Initial Setup Guide

Get your school up and running with ClassHub in under an hour. This guide covers the essential setup steps and planning decisions you'll need to make.

Setup Overview

Setting up ClassHub involves five main steps, completed in order:

1. Configure your school settings
2. Plan and create your lesson structure
3. Add teachers and assign lesson permissions
4. Add students and create contracts
5. Create your schedule

Planning Your Setup

ID Schema Planning

Before creating any data, plan your ID naming convention. IDs are permanent and cannot be changed once saved. IDs are not case sensitive. They display in all caps.

Example ID formats:

• Admin Staff: Employee/member ID (e.g., A1234)
• Teachers: Employee/member ID (e.g., T1234)
• Students: Student/member ID (e.g., 12345)
• Lessons: Short codes (e.g., PV1, GRP-A, CONV)

Password Strategy for Existing Users

If you're transitioning existing users to ClassHub, decide how passwords will be set:

Understanding How ClassHub Works

The most important concept to understand before setup is how ClassHub handles lessons. Take time to understand this section—it will save you hours of confusion later.

Note: For clarity in this guide, we'll refer to the unit cost as "Credits" (whether you display them as Points or Tickets in your school)

The Three Building Blocks

How They Work Together: The Matching System

When a student looks at the booking site, they only see slots that have at least one lesson type from their contract(s).

This flexible system allows you to control three different things:

1. Availability (who can book when) - Control which students see which time slots
2. Pricing (how many credits it costs) - Charge different credit amounts for the same time slot
3. Content (what they're learning) - Let students choose lesson topics at booking time

Choosing Your Structure

Most schools will immediately recognize which structure matches their current system:

Let's look at how to set up your system for each scenario.

Scenario 1: Controlling Availability

The Setup:

Step 1: Create lesson types for each plan type

• PV-WD - Display Name: "Private Lesson" | Description: "Weekday membership" | Credit(s): 1
• PV-ANY - Display Name: "Private Lesson" | Description: "Anytime membership"| Credit(s): 1

Step 2: Set availability restrictions

• PV-WD: Available Monday-Friday, 9 AM-5 PM only
• PV-ANY: Available all days

Step 3: Assign lessons to teachers

• Give each teacher both lesson types (they can teach both membership types)

Step 4: Add appropriate lessons to student contracts

• Weekday membership students: Add only PV-WD
• Anytime membership students: Add only PV-ANY
• In both cases the number of credit(s) in the contract should equal the number of booking possible in the period.

Step 5: When creating schedule slots

• Weekday daytime slots (Mon-Fri): Assign BOTH PV-WD AND PV-ANY
• Weekday evening and weekend slots: Assign only PV-ANY

Scenario 2: Credit-Based System

The Setup:

Step 1: Create lesson types for each price tier

• PV-STD - 10 credits per lesson
• PV-PREM - 15 credits per lesson

Step 2: Assign lessons to teachers

• Give teachers both lesson types

Step 3: Add BOTH lessons to student contracts

• Student contract: 60 credits/month
• Contract includes: PV-STD (10 credits) + PV-PREM (15 credits)

Step 4: When creating schedule slots

• Weekday morning/afternoon slots: Assign PV-STD (uses 10 credits)
• Weekend & evening slots: Assign PV-PREM (uses 15 credits)

Extension: Content Choice

Scenario 2 can also be used for content selection where students choose what type of lesson they want when booking (conversation, grammar, test prep, etc.).

Combining Scenarios

You can combine these approaches! For example:

Step 1: Configure School Settings (~5 minutes)

Customize ClassHub with your school's branding and basic information.

1. Navigate to Settings → School Profile
2. Confirm all settings are correct and fill out where needed

📚 Complete School Settings Guide

Step 2: Create Lessons (~10 minutes)

Based on the scenario you chose above, create your lesson types.

1. Navigate to Lessons in the main navigation
2. Click New
3. Fill in the lesson information:
   • Lesson ID: Choose a permanent ID (e.g., PV1, CONV, GRP-A)
   • Display Name: What students see (e.g., "Private Lesson", "Conversation Practice")
   • Description: Internal staff reference (e.g., "Weekday membership only")
   • Type: Individual or Group
   • Price/Credits: Cost per lesson in credits
   • Availability: Set day and time restrictions
4. Click Save
5. Repeat for all lesson types in your system

📚 Complete Lesson Management Guide

Step 3: Add Teachers (~10 minutes)

Add your teaching staff and assign them the lessons they can teach.

1. Go to Teachers in the main navigation
2. Click New
3. Fill in teacher information:
   • User ID: Use your school's employee/member ID system (e.g., T1234)
   • Name: Full name (required)
   • Email: Not required, but needed for lesson reminders and password reset
   • Phone: Contact number (optional)
4. Assign lessons this teacher can teach:
   • Select from the lessons you created in Step 2
   • This determines which lessons will auto-populate when creating schedule slots
   • Example: If Teacher John can teach conversation and grammar, assign both lesson types
5. Click Save
6. Click on the newly saved teacher and enter Edit mode to set their password or have them use the forgot password link

📚 Complete Teacher Management Guide

Step 4: Add Students and Create Contracts (1~2 minutes per student)

Add your students and create contracts with the appropriate lesson types.

1. Navigate to Students
2. Click New
3. Enter student information:
   • User ID: Use your school's existing student/member ID (e.g., 12345)
   • Name: Full name (required)
   • Email: Not required, but needed for lesson reminders and password reset
   • Phone: Phone number (optional)
4. Click Save
5. After saving, click New in the Contracts section
6. Create their contract 📚 Contract Fields Explained
7. Click on the newly saved Student and enter Edit mode to set their password or have them use the forgot password link

📚 Complete Student Management Guide | Contract Management Guide

Step 5: Create Your Schedule

Now build your actual schedule of lesson slots.

Creating Slots with Quickbuild

1. Go to Schedule → Create
2. Switch to Week or Day view
3. Click Create - a menu slides down above the calendar
4. Select:
   • Teacher
   • Location (with optional +Online)
5. Click any time on the calendar - slot created instantly!
6. Lessons automatically populate based on:
   • What the teacher can teach
   • Which lessons are available at this day/time
7. Click on the created slot to see details, verify settings, and book lessons

Testing Your Setup

1. Create a few test slots using Quickbuild
2. Click on each slot to verify the correct lesson types are assigned
3. Try booking a test student into a slot and then cancelling the lesson
4. Using a test student, experiment with the admin overrides of the following:
   • Lesson Rules - Allows you to book a Lesson that a student does not have access to in their contract. Credit requirements still apply
   • Booking Rules - *Only for if you are using the Booking Limit control in contracts* Allows you to book a lesson for a student who does not have remaining bookings. Credit requirements still apply
   • Cancel Limit - Return the credits for the lesson regardless of the slot's Cancelable Until time, and do not count this cancellation toward the contract's Cancellation Limit

Next Steps & Advanced Features

Congratulations! Your ClassHub system is now operational. Here are additional features to explore:

Recommended Next Steps

• Set Up Fixed Schedule Template: Create a weekly template and apply it to multiple weeks instantly—essential for large, regular schedules
• Add Additional Admin Users: Give office staff access to manage the system
• Configure Other Bookings: Set up non-lesson bookings (staff meetings, training, school events)
• Learn About Contract Management: Managing monthly (repeating) contracts and tracking payments
• Student Booking Site: Link your website to the student login page