the Preferences Screen On the Main Menu or any data entry screen click the Preferences button Here you can select
179. nt is training in more than one style There is no limit to the number of styles a student can be enrolled in but a student should only be enrolled ovce in each Style the Studio Organizer 5v21 Start Date Date Renewed 5 27 10 Expiration Expiration Date Days Left OR of Classes Classes Left OR of Hours Hours Left User s Manual p 57 a4 gt b gt a A Record 1of2 Found Find Show All Greeting Help Total Records 5 Records v Full Page me Jason Givens Level 1 White Belt Eligible to Test for White Belt 1st Stripe on 3 1 2010 Style Eai Add Attendance Eligibility amp Expiration Cheek Ins Present 1 00 x 1 00 x 1 00 x 1 00 x 1 00 x 1 00 x 1 00 x Present 1 00 x Present 1 00 x Present 1 00 x Present 1 00 x 2 8 10 Hapkido M W F Present 1 00 2 5 10 Hapkido M W F Present 1 00 X 2 3 10 Hapkido MW F Present 1 00 x 2 1 10 Hapkido MW F Present 1 00 x Level Displayed 1 White Belt Update Date Class Name N SE gt p S 2 3 Eligibility Override Start Date Date Renewed 1 3110 E Next Test Eligibility Expiration S N eis ie Ta w T ZIS S S 3 3 Private Lesson S 2 Next Test Date Days Until Expiration Date Days Left 3 1 10 0 Done 1 31 11 245 Classes Classes OR Required Remaining of Classes Classes Left Bw Done OR of Hours Hours Left js JR AlE S 5 aa E w sig
180. nu Instead of clicking the Find button again as you normally would you ll go to the Requests menu and select Constrain Found Set This will search ov y your original found set and display those records which meet the second find criteria request For example performing a Find for male students returns 63 records But you realize you d like to only view the men who are 18 or older There are 37 of them in your database With your current found set of 63 male students still displayed click the Find button and enter gt 17 in the Age field Next select Constrain Found Set from the Requests menu This will search ov y the found set of 63 records then display oz those men who are 18 or older The found set will be 37 records the Studio Organizer 5v21 f Requests Scripts Window Add New Request N Duplicate Request D Go to Request P Fo Show All Records 38 Perform Find Constrain Found Set Extend Found Set User s Manual p 178 Find Replace Menu Command Replace Search across Search within Replace All __ Match case All records All fields Match whole words only Current record Current field Close The Find Replace command allows you to search for one word or phrase and replace it with something entirely different For example if you wanted to change the word picnic to banquet in a notes field you don t have to do this manually This command also will highlight text so it ca
181. o Organizer you ll notice there are a variety of screens Sometimes when you click a button a new window will open When you click the School Info button you ll see the School Info screen Click on a style of instruction and a new window opens displaying a screen that displays the details of that style Click on a rank or level and another window opens All of this makes the software easy to use once you know your way around But it can also really clutter things up if you have many windows open Here are few things to keep in mind Close button If two or more windows are open and you accidentally click on a window you ll activate that window and possibly hide the one you were working on You may have to move a large window in order to get back to a smaller window behind it Windows can also be minimized in which case you ll see minimized window icons at the bottom of the screen Click the Maximize button to enlarge a window Fa The standard close button displayed on windows is disabled Instead click the Close button or the small red Close dot in the upper right corner of the screen The main screen containing the major data entry screen has no Close button Be sure to click the Close button when you re done viewing a window that has a Close button or red dot This ensures all data is properly saved and totals are updated Opening a New Window If you have a large monitor and you d like to open one of the major data entry screen
182. o Organizer 5v21 User s Manual p 75 the Check In Options Folder Tab Keep in mind you don t have to individually check these boxes being described here To quickly change many records use the Replace button It s a green check mark You ll find these buttons on a variety of screens Click the Replace button beside a field to apply the current setting to all records in the found set Search your records to create a found set or click the Show All button to modify all records Changes made using the Replace button cannot be undone Use the Replace buttons with caution If in doubt run the Backup Snapshot Wizard first Checking Out To allow a student to check out after a class ends go to the Check In Options folder tab on the students Styles Classes amp Attendance screen and check the Record Check Outs box Now when a student scans their card a second time on the same day the software will look for the students first check in record for today and enter the departure time into that record A brief Check Out Recorded message will display Once a student has checked out that record is flagged in light blue on the Styles Classes amp Attendance screen but only if the Record Check Outs option is checked A student can check in and out of one class then later in the day check into and out of a second class If a student has checked in several times using the Advance Check In feature when the student scans their ID card to check out the class with
183. on a class name en from the pick list of available classes for this style You ll be asked if you d like to see a list of students who are enrolled in this class or a list of students who are enrolled in this m n style of instruction Make your selection then all students regardless of their status are displayed but active students are displayed first On the Attendance Wizard screen check the blue box 1f the student was present You can edit the hours and select present late or left early You can even change the status of a student by clicking on the Status field If the majority of the students have attended this class click the Check All button to quickly check all boxes then uncheck any students who did not attend After you have checked all students who have attended click the Record button and attendance records will be created for a each student You can also click the Find button to locate students enrolled in other classes however in order for a student to be found he or she must be enrolled in at least one class Click Reset to record attendance for a different class Click Close to cancel without recording any attendance the Studio Organizer 5v21 User s Manual p 105 Attendance Recording from the Style Details Screen If you would like to record attendance for a student after they have attended a class this can be done on the Style Details screen To view the Style Details screen go to the Styles Cl
184. or both requirements before he will be flagged as almost eligible If OR is used when either requirement is met the student will be considered almost eligible A student is considered almost eligible when he has completed 75 of the required points A student becomes eligible to test when the next test date arrives or they have completed the required number of points days classes or hours The entries that you make in the Almost Eligible amp Expiration fields on the Style Preferences folder tab on the Style amp Rank screen will apply to every rank in this style of instruction the Studio Organizer 5v21 User s Manual p 62 the Points Folder Tab Eligibility amp Expiration Points Check Ins Notes Invoices Add a Point All Points Completed Points Uncompleted Points White Belt Homework Points 5 EJ Completed Homework Assignment 6 2 10 x White Belt Skill 1 Points 5 O Completed Describe the skill here x White Belt Skill 2 Points 5 O Completed Describe the skill here x Possible Completed Uncompleted Level 15 5 Style 15 The Points folder tab on the Style Details screen is where you ll keep track of the points this student has completed or record scores or evaluations for performances Points can also be requirements a student must complete that don t relate to days or time Points could be skills to be learned a written test a homework assign or a task to be completed Single click the Add a Point
185. or into the gray box at the location you wish the merge field to be inserted then click the Insert button The merge field will be inserted at the location of the cursor For a complete list of available merge fields click the Help button and read Merge Fields for the Attendance Greeting Birthday Greetings There is no birthday greeting merge field since Happy Birthday is automatically displayed under the School Name if it s the day of the day before or the day after a student s birthday You can disable the birthday message for an individual student by going to the Styles Classes amp Attendance screen for that student and selecting lexore Birthday from the drop down menu on the Check In Options folder tab the Studio Organizer 5v21 User s Manual p 199 Edit Attendance Check In Greeting ATTENDANCE GREETING EDITOR Merge Fields Cinser lt PAST DUE WARNING gt lt STYLE EXPIRATION WARNING gt Welcome lt student Full Name gt lt RANK NAME gt lt CLASSES ATTENDED AT THIS RANK gt lt Style Eligibility gt lt Rank Comments gt lt Check In Message for Student gt lt Check In Message for ALL Students gt Esave Reset 100 ad F Browse the Studio Organizer 5v21 Clear Preview the Attendance Greeting Editor displaying merge fields User s Manual p 200 Changing the Font Size amp Color You can change the font size style alignment and color of the text displayed in the attendance gree
186. owever you can change it to any date you wish This invoice will be duplicated on the Next Dup Date and the Due and Past Due On dates will be automatically calculated Invoice duplication will continue indefinitely Click the red X next to the Next Dup Date field to stop duplicating this invoice Create lt blank gt Duplicate Invoices Dated lt blank gt days apart Use this option if you d like to create a set number of invoices that will be due in the future spaced a certain number of days apart Use this option if a student 1s agreeing to pay a fixed amount of tuition for a fixed number of months For example if a student signs an annual contract and agrees to pay 55 every month for a year create a i Next Dup Date 55 invoice then Duplicate it selecting 11 duplicates 30 days apart p Duplicate of 1175 X 10f11 Click the Duplicate button and 11 invoices will be created exactly the same as the original but with Due Dates 30 days apart On the Notes folder tab beside the Next Dup Date you ll see a reminder that this invoice is a duplicate the Studio Organizer 5v21 User s Manual p 134 Create lt blank gt Duplicate Invoices Dated on the lt blank gt day of each month Use this option if you d like to create future invoices all due on the same day of the month This works great if you have an annual tuition plan with monthly payments and a fixed payment date For example if a student is to pay 80 on the 5th or each mont
187. own menu Make a selection from the list If you d like to enter something not in the list click into the field a second time and the drop down menu will disappear Now type a new invoice title Payments Made To Use the Payments Made To field on the Payments folder tab of the Invoice Entry screen to record whom the student pays Some examples School Billing Company Pay Pal EFT The drop down menu for the Payments Made To field is self populating It is empty until an entry is made Thereafter any entries made to this field are automatically included in the drop down menu Editing the Invoice Address Invoices use the default address at the time the invoice is created The default address is set on the Billing address folder tab of the Student Info screen To change the address on an invoice click the Edit button to the left of the address Select the Home or Billing address then click Update Found Set or Update This Invoice You can use this procedure if you have changed a student s address and wish to update an existing invoice to the new address To change the default address go to the Student Info screen then click on the Billing folder tab above the address fields Select Home or Billing from the Default Address drop down menu the Studio Organizer 5v21 Tax Invoice Invoice Receipt Reminder Credit Payment made to Billing Compan ESA es Bln Company Ean PO Box 1212 Clearlake CA 23234 User s Manu
188. past due Selecting starting and ending dates is recommended Select Paid and click the Find button and now you ll be searching for paid invoices Selecting starting and ending dates is optional For all of these options you can create detailed reports for the found set of invoices Make a selection from the drop down menu below the Print button or explore the Reports menu to find the right report Select Sales Tax and click the Find button and now you ll be searching for paid invoices and you should select starting and ending dates Click the Continue button and you ll be presented a Sale Tax report Click the Preview button to see how the report will print Your printed output may be different than what you see on the screen the Studio Organizer 5v21 P _ Records Y QuickFind Due Past Due Due amp Past Paid Sales Tax User s Manual p 140 Paying an Invoice There are several ways to record an invoice payment the Add a Payment Button To add a payment to an invoice click the Add a Payment button on the Payments folder tab of the Invoice Payments Add a Payment FFI Entry screen Date Type of Payment Number mai 05 31 10 Cash 70 00 The date defaults to today but it can be changed Use the TAB key to move between the type of payment aik Gieo ang check or account and amount fields Click Save and the payment will be recorded If change is due a dialog box will appear displaying the amount due Please
189. perform a find you re searching all records not just your found set Using a Pick List to Find a Student Another way to quickly jump to a student is to single click the Pick List button then single click on the students name No found set is created when using the Pick List button Find Matching Records Here s a useful tip for searching for data in fields Click into a field and highlight some text This becomes your find criteria Next right click PC or Control click Mac and select Find Matching Records from the contextual menu that appears This will find all records that match the find criteria in the field you ve selected and create a found set the Studio Organizer 5v21 User s Manual p 41 Finding Records x A A E E 0 Z CBIR C sa O A TRENT O O Records Y Avery 5361 ID Cards Y Student Location Gender Weight Height Race Hair Eyes Uniform Belt Phone Numbers F O Linked Students Mother pO Father ae Spouse aaa Emergency Referred by 00 Reports Days Since Preferences Member Since Last Class Created O Household Address F X O Mark F X Modified Main Menu Reports 100 saad e Find Preferences Main Menu The Student Info screen in Find Mode Once you ve created some student records click the Find button to search your data Enter your find criteria then click the Find button again to search your records the Studio Organizer 5v21 User s Manual p 42 Printing the Found
190. r Warning Deletions cannot be undone The Save amp Add Another Button If you re viewing a dialog box with a Save amp Add Another button hitting the ENTER key on the number pad area of your keyboard does the same thing as clicking on the button with your mouse This has been done to make repetitive data entry faster Your hands don t have to leave the keyboard to reach for the mouse Clicking Save amp Add Another saves the current data you ve just entered and creates a new record the Studio Organizer 5v21 Phone Numbers Employer Southwest Foods Work 334 3424 x Home 898 8956 x AOO Edit Phone Number for Jason Givens Name Relationship Southwest Foods Employer Phone Number Extension Delete Save f Save amp Add Another X 100 aade i User s Manual p 37 Sticky Notes Your School Name AS an anti piracy measure 977 V these fields cannot be changed See the text to the right While you re on the Student Info screen here s a helpful tip As you pause your mouse over a field or button a yellow sticky note will appear providing information about the item Move the mouse away from the field to make the sticky note disappear Not all fields or buttons have sticky notes There is a brief delay before sticky notes are displayed Currently it is not possible to change the length of this delay or disable sticky notes the Studio Organizer 5v21 User s Manual p 38 Family Members
191. r Tabs Window Eciose To get more information about an invoice hold the mouse over the status or amount fields A yellow sticky note will appear after a brief delay Click on an invoice to view it Click the New Invoice button to create a new invoice for this student the Studio Organizer 5v21 User s Manual p 69 Attendance Recording from the Style Details Screen If you would like to record attendance for a student after they have attended a class this can be done on the Style Details screen To view the Style Details screen go to the Styles Classes amp Attendance screen of the student you wish to record attendance for then click directly on the desired style of instruction from the list in the top left corner of the screen This will open the Style Details screen Date Class Name Add Attendance l 2m0 Hapkido TTh Prevent 100 x F To add an attendance record click the Add Attendance button above the list of attendance entries A dialog box will appear Click directly on a class name from the pick list of available classes for this style 122310 Hapkido T Th den O An attendance record will be create You can now modify the fields as needed Click Save to record the attendance entry Once you ve recorded some attendance only the attendance dates for the Rank Displayed will be shown Ez To view previous ranks select a lower rank from the Rank Displayed drop down menu in the bottom left corner then single cli
192. r rename the Stdent Phoros folder or your data files This will break the link to the photos and they will have to be reinserted the Studio Organizer 5v21 User s Manual p 46 Deleting a Student Photo If you have Admin access you can delete photos Staff access does not have permission to delete photos Go to the record you wish to delete and click on the photo then click Delete To delete all photos click Delete All Photo deletion is permanent and cannot be undone Viewing Photo Information Hold the mouse over a student or staff photo until the yellow sticky note is displayed The sticky note will display information about the original file such as it s size and location the Print Check Box Click to Delete this Photo On the Student Info screen there s a Print check box under the student s photo This box is automatically size 150 180 image Student Photos JanieStevens png checked when a new record is created to remind you that this student s ID or attendance card needs to be printed To find all records with the Print box checked click the blue F button Click the red X to clear the Print check boxes in all records Let s say you sign up several students during the week and you want to print out all of their Student ID s or attendance cards at one time rather print them separately When it s time to print the ID or attendance Status cards go to the Student Info screen and be sure you have at least one student record with the Print bo
193. r screen and select Record Points A find dialog box will appear to let you choose a group of students Select a class date range or rank then click the Continue button to display the Points Wizard screen At the top of the Points Wizard screen select the point you wish to record for these students All points for all styles and ranks are displayed in the blue drop down menu at the top of the screen Since you may have points with similar names after a point has been selected the style rank and point value are displayed in highlighted text in the top right corner of the screen Click the Edit button if you wish to change the original point record Be sure to click Apply Changes if you would like to update all students and classes using this point Do not click Apply Changes if you do not want to save these changes for students who have already completed this point Once you have a point selected check the blue box for each student who has completed this point The Date Completed and Point Value fields are automatically entered but these fields can be edited Use the Check All or Uncheck All to quickly make changes to all blue boxes For example if almost every student has completed this point click Check All then uncheck the students who have not completed the point When you re ready to record this point for all checked students click the Record button If you need to start over click the Reset button the Studio Organizer 5v21 User s Manua
194. r that has an internet connection and open the file then select and copy all of the text Now open your email software create a new email message and paste the text into the message area of the email Address the email to tech StudioOrganizer com the Studio Organizer 5v21 User s Manual p 17 Screen Snapshots amp Emailing your Files The Smart Support Wizard allows you to easily add a screen snapshot to your message However networked computers cannot use this feature because the required file 1s inaccessible on the server If you would like to send a screen snapshot manually first complete the Smart Support Wizard and send your question Next follow these steps to create a snapshot and email it it to tech StudioOrganizer com Macintosh The keyboard shortcut Command Shift 3 creates files on your Desktop or hard drive called Picture 1 Picture 2 etc You can attach this file to an email message Some email programs allow you paste an image directly into the message area Send your image to tech StudioOrganizer com Windows Hit the PRINT SCREEN key on your keyboard This places an image of the current screen on your computers clipboard Most email software programs allow you to paste directly into an email message Paste your screen snapshot into the message area of an email Send your image to tech StudioOrganizer com If you cannot paste into an email message open Microsoft Word or a graphics program and paste If asked for
195. raini Per Day Unlimited 1 raining anaes Leys ee Per Week Unlimited 1 Level 16 16 16 00 Style 16 16 16 00 Per Month Unlimited 2 Comments for Attendance Check In screen from Style Setup Level Instructor Approval Required Open Another Folder Tabs Window You can limit the number of times a student checks into a class using this style of instruction You can control the number of self check ins for each day week and month The default number of times a student can check themselves into a class in each style of instruction is set on the Style Preferences folder tab of the Style amp Rank screen The settings you choose here are automatically entered when a student is enrolled into this style of instruction but can be changed for each individual student If you alter the Self Check In fields for an individual student those change will always override the default settings for the style Here s an example Bill Smith is enrolled in Hapkido and the default check in number is 1 but Bill s Check ins per Day field on his Style Details screen is set to 3 Bill will be allowed to check into 3 Hapkido classes Students enrolled in more than one style can check in according to the settings for each style For example if Jane Miller is enrolled in both Hapkido and Kung Fu and the default Self Check Ins per Day 1s 1 for Hapkido and 2 for Kung Fu Jane could check into 3 classes in one day 1 Hapkido plus 2 Kung
196. rds menu reverses the found set All records the records you are not browsing become the found set and the records that were in the found set are now omitted the Studio Organizer 5v21 User s Manual p 172 More Finding Tips and Tricks Finding Empty Fields The equal sign is a wild card that can be used to search for empty fields To find records that have an empty field type an equal sign into the field while in find mode and perform the search D Fina Records _ v For example To find all records that do not have an email address entered single click the Find button and type an equal sign into the Email field Single click the Find button again and only records which have an empty email field will be QuickFind Absentees 0 included in the found set Past Due Expiring Eligible The Asterisk Wild Card You can use the asterisk as a wild card to search for any value Asterisks are place holders for any number of characters or digits For example to find the entire month of February 2010 you could search your records for 2 2010 Or try Sand to find both Sandi and Sandy Finding Not Empty Fields using Wild cards You can use the asterisk as a wild card a placeholder for any value For example let s say you want to find every record that has an email address To find student records that have azy text entered into the Email field not empty enter Find mode and type an asterisk into the E
197. re the Studio Organizer in real time between two to nine computers on a network If you wish to network more than nine computers please contact technical support for details You ll need a professional to set up the wiring and hubs The Studio Organizer com does not charge any additional fees for a user to network however FileMaker Pro software must be purchased and installed on each computer You can purchase the FileMaker Pro 11 software from any source you wish such as www softwaremedia com The cost is roughly 300 per computer Do not purchase the Advanced or Server versions Since it s not possible to record attendance while using other features of the Studio Organizer on a single computer networking is a great way to dedicate a computer to attendance check in but it s not required To spare you the expense of networking the Studio Organizer offers you the ability to dedicate a computer to attendance recording without networking Please read Avendance Computer No Network Required in the built in Help or the Working With Dara tutorial Purchasing and installing the FileMaker Pro software allows users to network as well as create PDF files export to Excel and more the Studio Organizer 5v21 UL Piraye Sng cier Buors i Opening Inventory A few pointers Back Up Snapshot Changing Your School Information Date Formatting Default Sales Tax Rates Inserting or Deleting a School Logo Next Test Eligibility
198. rform an extended search go to the Requests menu and select Extend Found Set Go to Request p This will retain your original found set and add it to any records which meet the find criteria you ve just Show All Records a J entered Perform Find Constrain Found Set Here s an example let s say you ve performed a search for all students who have brown hair and your E r p 7 Extend Found Set found set is 27 records You d like to include students who have black hair as well You know there are 33 students with black hair With your current found set of 27 brown haired students still displayed click the Find button and enter black in the Hair field Next select Extend Found Set from the Requests menu This will search the entire database for students with black hair 33 and add them to the current found set of students with brown hair 27 The found set will be 60 records the Studio Organizer 5v21 User s Manual p 177 Reducing a Found Set If you search your records and realize there are too many records you can reduce the found set This is similar to omitting records but the advantage is you can use this command er you ve performed a search and realized you d like to perform a more specific search To reduce a found set you must have performed a search and created a found set Next click the Find button and enter the find criteria When you are in find mode the Records menu at the top of the screen becomes the Requests me
199. ria Next right click PC or Control click Mac and select Find Matching Records from the contextual menu that appears This will find all records that match the find criteria in the field you ve selected and create a found set the Studio Organizer 5v21 User s Manual p 169 Find Options on the Student Info Screen Below the Find button on the Student Info screen is a drop down menu with these options Records Absentees Past Due Expiring or Eligible Select Records from the drop down menu below the Find button and you can search the Studio Organizer by clicking the Find button then clicking into a field and entering your find criteria QuickFind will search ALL data fields with one mouse click Absent will appear in red letters below the student photo on the Student Info screen for any student who is has not attended a class in the number of days you have specified See the Defaults folder tab of the Preferences screen to determine which students are flagged as Absent With Absentees selected single click the Find button Click the Screen button to view your Absentees as a found set on the Student Info screen Click the Report button to display a find options screen You can change the find criteria on this screen then click Continue to create a report of students who have not attended a class in the number of days you ve specified Records Past Due will appear in red letters below the student photo on the Student Info screen for any stu
200. ring the year is optional The age will display a if the year is blank Address Fields There are two sets of address fields Home and Billing On the Student Info screen click on the folder tab at the top of the screen to switch between them On the Billing folder tab you can set the default address The default address is always used first for invoices and labels Creation amp Modification Info In the bottom right corner of the Student Info screen you ll find the date a record was created and the name Created 5 1 06 by James Murdock of the user who created the record Modified 5 31 10 by Ed Smith There s also a modification date and the name of the user that changed the record Any change to any field in this record will cause these fields to be updated The creation and modification fields cannot be edited but you can perform finds in these fields the Studio Organizer 5v21 User s Manual p 36 Entering Phone Numbers Phone Numbers Click the sign next to Phone Numbers to add a new telephone number All fields except the phone number field are optional Also the Type field is self populating That means it the drop down menu will fill up with the values you enter into the field Click Save amp Add Another to add another number or hit the Enter key on your keyboard Click Save to exit To edit a phone number single click on the number in the list To permanently delete a phone number click the red X next to the numbe
201. rrent date This provides a visual clue for spotting check ins not created on the current date the Studio Organizer 5v21 User s Manual p 202 Halting Check In Do Not require password to Close or Reset Attendance Check In Do Not halt Attendance Check In for Limited Check Ins Expired or Past Due Student not allowed to Check In If DO is selected choose Password option Do Not require a password to resume halted Attendance Check In Do Not record attendance if a student is Expired Past Due or has exceeded the check in limit There are four attendance check in preferences that allow you to control attendance recording and prevent tampering Do Do Not Require Password To Close Or Reset Attendance Check In Set to Yo and a staff password will be required to reset or close attendance check in Any account password can be used Do Do Not Halt Attendance Check In For Limited Check Ins Expired Or Past Due Students Not Allowed To Check In Set to Jo anda dialog box will appear when a past due or expired student who is not allowed to check in enters their student or passcode The dialog box will remain on the screen until it is dismissed Do Do Not Require Password To Resume Halted Attendance Check In Set to Yo and a password will be required when a past due or expired student who is not allowed to check in enters their student or passcode Any account password can be used This option is only used if Do is se
202. rrent time Bill will be checked into the 6 45 p m class with the current time and date Even if he checks in at 7 00 p m he will be checked into the 6 45 p m class If more than one enrolled classes are found for this day of the week the computer will select the class with a start time closest to the time of check in The current time and date are recorded Example Fred Miller checks in on Tuesday at 6 50 p m He is enrolled in Tuesday classes that start at 6 30 and 7 00 p m Fred will be checked into the 7 00 p m class Example Jess Martin checks in on Monday at 5 05 p m He is enrolled in Monday classes that start at 4 45 and 5 00 p m Jess will be checked into the 5 00 p m class the Studio Organizer 5v21 User s Manual p 197 Attendance Preferences Do change Inactive or On Hold status to Active after successful Check In Full Screen Greeting screen for each Student after a successful Check In Edit Pause Greeting screen for 4 seconds Changing the Status to Active at Check In The Studio Organizer can automatically update the status of an inactive or on hold student when they check themselves into a class Go to the Preferences screen and click on the Attendance Check In folder tab Select Do Change Inactive or On Hold to Active after successful Check Ln Displaying the Attendance Greeting To display the attendance greeting go to the Preferences screen and click on the Attendance Check In folder tab Make a selectio
203. rst create one invoice that contains the tuition fees you wish to duplicate Then click the Duplicate button on the Invoice Entry screen When you use the Duplicate button at the top of the invoice screen you have five duplication options Duplicate Invoice Once Makes one duplicate of the current invoice Duplicate this Invoice Every lt blank gt Days This option is great for weekly month to month or annual tuition fees Use this duplication method to automatically create Next Dup Date invoices for an indefinite period of time Select this option enter a number of day then click the Duplicate button The Next Dup Date is automatically entered for you but you can change it to any date you wish The Next Dup Date appears on the Notes folder tab of the Invoice Entry screen This invoice will be duplicated on the Next Dup Date and the Due and Past Due On dates will be automatically calculated Invoice duplication will continue indefinitely Click the red X next to the Next Dup Date field to stop duplicating this invoice the Studio Organizer 5v21 User s Manual p 133 Duplicate this Invoice Every lt blank gt Day of the Month Use this option for month to month students who will be paying on the same day each month Invoice duplication will continue until you cancel it Next Dup Date Select this option enter a day of the month then click the Duplicate button The Next Dup Date is x automatically entered on the Notes folder tab H
204. s You can laminate these ID cards using 3M Scotch Business Card ID Protectors LS851 The Info with ID prints on standard paper and is a full page print out of a students essential information and the page includes an ID card You can clip the ID card from the page or leave it intact vir anpa Nam Avery 2951 Self Laminating ID Cards have been discontinued by the manufacturer but are still supported in the Studio Organizer Birthday 4 1 2 99 Since 1 18 2010 After you have successfully printed your cards click the Close button to return to the Student Info screen You will be prompted to clear the Print check box for these students You can also click the red X under the Student Photo on the Student Info screen to clear all the Print check boxes the Studio Organizer 5v21 User s Manual p 86 Editing Information on Student ID Cards You can change the information displayed on the Student ID cards To edit the ID card just click on the a school address when viewing an ID card or click the Edit ID Card button if you re viewing an Avery ID Card If either the school name or address fields are incorrect or empty click the Apply button to reset these fields to their defaults ma ZE OPE TOR Your School Name cannot be changed without first submitting a Change of School Info request see the Help menu and receiving a new Registration Code You can change the font style size color line spacing etc by You can also change the font
205. s go to the Letters amp Certificates screen and click directly on the sample Address label or Bar Code label The label image is actually a button Or go to the Reports menu and select Labels from the drop down menu of categories To create labels for the found set of students go to the Letters amp Certificates screen and select Mailing Labels or Bar Code Labels from the drop down menu below the Mailing button then click the Mailing button Labels do not have to be printed right away You can create any many as you like and print them later When creating address or bar code labels from the Letters amp Certificates screen a warning message will appear if there are previously created labels You can delete those labels to clear the labels module or keep them and include them with the new labels being created Labels print 30 per page 10 down 3 across Print on plain white paper at first to determine the right settings for your printer You can change the font size for address and bar code labels Click the horizontal and vertical nudge arrows to move the text so it aligns properly on the label Experiment with different gaps at the top of the page You can print labels on pages that have already been used by setting the Starting Label You can use any font installed on your computer To view a list of the fonts installed on your computer right click PC or Control click Mac into the font field then select the Font menu Make a note of
206. s a Hapkido Green belt He s already attended 12 one hour classes He needs to attend 30 classes to be eligible to test Go to Jason s Styles Classes amp Attendance screen and single click on Hapkido in the style of instruction list in the top left corner of the screen This will display Jason s Hapkido Style Details screen Click the Add Attendance button above the attendance entries You can now select a Hapkido class Jason s rank and a date Next modify the hours field to reflect the total number of hours this student has already attended at this rank Enter 12 Click the Save button If Jason s Hapkido Style Details screen is set to display the Green Belt rank Jason s next test eligibility fields will now show he s attended 12 hours and is 18 hours from being eligible to test Archiving Attendance Data If you wish to remove old attendance data from the Studio Organizer and save it in an archive file please read Archiving Attendance Data in the built in Help the Studio Organizer 5v21 Edit Attendance Date Jason Givens 22 May 2010 El Class Arrival Time 12 50 PM Style Departure Time Present Present 7 Rank Hours 1 Level 1 1 00 User s Manual p 109 Attendance Editing ane Edit Attendance Wizard Edit Attendance Wizard ort Order Date Date Active Class Arrival Time 1 20 10 Suzie Miller Hapkido M W F View 7 46 PM x Present Style Departure Time Present Instructors Hapkido View
207. s in a new window hold the CONTROL key on your keyboard while clicking a screen name in the left column For example if you hold the CONTROL key whiling clicking on the School Info screen a new window will open Or select New Window from the Window menu to open the current screen in a new window This makes it easy to view data from different screens To close the new window created hold the SHIFT key and click any screen name in the column on the left side of the screen the Studio Organizer 5v21 User s Manual p 31 the Studio Organizer 5v21 User s Manual p 32 the Studio Organizer Student Info the Studio Organizer 5v21 User s Manual p 33 Student Info Styles Classes amp Attendance Invoices amp Tuition Letters amp Certificates Notes amp Follow Ups Custom Fields amp Passcode School Info Staff Passwords amp Access Expenses Reports Preferences Main Menu 100 Laad F Browse the Studio Organizer 5v21 D d S O Print F X Past Due Eligible Mother Jenny Father Richard SS Spouse a Emergency a Referred by YellowPages Days Since Last Class 4 Member Since Mano 5 Cerin Attendance Cards y Address 57 W 13th Avenue Apt Apt 12 City Clearlake Zip Code 97555 Mla Email jason email com Send Website www jasonsplace com Visit Phone Numbers f Household Address F X O Mark F XX The Student Info screen E 0 BF Student
208. s the report to the Favorites category Use Found Set Check box The Use Found Set check box on the Reports screen allows you to create reports after you ve performed a find on one of the Student Info screens Some reports cannot use the found set This is noted in the report description Preview Button Many reports and screens have a Preview button Click this button to see how the report or screen will print This is important because some reports will print slightly differently than what you are seeing on the screen This is especially true if a report has a variety of sorting options or subtotals by category class date etc Try different sorting options then click the Preview button to see how report will print the Studio Organizer 5v21 A Add to Favoriites O Use Found Set Preview User s Manual p 209 Customizing a Spreadsheet Style Report Sort Ascending Sort Descending Sort By Value List gt Add Leading Group by NameLast Add Trailing Group by NameLast Set Column Width Hide Field Modify Table View Reset Table View NamePrefix NameFirst NameLast Email Adrstreet2 AdrCity Ms Janie Stevens 2342 West Lake Clearlake _ Mr Fred Miller fred gmail com 123 Western Way Clearlake Ms Miller squzeeque myspace com 1123 Western Way Clearlake Mr Givens jason email com 57 W 13th Apt 12 Clearlake Once you ve selected a report
209. s to the calendar Be sure to include a due date and check the Print check box so each note displays in the calendar You can also schedule appointments for individual students using the calendar created for this room To do this select the room name in the Assigned To field when creating a follow up for a student the Follow Up Button At the top of the Notes amp Follow Ups screen is the Follow Ups button with a drop down menu below it Select Due Only then click the Follow Ups button to view all of your unfinished follow ups A follow up is considered uncompleted until a date completed is entered Select Search from the drop down menu below the Follow Ups button then click the Follow Ups button A find screen will appear Enter your find criteria for example you could select a staff members name from the drop down list then click the Continue button To print follow ups click the Print button on the Notes amp Follow Ups screen You can also click the Print button on the Follow Ups screen Only items with the Print box checked are included in printouts and calendars d Notes the Studio Organizer 5v21 User s Manual p 165 the Studio Organizer 5v21 User s Manual p 166 the Studio Organizer Finding Records Replace Sort Spell Check the Studio Organizer 5v21 User s Manual p 167 Student Location Gender Weight Height Race Hair Eyes Uniform Belt ae ee ee ee Birthday a Age Phone Numbers F C
210. same correction to many records The Replace Field Contents command is under the Records menu Power users love this feature It s very similar to the Find and Replace command The difference is this command is used to replace the ex re contents of a field within a found Hemana tie continiece Neti AdrPostCode in the 4 records of the current found set set Replace with 97555 For example let s say a Zip Code has been changed from 80980 to 97555 You have 4 students in the old E acdsee sath E ad POE AAA Zip Code Rather than have to change 4 records individually the Replace Field Contents command lets you tial value 1 do this very quickly and easily To use this powerful command you ll first perform a find and create a crement by found set date serial n Replace with calculated result Specify Using our example you would perform a find for the old 80980 Zip Code This will create a found set of 4 Renace G records Next edit the field you would like to change For example enter the new 97555 Zip Code With the cursor still blinking in the field you have just edited select Replace Field Contents from the Records menu Read the text at the top of the Replace Field Contents dialog box This change will be permanent There are 4 records in the current found set that will be changed Click the top radio button Click the Replace button You can use this command in any field you can edit Password restrictions
211. ser s Manual p 20 the Studio Organizer Getting Started the Studio Organizer 5v21 User s Manual p 21 Launching the Studio Organizer Open the Szdro Organizer folder Double click the Studio Organizer icon Windows users If double clicking the shortcut produces an error message delete it and open the Studio Organizer folder open the Data folder and double click the Studio Organizer application Do not rename or remove any files in the Studio Organizer folders Entering a User Name The first time you open the Studio Organizer you will be prompted to enter a User Name Enter your full name For security purposes do not enter a password into the Azer User Name dialog box the Default Account Name You can change the default Account Name by clicking the Set Default Account Name link on the Preferences screen It s in the lower right corner Enter the Master Password Next the Log In screen will appear The first time you open the Studio Organizer as a registered user you must enter the word Master into the Account Name field Hit the TAB key then type the password provided in your Registration Code email Please do not give out the Master password to staff members You will be able to create unique passwords for yourself and each staff member when you create their staff record the Studio Organizer 5v21 Account Name Password Account Name and Password Master SE OOOO e User s Manual p 22 the
212. set of files Another problem might be a user enters ten new student records into one copy of the Studio Organizer The next day they inadvertently open a different copy of the Studio Organizer Those ten records will be not be there Users that have duplicate copies of the Studio Organizer will email tech support and say their data has disappeared Unfortunately there is no way to merge or synchronize records from two different sets of files to correct this error As you can see it s very important to be sure there is only one copy of the Studio Organizer on your computer Search your computers hard drive for Studio Organizer and files with a tso extension If you find more than one Studio Organizer folder open the Dara folder and examine the modification dates of the tso files to determine which files have been modified most recently Delete the Studio Organizer folder that contains the older tso files Also be sure to delete any aliases or shortcuts to the deleted files Sorry there is no way to merge or sync data from the old files Finally if you re receiving an error message stating your free 30 day trial has expired but you know you ve already registered your software this also means you have two copies of the Studio Organizer installed on your computer One has been registered and the second has been used for entering your student information In this case open the version which has all of your current information and click the Purchas
213. son and it s counted with all the other classes this student has attended the Studio Organizer 5v21 User s Manual p 108 Entering Previous Attendance amp Archiving Data If you ve just purchased the Studio Organizer and have just begun to enter student records there are two ways you can enter previous attendance Entering Dates On the Styles Classes amp Attendance screen click a style of instruction from the list in the top left corner of the screen to display the Style Details screen for this student Click the Add Attendance button above the attendance entries You can now select the class the student has previously attended his or her rank and a date Click the Duplicate button select Duplicate Record from the Records menu or use the keyboard shortcut to quickly duplicate this record You can enter the number of duplicates you wish to create For example if a student has attended 58 classes you can enter 58 then click Continue and 58 duplicates of the current attendance record will be created Changing the date of each record is optional If you wish to record each individual date create one duplicate at a time and use the drop down calendar to select the date attended The Duplicate button is also on the Edit Attendance Wizard screen Entering Hours If your students need to accumulate a certain number of hours to be eligible to test you can enter all of their previous hours in one attendance record For example Jason Givens i
214. style of instruction is one of the steps included in the Wizard but it s optional The style of instruction is selected automatically when certificates are created using the Promote button or Promotion Wizard Logos Which One Gets Used If you ve selected a page layout that displays a logo either the school logo or the style logo will be displayed If you ve created a letter certificate or envelope but have not selected a style of instruction the school logo is used If you have selected a style of instruction you can select the school logo or the style logo Go to the School Info screen then click on the style of instruction you ve selected for this letter or certificate Click on the Style Preferences folder tab then make a selection from the drop down menu in the lower left corner under the Style logo Changing the Date Most form letters and certificates use the lt Current Date Text gt merge field This merge field inserts the date the letter or certificate was created However if you would like to create certificates or letters today but have them dated in the future or the past you can do this by replacing the lt Current Date Text gt merge field with the date of your choosing For example if you have a test coming up next Friday and you would like to print promotion certificates today here s what you ll do Go to the Letters amp Certificates screen and scroll through the templates column on the right until you see the Belt
215. t PHOtoy 2c coe Nace eee 47 Viewing Photo Information cccccceeeeeeeeeseseeeeeseseeeeeens 47 Printe hock BOX esata nee cerca rai att toledo 47 S dent ID Cards wtsaickts sachet seers ese A a Saati 48 Editing Information on Student ID Cards cccccceeeeeees 49 AENEAN CC Cards essers ENEE 50 Duplicate BUNOS ene ate ee 51 Delema a Recordere ra eee rece R 51 Pick List Jumping to a Student Record cccccceeeeeeeees 51 Printing Names amp Bar COod S ossoa e a een oie 51 Sending a Smole EMaillesressrrrienni ra 52 pending Many EMail S oreeorar ana a ees 53 User s Manual p 2 Table of Contents Styles Classes amp Attemdance ccccccccccccceeesseeeesseees 56 eee SEE UO SE on acre see pen erage au Replace BuitlOms acs cin ceased a a a a 76 Next Test ENGI bility o sccdnmcseseeressentvaeetnermenutia ia uaaetener 59 l en l Checkin Oubao culedes realidad ade 76 ENGIB OVET dE sN 60 TA Start Date 61 Show Warning if Not Active cccccccsccceeeceeeeeeeeeeeeeees 76 CE PEAREN Display Check In Medsare fore Sda Naine olye Date RENE WE danois iaa ea iiai aariaa 61 ae l Pretercnces CTA Sennen ER TI Expiration Fields seeen ea AE 6l ABSENCE Prel eren orini a a a ia Aches sstenesiats TJ Expired Student Cannot Check In cccccceeeceeseeeeeeeees 61 l Sp he l the birthday SONGS io ict a ieee cate te 78 Almost Eligible amp Expiration Fields cccccccccccccessssessnneees 62
216. t Photos Set your camera to the lowest resolution available It s important to keep files sizes as low as possible Using large images will cause slow refresh rates when viewing records especially for network users Find good lighting and take a few pictures This image is going to seen every time the student takes out their ID card so do your best to take a quality photo The size of the photo image 1s 150 pixels wide by 180 pixels tall Photos should be 300 KB or less Next transfer the photo from your digital camera to the Student Photos folder inside the Studio Organizer folder installed on your computer s hard drive The default location for the Studio Organizer folder is your Desktop Network users The shared Student Photos volume should be mounted as described in the Vetworkie instructions in the Working with Dara tutorial Now open the Studio Organizer and go to a students record Click on the empty photo field or click the button If the Student Photos folder is empty or contains less than 100K of data you will not be able to insert photos Select the correct photo file from the Student Photos folder Be sure to leave the Store only a reference to the file box at the bottom of the screen checked then click the Open button to insert the image If the image file you ve inserted is not stored in the Student Photos folder you will receive a warning message asking you to delete the photo Once you ve inserted student photos do not move o
217. t does not have to be enrolled in the class being attended Use Option 3 if students normally check themselves in and you would like them to be able to pick from a list of all available classes Class enrollment is not required lhe student selects a class from pick list The computer records the check in time and date How it Works When a student arrives for class they enter their Student and the computer displays a list of available classes lhe student must check into the class within a half hour of the class start time For example If a class starts at 7 p m students can check in as early as 6 30 p m 6 29 p m or before is too early Students arriving late can check in as late as 7 30 p m 7 31 p m or after is too late If no classes are available the time and date of attendance will be recorded with Vo Class Hound as the class name When viewing a pick list classes are numbered and the student must select a number If using a keyboard the student must type the number and hit the NUMBER PAD ENTER key If using a touch screen the student simply touches in the number If using a mouse the student simply clicks on the number of the class If using a bar code scanner a printout of bar coded numbers 1 thru 9 the Bar Codes sheet should be placed beside the computer so students can scan the correct number to select a class the Studio Organizer 5v21 User s Manual p 96 Attendance Check In Option 4 On the Attendance C
218. tendance Recording ccccccceeeeeeeeeeee 103 Manually Recording Attendance cccccesssesssesseteeeeeeeees 105 Attendance Recording from the Style Details Screen 106 Editing the Rank receure a 106 Attendance Recording from the Class Screen 0 107 Private LCS S OIG asec tesa ia T S 108 Entering Previous Attendance amp Archiving Data 109 Attendance EIU 8 2 ccccsnciunaiersisxnacanosiainyesasnatdaemnswmeandsiseaneds 110 Creating a Shortcut or Alias se0seeesnnnnntensccssccsseees 111 Expired Student Cannot Check In ecccccceeeeeeeeeeeens 112 Past Due Student Cannot Check Im c ceeeeeessceeeeeeeeeeeeeees 112 Advance Check Tieesiirei iinne E T 113 TSC Ks OU on ia E E E ogee eae 113 Adding a Message to the Greeting Screen ccccceceeeeees 114 Limiting Check Ins per Day Week or Month 0008 115 Attendance RIUN ene are en tee 116 Staff Clocking In and Out ccccccceeccccceeeeeeeeeeeeeeeees 117 Recording Hours from the Staff Screen cece eeees 118 When a Staffer is also a Student eeccccessssseeeeeeeeeeeeens 118 Dedicating a Computer to Attendance Recording 119 Networking the Studio OrganiZet ccccceesssssseseseeeeeeeees 119 Invoices amp Tuition 0 cccceeiseccesstentieeescienesccsesnecsceseesvaneees 120 Person Responsible for Payment ccc sesssssesseeeeteeeees 1
219. tendance Recording Hardware Preference 193 yine l Ee epee eee ee ae Begin Attendance Check in at start Up cccccccceeeeeeeteeeees 193 No Class Found Error Message ccccccceeeeeeeeeeeeeeseeeeeeens 193 Atiendance ees pron ee eam oa Technical Support isccceisicievicsniiertniincineainuienn ae 213 Attendance Check In Option 2 vi heseiacthangee ciation 195 Technical SUD DOM rerne Ea EE 214 Attendance Check In Option 3 cccccceceeeeeeeeeeeeeeeeeeens 196 Sending Screen Snapshots i085 cease ied 216 Attendance Check In Option 4 ccccccccceeeeeeeeeeseeeeeeeens 197 pi l i l Emailing Your Data Files ides iss ences ES 216 Changing the Status to Active at Check In 198 l ae i f i Email Application Setting the Defaullt ceeceeeeeeees 217 Displaying the Attendance Greeting Screen 198 Using the Clipboard to Send Emails ccccccccceeeeees 218 the Attendance Greeting Editof ccccccssssseesseetcesseeeeeeees 199 l V Ersin FUSTOTY ooreen r aE E A O 219 Changing the Font Size amp Colot cccceessessssssssesseseeees 201 Your C terG 719 DAVE OC Reset BUOM aenga octwan dant E E 201 E E EE E E Previewing the Attendance Greeting ccccccccceeeeeeeeees 201 Attendance Check In Late Arrivals 000000000000000s0ssessss0 202 Preferences for the Attendance Greeting Log 0008 202 Halting Check Tenarnroeree ea a 203 Preferences INVOICES cinne E 204 IV
220. the zzes starting time will be selected and the check out time will be recorded into this record Show Warning if Not Active If you would like to be warned if a student does not have a status of Active before enrolling in a class or style check the Show warning if not Active when enrolling in Style or Classes check box on the Check In Options folder tab on the right side of the Styles Classes amp Attendance screen Display Check In Message for lt Student Name gt only If there s a special message you would like to display on a students attendance greeting screen enter your message into the Check In Message for lt Student Name gt oniy field at the bottom of the Check In Options folder tab on the Styles Classes amp Attendance screen When this student checks into any class in any style this message 1s included in the attendance greeting screen The message is displayed every time this student checks in or until you delete the text from this field the Studio Organizer 5v21 User s Manual p 76 Preferences Defaults the Studio Organizer SvXX Student Info General Defaults Attendance Check In Invoices Interface Styles Classes amp Attendance Invoices When creating a new Student record amp Tuition Next Student Letters amp Certificates Active is the default Status 1012 Notes amp Follow Ups Custom Fields amp Passcode School Info lt Student Name gt cannot Check In if Expired
221. the Spelling folder tab to select your Spell Checking options Default Account Name Preference pelling Options You can change the account name in the opening log in dialog box that is displayed every time you open the Studio Organizer Do this by going to the General folder tab of the Preferences screen and clicking Set Default Account Name at the bottom of the screen then changing the User Name field Restore Print Settings Preference eae The Restore Print Settings check box on the General folder tab of the Preferences screen should be unchecked if you are receiving any type of double sided printing error Otherwise leave this box checked Doing so will assure the Records Being Browsedand Current Record settings will be correct when printing Restore Print Settings the Studio Organizer 5v21 User s Manual p 190 Preferences Defaults the Studio Organizer SvXX Student Info General Defaults Attendance Check In Invoices Interface Styles Classes amp Attendance Invoices When creating a new Student record amp Tuition Next Student Letters amp n Certificates Active is the default Status 1012 Notes amp sili i lt Student Name gt cannot Check In if Past Due Custom Fields amp Passcode School Info lt Student Name gt cannot Check In if Expired Staff lt Student Name gt can Check Into consecutive classes in advance Passwords amp Access Status Expenses Record Check Outs
222. the Studio Organizer the Studio Organizer 5v21 QuickFind Absentees Past Due Expiring Eligible lt I lt J Record 1 of 10 Found Total Records 14 User s Manual p 1 Table of Contents Install Only One Copy of the Studio Organizet 06 8 Learning to Use the Studio OrgamiZet cccccccccccceeeeeeees 10 Updating the Studio Organizer is Different cc08 12 Technical SUPPO essre E E 14 Asking the Right Question cccssssssssessscsccssnsssseeeeeeeeees 15 Setting the Default Email Application eeeeeees 16 Using the Clipboard to Send Emails cccccccccccccceeeeeeees 17 No Internet Connection at Schooli eenernisssn 17 Sending a Screen Snapshot ccccccceceeeeeeeeeeeeeesesseeseeseeeeens 18 Emailing Your Data Piles nots sic 2 ana aE 18 Javea BUHE bs panneeMte Rane tCiNe Meat arse DSU a se TG 19 Networking the Studio OrganiZet ccccccessesssessseseeeeeeeees 19 Version HISLOLY eceuessanccstnsinsssneeecseetosiesaineaeeeeua etait 20 Your Computer G r seses ar E a 20 Getting StAQte ssc isc25eissdiis tava ade exia ieee ies wits artes 21 Launching the Studio Organizer cccccccccccccccceeeeeeeeeeees 22 Buttons on the Main Menu cc sscccccccceccesssssssesssteeeeeeeees 24 the Navigation Colmi scenie tne a catia tnt ees 25 Always Single Click Buttoms ccccccceeeeeeseeesesesssssseeeeeens 26 Date Fields Enter the Year as
223. the font you wish to use then type the font name into the Font field Clicking the Print button displays a Preview of the labels and the print dialog box After printing a dialog box will appear to confirm printing was successful Click Yes and the labels module will be emptied and readied for the next batch of labels Only labels are deleted No student data is deleted Do not clear the labels module if you wish to retain these labels and include them in the next group of labels to be printed To delete one or all labels click the red X or select Delete All Labels from the Scripts menu at the top of the screen This does not delete any student records only labels are deleted Click the Close button to close the labels windows without deleting any labels the Studio Organizer 5v21 Certificate Envelope Letter Mailing Label Bar Code Label Label Options Font Size 10 Horizontal 2 Vertical 1 Gap at Top 20 tarting Label 1 Font Courier 100 add F Browse User s Manual p 155 Label Page Size amp Creating a Certificate A4 or US Letter Page Size for Labels The Letter Size you have selected on the Settings folder tab of the School Info screen is used when creating mailing or bar code labels If you have US Letter selected the labels page will be formatted for 30 labels on a 8 5 x 11 sheet If you have A4 selected the labels page will be formatted for 30 labels on a 210 x 297 millimeter
224. the student will be notified via email and Pay Pal will try again in three days They will make three attempts to process payment then cancel the subscription and email you the Studio Organizer 5v21 User s Manual p 146 the Studio Organizer Letters amp Certificates Envelopes Mass Mailings the Studio Organizer 5v21 User s Manual p 147 Past Due P ZON Record 4 of 4 Eligible Show All Records Y Student Info Last Class Days Since First Name Last Name Status Student Location Attended Last Class pa ride tbe Jason Givens Active Main Floor 7 5 27 10 4 Invoices amp Tuition ae a oe ee wpe ai Letter 1st Collection Notes amp Letter Back from Vacation Follow Ups i y Custom Fields Letter Congratulations amp Passcode letter Exit Letter v School Info Letter Expiration Pending x MK X x Staff Letter First Absence x Passwords Pra icine amp Access Letter Missed an Exam Expenses tetter Perfect Attendance Letter x xX x Letter Second Absence x tetter Survey Letter Welcome Reports Jason Givens Your School Name Envelope To Parents Top M0 PO Box 1212 Preferences Clearlake CA 23234 di ith Envelope To Student Center 1 31 10 Envelope To Student Top x x x x Main Menu 100a ad S Browse the Letters amp Certificates screen the Studio Organizer 5v21 User s Manual p 148 Creating a Template Click on Letters amp
225. ther software programs are outside of our area of expertise Telephone Support In order to keep the Studio Organizer affordable we do not have a call center Sorry telephone support is not offered in any fashion the Studio Organizer 5v21 User s Manual p 14 Asking the Right Question In order to help you receive the quality tech support as quickly as possible here are a few pointers that will help you get answers fast Always use the Smart Support Wizard In order to receive fast free email technical support please always click the Support button on the screen where your question occurs None of your data is included in the message created by clicking the Smart Support Wizard Please Be Specific When you use the Smart Support Wizard it will help you gather the necessary information 1 what you are attempting to do 2 the specific steps you are performing 3 the undesired result or text of the error message Please provide detailed information The more specific the better The idea is to provide enough information so tech support can duplicate your steps and see the same problem you are experiencing Since none of your data is included when you send an email tech support cannot see any of your records or student information useless you send a screen snapshot or email your data files If you re receiving an error message please state the eraczt text of the message or include a screen snapshot Before you click the Send butto
226. time and date How it Works When a student arrives for class they enter their Student and the computer displays a list of available classes lhe student must check into the class within a half hour of the class start time For example If a class starts at 7 p m students can check in as early as 6 30 p m 6 29 p m or before is too early Students arriving late can check in as late as 7 30 p m 7 31 p m or after is too late If no classes are available the time and date of attendance will be recorded with Vo Class Hound as the class name When viewing a pick list classes are numbered and the student must select a number If using a keyboard the student must type the number and hit the NUMBER PAD ENTER key If using a touch screen the student simply touches in the number If using a mouse the student simply clicks on the number of the class If using a bar code scanner a printout of bar coded numbers 1 thru 9 the Bar Codes sheet should be placed beside the computer so students can scan the correct number to select a class the Studio Organizer 5v21 User s Manual p 196 Attendance Check In Option 4 On the Attendance Check In folder tab on the Preferences screen you can select how attendance will be recorded Option 4 No User Interaction Required In order for a attendance greeting screen to be displayed the student must be enrolled in one or more classes as well as the style of instruction of the class es being atte
227. ting First highlight the text you wish to change Next go to the Format menu in the menu bar at the top of the screen and select a font size style etc To make changes even faster select Formatting Bar from the view menu This will display the most commonly used text formatting options at the top of the windows Remember changes are only applied to text that has been selected Save amp Reset Buttons It is not required to click the Save button but if you have the screen designed the way you like click the Save button in the lower left corner of the attendance greeting editor Now you can experiment with additional changes If you do not like the changes you ve made click the Reset button to restore your last saved text Previewing the Attendance Greeting Click the Preview button to see how your attendance greeting will appear Use the card file at the top left of the screen to browse though your student records Click the right card to view the next record Click the left card to view the previous record Click the Continue button to close the preview window the Studio Organizer 5v21 Format Font Size Style Align Text Line Spacing t ext Color Preview User s Manual p 201 Late Arrivals amp the On screen Log mark Late arrivals Record all as Present On Screen Attendance Log Welcome Do Not deduct minutes Late from total class time Size Full Screen Do Not require
228. ting Many Promotion Certificates You can create promotion certificates for your students before they are promoted so the certificates will be available after the test has been completed Or you can print the certificates after the test when you record the promotions Using the Test List to Print Certificates Before a Test Go to the Wizards menu and select Promotions or go to the Styles Classes amp Attendance screen and select Test List from the drop down menu below the Promote button then click the Promote button A find screen will appear You can select the status of the students you wish to find as well as other fields By default the eligibility field is set to find both eligible and almost eligible students You may want to change this field to eligible After making your selections click the Continue button Your test list is now displayed Click the Create Certificates button to create a certificate for the upcoming rank each student is about to test for For example a white belt testing for his yellow belt will have a yellow belt certificate created A found set of all promotion certificates created today will be displayed for you to print Using the Promotions Wizard to Print Certificates After a Test Go to the Wizards menu and select Promotions or go to the Styles Classes amp Attendance screen and select Promote from the drop down menu below the Promote button then click the Promote button A Find screen will appear You can s
229. tion The Detailed and Brief reports display similar information but include many students per page Click the Preview button to see how each report will print Find Options on the Style Details screen The Find button on the Style Details screen has a drop down menu with several options Select Records and single click the Find button to enter find mode Enter your find criteria Single click the Find button again to search your records Select Absentees and click the Find button to display all students who are have been absent for the number of days entered at the bottom of the Defaults folder tab of the Preferences screen Select Eligible and click the Find button to display all students who are almost eligible or eligible for testing or promotion Select Expiring and click the Find button to display all students who are almost expired or have expired the View Button To view the student s information in a new window click the View button to the right of the student s name at the top of the screen If you have created a found set you can view the Student Info screen of all the records in the found set This is useful for creating reports letters or emails using the found set To close the new window created hold the SHIFT key and click on the Main Menu button on the left side of the screen the Greeting Button If you would like to edit or preview a students attendance greeting click the Greeting button at the top of the screen Changes
230. tions on several different screens please click the Support button on each screen and send an individual email for each question Sending multiple Support emails is not a problem at all There are some issues that can only be solved if you click the Support button so please use the Smart Support Wizard each time you ask a question the Studio Organizer 5v21 User s Manual p 215 Screen Snapshots amp Emailing your Files Sending a Screen Snapshot The Smart Support Wizard allows you to easily add a screen snapshot to your message However networked computers cannot use this feature because the required file 1s inaccessible on the server If you would like to send a screen snapshot manually first complete the Smart Support Wizard and send your question Next follow these steps to create a snapshot and email it it to tech StudioOrganizer com Macintosh The keyboard shortcut Command Shift 3 creates files on your Desktop or hard drive called Picture 1 Picture 2 etc You can attach this file to an email message Some email programs allow you paste an image directly into the message area Send your image to tech StudioOrganizer com Windows Hit the PRINT SCREEN key on your keyboard This places an image of the current screen on your computers clipboard Most email software programs allow you to paste directly into an email message Paste your screen snapshot into the message area of an email Send your image to tech StudioOrganizer com
231. tions you make will appear in buttons printouts reports ID cards and more but you may see the words szudents or ranks in some dialog boxes or report descriptions the Studio Organizer 5v21 User s Manual p 7 Install Only One Copy of the Studio Organizer This is Very Important Please Read this Page It s very important to be sure you have only one functional copy of the Studio Organizer installed on your computer Since the 30 day trial and the full working version are the exact same files there is nothing more to download or install when you purchase Simply enter your Registration Code to disable the 30 day trial limitations Please be sure you have not installed more than one copy of the Studio Organizer on your computer Also please do not copy the Sudio Organizer folder to another location on your hard drive as a backup If you do either of these you will have more than one functional copy of the Studio Organizer installed on your computer This can create tremendous problems especially if you are unaware you are using two different copies of the software Sometimes users will download and install several copies of the free 30 day trial They ll purchase register and begin to enter their data into one copy then a few weeks or months later open a duplicate copy of the software that only contains the sample data They ll see the software has not been registered and think all their data has been lost when it fact it s in a different
232. to change any of the Next Test Eligibility fields you have two options You can change just Next Test Eligibility this students Next Test Requirements by clicking into the fields and making changes OR Next Test Date Days Until You can click the Edit button next to the name of the style in the top left corner of the screen and the Style ante ame imost amp Rank setup screen is displayed Now you can edit the Next Test Requirements for a rank Make your Classes Classes changes then click the Close button Required Remaining 10 0 Done To apply these changes single click the Reset button on the Eligibility amp Expiration folder tab You can mme choose to Reset many students or just the current student If you would like to disregard the Next Test Eligibility fields use the Eligibility Override field to manually make a student eligible or ineligible the Studio Organizer 5v21 User s Manual p 59 Eligibility Override When viewing the Style Details screen you can use the Eligibility Override field on the Eligibility amp Expiration folder tab to manually change a student testing status Ready to Test Select this option to make a student eligible to test regardless of the Next Test Eligibility fields Eligibility Override Ready to Test h Do NOT Test Exclude Select this option to make a student ineligible for testing regardless of the Next Test Eligibility fields Do NOT Test Exclude g Style Inactive Style Inact
233. ton on the left side of the screen in the Time Card entries section Enter a date and time then select In or Out Hit the ENTER key on your keyboard or click Save amp Add Another to add more time card entries for this staff member Click the Save button to exit When a Staffer is also a Student If you have a staff member who is also a student you can issue them one ID card which can be used both for classes and for clocking in and out To do this 1 Create a stvdenrrecord for this person and make a note of the Student on the top right corner of the Student Info screen 2 Create a szaf record for this person and CHANGE the Employee to this person s Student 3 Click the Print button on the Staff screen and select an ID card design 4 Print the Staff Information sheet then clip out the ID card For this staff member class attendance is recorded just like any other student Clocking in and out is requires scanning the clock in or clock out bar code See the previous page for all of the clocking in and out options the Studio Organizer 5v21 STAFF Your School Name SPP Wetanway EDDIE DAViS Sam y 5000000 Sinegi GOS User s Manual p 118 Dedicating a Computer to Attendance Recording The Studio Organizer must a ways be the foreground application and in attendance check in mode to record attendance Attendance cannot be recorded in the background while other applications are being used Since it is not possi
234. tor Don t go it alone you ll be much more productive if you have an expert computer helper Don t want to hire a professional Ask your students or parents There s sure to a knowledgeable computer user who will be happy to assist you Read 747s zs Your Brain for more about finding a computer guru the Studio Organizer 5v21 User s Manual p 219
235. truction the student is enrolled in is automatically selected 100 ad E Browse Always click the Apply button to save your changes the Studio Organizer 5v21 User s Manual p 88 Changing the Color Used on the Student ID Card To change the color used on the Student ID card click on the Edit ID Card button when viewing ID cards then click the Edit Stripe Color folder tab Single click on a color or background to apply it Changes are applied immediately Or click on the Preferences button in the column on the left side of the screen then click the Interface folder tab Scroll through the third column and locate a background color you like then select Student ID from the drop down menu and single click directly on the color sample to apply the color A window will pop open and display a sample Student ID so you can verify your color selection then close after 4 seconds Printing Names amp Bar Codes Just below the Print button on the Student Info screen there is a drop down menu Select Names amp Bar Codes then click the Print button to print a list of student names with their Student as a bar code Keep this list by the attendance recording computer in case a student forgets their ID card Students can also check into class by typing their passcode but they will need access to the keyboard to do SO Pre Printed Key Tags amp Plastic ID Cards You can purchase inexpensive key tags or plastic ID cards that have your school logo
236. ts invoices letters styles of instruction classes and attendance are not duplicated This is useful for students from the same family since much of their information will be similar It normally is not necessary to create two records for one student since students can be enrolled in more than one style of instruction or class Deleting a Record If you have Admin access you can delete student records Staff access does not have permission to delete student records and has restricted record deletion access in other areas Go to the record you wish to delete and click the Delete button To delete more than one record search your records then click the Delete button and click Delete All WARNING Record deletion is permanent and cannot be undone the Pick List Button To quickly jump to a student without having to perform a find click the Pick List button at the top of the Student Info screen Or you can click the Find Student button on the Main Menu A list of student names will appear There s a drop down menu at the top for selecting the status of the students you wish to view Single click directly on a student name the students record will be displayed A found set is not created Printing Names amp Bar Codes Just below the Print button on the Student Info screen there is a drop down menu Select Names amp Bar Codes then click the Print button to print a list of student names with their Student as a bar code Keep this list
237. tting to all records in the found set Search your records to create a found set or click the Show All button to modify all records Changes made using the Replace button cannot be undone Use the Replace buttons with caution If in doubt run the Backup Snapshot Wizard first Comments for Attendance Check In You can also modify the comments assigned to each rank on the Styles amp Ranks screen Just edit the text at the bottom of Check Ins folder tab Changes made here apply only to the current student To change the rank comments for all students click the Edit button next to the Style Name to display the Styles amp Ranks screen Edit the comments then close the Styles amp Ranks window To apply the changed rank comments and refresh all of the current rank settings single click the Reset button on the Eligibility amp Expiration folder tab the Studio Organizer 5v21 User s Manual p 66 Class Counter amp Open Another Folder Tabs Window the Class Counter The Class Counter is a custom field which is incremented each time a student attends a class This field can be used if you would like to record the number of classes attended since an event other than the last test date It will simply count the number or classes attended regardless of rank For example some schools use this field to record the number of classes since a seminar or banquet Click on the light purple field above of the Class Counter field to edit the label for this fiel
238. uch Screen as the hardware for attendance recording x Fo OK To record attendance touch in the Student then touch the OK button ZE If you make a mistake touch the X button to clear the Student Touch the Close button to stop recording attendance the Studio Organizer 5v21 User s Manual p 103 Students Enrolled in Hapkido M W F Attendance Wizard Enrolled Students Help Check the blue box if the Student was present on 5 31 10 for Hapkido M W F then click the Record button Student Name h Level h Present Hours Status Givens Jason Hapkido White Belt 00 Active a Miller Fred Hapkido White Belt Present 1 00 Active Miller Suzie Hapkido White Belt 1st Stripe Present 1 00 Active EJ EI yO jo Stevens Janie Hapkido White Belt Present 1 00 Active Cheek A Uncheck A Reset Recor cose 100 ad F Browse the Attendance Checklist the Studio Organizer 5v21 User s Manual p 104 Manually Recording Attendance To record attendance using a check list select Check List from the drop down menu below the Check In button on the Preferences or Styles Classes amp Attendance screen This is very useful if students do not check themselves into class and you wish to record attendance after a class has been taught CRTA C Grecis 7 Key Pad Click the Check In button and select a style of instruction enter the date of the class attended then click
239. us toolbar will Preferences display at the top of the window It includes a book icon for reviewing your find requests the Omit check box we ll discuss here and the Symbols drop down menu which contains the find symbols explained in the Main Menu find Symbols Help note To omit exclude data from a Find start by clicking the Find button and entering your first find criteria Next go to the Requests menu and select Add New Request or Duplicate Request to create a new blank find request screen Single click the status toolbar button and click the Omit button You can now enter the data you wish to omit or exclude into this second find request Here s an example let s say you d like to search your records for students who live in the town of Evansville ercep those in the 88099 Zip Code Evansville has many Zip Codes so without the Omit check box this would be difficult Single click the Find button and enter Evansville in the City or Town field Next select Add New Request from the Requests menu Enter 88099 into the Zip Code field of the second Find Request screen Now click the status toolbar button in the bottom left corner of the screen to display the status toolbar at the top of the screen Next szzg e cfick the Omit button in the status toolbar Use the book icon or the arrow buttons at the top of the screen to review your find requests the same way you browse records Click the Find button to search your records This will search the
240. ustom Fields Would like to record the last tournament or seminar your students have attended Or an association number It s very likely there s a unique bit of information you need to record but there isn t an appropriate field in the Studio Organizer Custom fields are the solution There are six custom text fields six custom date fields and six custom file fields Above each custom field is a Smaller field which can be used as a label It s light purple if it s empty Once a label field has text entered into it the light purple background goes away and the text you ve entered as a label will appear in every record This is called a e o4a field The six custom file fields on the right can be used in two ways store a link to a file or store the file When you click into an empty custom file field an Open dialog box appears Select a file then check Store only a reference to the file at the bottom of the dialog box if you wish to store only a Zz to the file This does not store the file itself only a link to the file s location on your hard drive This is the recommended option since it will keep your Studio Organizer data file much smaller Uncheck the Store only a reference to the file check box if you wish to save the entire file inside the Studio Organizer data file The file does not have to remain on your hard drive after it s been stored in this fashion Use caution with this option Although it s convenient storing files will in
241. ve in the town of Clearlake as well as the town of Duplicate Request 38D Bellview Your database contains 12 students in Clearlake and 18 students in Bellview Go to Request P Click the Find button and enter Clearlake in the City or Town field Next select Add New Request from q the Requests menu Enter Bellview in the City or Town field of the second find request screen Use the Show All Records 38 arrow buttons at the top of the screen to review your find requests the same way you browse records Perform Find Single click the Find button to search your records This will search the entire database for students in Constrain Found Set Clearlake 12 and Bellview 18 The found set will be 30 records Extend Found Set Remember you can even enter your find criteria into fields that are on different screens the Studio Organizer 5v21 User s Manual p 175 Omit Requests Once you know how to search your recording using multiple find requests you can choose to exclude any data you wish from a found set by clicking the Omit button The Omit check box is displayed on the status toolbar of the Studio Organizer The status toolbar is normally hidden To view the status toolbar go to the View Menu and select status toolbar or single click Reports the status toolbar button in the bottom left corner of the screen under the Main Menu button The status toolbar button looks like two stacked rectangles one dark one white Click it and the stat
242. wn menu then click the Info wD Print button This will display the ID cards Click on the numbered folder tabs at the top of the ID card to view the different designs 8 Avery 5361 ID Cards The Avery 5361 Self Laminating ID Cards are special card stock that can be purchased from your local i Avery 2951 Badges office supply store or online They will work with both ink jet and laser printers however with laser V printers be sure the page is fed through the multipurpose tray and a heavy paper stock is selected in the Attendance Cards print driver software The 5361 uses a standard 8 5 x 11 page and prints three IDs per page To laminate simply remove the ID from the card stock and fold the laminate over the face of the card Names amp Bar Codes Select ID Cards if you d like to print to blank paper You don t need any special type of paper however using 110 pound card stock is a nice touch ID cards print 8 per page if you re using a horizontal design and 6 per page if you re using a vertical design Select an ID design you like then click the Print button Use the hash marks and a paper cutter to separate the cards You can laminate these ID cards using 3M Scotch Business Card ID Protectors LS851 The Info with ID prints on standard paper and is a full page print out of a students essential information and the page includes an ID card You can clip the ID card from the page or leave it intact vir anpa Nam Avery 2951 Self Laminat
243. x Active under the student photo checked Next make a selection from the drop down menu below the Print button which is located at the top of the Student Info screen For example you can select the type of ID card or attendance card you wish to print Click the Print button A dialog box will appear asking which students you d like to print for example all students with the Print box checked Make a selection to display the cards that will be printed You can review these cards and when you re ready click the Print button When printing be sure to select Records Being Browsed to print the entire found set of records After printing has been successful click the Close button You will be asked if you would now like to clear the Print check box for this group of students If all cards printed successfully you will want to clear the Print check box Otherwise leave the Print box checked 1f you wish to include these students the next time you print cards OPrint F X the Studio Organizer 5v21 User s Manual p 47 Student ID Cards The Studio Organizer includes 10 Student ID card designs If a student photo has not been inserted into the students record the school logo will appear in place of the photo To view the ID cards go to the Student Info screen and click on the drop down menu below the Print button at the top of the screen Avery 5361 ID Cards Y ID Cards Select Avery 5361 ID Cards Avery 2951 Badges or ID Cards from the drop do
244. y a recurring annual affiliation or professional organization fees go to the first tuition invoice for this student and add the annual fee Or you can also create a new invoice for the annual fee To make this invoice reoccur a year from now click the Duplicate button and select Duplicate this Invoice every lt blank gt days and enter 365 days Let s explain the invoice duplication feature in more detail the Studio Organizer 5v21 User s Manual p 131 Create ONE Duplicate of ee ie Payments are NOT i duplicated For Month to Month or Weekly Invoicing Duplicate this Invoice every 30 days Duplicate this Invoice on the 18 th day of every month For a fixed number of payments Create 11 duplicate Invoices dated 30 days apart Create 11 duplicate Invoices dated on the 20 th day of the month Invoice duplication occurs Manually using Wizards menu Duplicate 100a ad E Erowse the Invoice Duplication Dialog box the Studio Organizer 5v21 User s Manual p 132 Duplicating an Invoice Invoice duplication occurs either automatically when you open the Studio Organizer or manually by selecting Auto Dup Invoices from the Wizards menu You decide which method is used by making a selection on the Invoices folder tab of the Preferences screen This preference can also be selected from the Invoice Duplication dialog box It s important to note that payments made to an invoice are zo duplicated Fi
245. y of sorting options or subtotals by category class date etc Try different sorting options then click the Preview button to see how report will print the Studio Organizer 5v21 User s Manual p 171 Finding Tips and Tricks Once you ve performed a search and have a found set you can manipulate that found set Modify Last Find Modify Last Find under the Records menu will return you to search mode and restore your last find request s AGE Scripts Wizards Too This will save you a few keystrokes when you want to try a different variation of your last search Delete Racord Omitting Records Once you ve performed a search you can browse through the records and remove any records you do not Show Omitted Only wish to have in the found set Omit Record Omit Multiple Select Omit Record from the Records menu at the top of the screen Modify Last Find If you are viewing a list select the record by clicking on it then select Omit Record from the Records Sort Records menu Omitting does not delete the record instead the record is removed from the found set If you re playing Replace Field Contents cards the cards in your hand are the found set If you remove a card from your hand and place it back in Relookup Field Contents the deck you re omitting that card from the found set The card isn t destroyed it s just not in your hand or found set any longer Reversing the Found Set The Show Omitted Only command under the Reco
246. y those changes to an existing item single click on the template name again A warning dialog box will appear Click OK to Congratulations remerge the document Exit Letter Edit Expiration Pending Edit If you select Mailing Label or Bar Code Label labels for the entire found set of students will be created First Absence awe when you click the Mailing button First Exam Edit Missed an Exam Edit Perfect Attendance Edit Congratulations eit Exit Letter Edt FirstExam Edt Perfect Attendance Edit sese stese te 2ste ate 3ste te rete te tele te lel ate 3ste te tele lele srete srete ate tele tele alee te tele te ates ate etete te sese te ele te sete te ates elete ate alee te tele te siese ate 2ste ate HH tele iese tl stete ate etete te alee te altel te tele te 2ste ate altel te sete te iese te ele ate sists sste tele tele te srete ate sste ate ele te srete tele tete sete tele elele te stese te atete ate altel te sete te ele tl ete te tele tele tele lel tl ele ft ete ate tele srete srete tete siete tele lel te lel te 2ste ate altel te tele tele ete tele ase the Studio Organizer 5v21 User s Manual p 154 Mailing Labels amp Bar Code Labels To create mailing or bar code label
247. you like you can view it in a spreadsheet format and modify it somewhat To do this go to the View menu at the top of the computer screen and make note of the current View selection It will either be zew as Listor View as Form You ll need to know which setting you started with so make a note of the current selection Next from the View menu select zew as Zable This displays the report or screen you are currently viewing in a spreadsheet format This can be customized to some extent For example you can click and drag a column heading to rearrange the columns You can also resize a column by moving the cursor to the right of a column and clicking and dragging when the double arrow cursor appears There are other options that can be selected by moving the cursor to the column headings at the top of the screen When the cursor 1s on a column heading a small down arrow appears to the right of the column name Click the down arrow to access this menu Here you can sort your records hide fields and more Feel free to experiment with this feature and make any changes you wish Unfortunately additional fields cannot be added The report is limited to the fields that appear on the original report or screen To return to normal viewing go to the View menu and select View as List or View as Form the Studio Organizer 5v21 User s Manual p 210 Sales Tax amp Time Card Reporting Sales Tax Reporting There are a two options for collecting sales t
248. your student records in rows To return to the form view click on a student photo or the View button on the far right You can also click the Form View button at the top of the screen You only have to enter data once in a form and it s automatically entered into list views Most of your data entry screens use View as Form which displays only one record on your screen Most reports use View as List When viewing a list the black bar on the left indicates which record is active Click into a record to make it the active record Sorting by Status or Last Name When viewing the student records as a list click on the sort buttons next to the status and last name headings at the top of the screen to sort the list Status will sort by status then last name then first name Sorting by last name will sort by last name then first name the Studio Organizer 5v21 User s Manual p 45 Inserting Student Photos Now let s learn how to properly insert student photos into the Studio Organizer Please Read Carefully t s important to store your original student photo images inside the Student Photos folder Failure to do so will result in missing images after updating to a new version or transferring your data between school and home You ll begin this process by taking a photo with your digital camera Web cams tend to have wide angle lenses so for best results use a digital camera and step in close to fill the frame with the students face Studen
249. ys will have the word A4sen appear under their photo on the Student Info screen Now let s return to the Attendance screen the Studio Organizer 5v21 User s Manual p 77 the Birthday Songs There are 10 birthday songs to choose from Select the default song on the Attendance Check In folder tab on the Preferences screen Every new student record created will have that song selected but you can change the birthday song for each student at any time You can select unique birthday song settings for each student Go to the Check In Options folder tab on the Styles Classes amp Attendance screen Your options are Display Birthday Screen Only Display Birthday Screen amp Play Song Ignore Birthday There is also a drop down list of songs Select a song from the list then click the speaker button to listen to the song Click the speaker button a second time to stop the song Birthday songs will be played the day before the day of or the day after a students birthday If a student won t be in class on one of those days and you want to be sure they hear their birthday song feel free to change their birth date then change it back If the birthday song has already been played and you do not wish it to repeat select Ignore Birthday from the Birthday Song at Check n drop down menu In order to play the birthday songs QuickTime software must be installed on your computer Select Download QuickTime from the Help menu or visit www quickt

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