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1. Create your school: your email, then your school's name, address and activity.
2. Your first skill chart starts from your activity's template. Open Skill charts to rename, reorder, add or archive levels, categories and skills.
3. Teach more than one activity? On Skill charts, add a chart for each one: from a starter chart, from scratch, or from a spreadsheet. There's no limit.
4. Add your students one at a time, or import them from a spreadsheet (Students > Import a spreadsheet).
5. Make your classes (Classes) and put students and instructors in them.
6. Invite your instructors from Staff. Families are invited with their students, and both pages can send every waiting invite at once.
7. Add your logo and colors on Branding.

Yes. On the Skill charts page, change your school's words: Level or Belt or Grade, Skill or Requirement, Coach or Instructor or Sensei, Student or Gymnast or Swimmer. Every screen and certificate uses them.

An Excel (.xlsx) or CSV file, or rows copied straight from your spreadsheet, with at least each student's name. Birth date, level, skill chart, class and parent names and emails are optional. You pick which column is which before anything is saved, and students already on your list are skipped.

With more than one skill chart, a Skill chart column says which chart each row's level is on. Without one, a row uses the chart of its class, or the chart you pick for the file. To put a student on two charts, give them a row for each.

No. Removing a level, category or skill archives it. Students' history stays, and you can restore it from the archived list at the bottom of that chart's page.

Each chart has its own levels and skills. A student has their own level in each chart they're on, each class follows one chart, and families see a tab for each chart their child is on. Joining a class starts a student on the first level of its chart if they aren't on that chart yet.

Ask them to check their spam folder first. On Staff or Families, under Waiting to join, you can send the invite again or copy its link and send it yourself by text or email. An invite works for 14 days, only for the email address it was sent to.

Yes. From Staff, the owner who signed the school up can invite co-owners and admins, and a co-owner can invite admins. Both can do everything the owner does except add another school. The owner can remove co-owners and admins, and a co-owner can remove admins. Nobody can remove the owner who signed the school up.

Under Settings, turn on Run our class timetable in ClassPacer and pick your time zone. You then get Today, Timetable, Terms, Attendance and Online sign-up in the menu. Already keep your timetable in another system? Leave it off and use ClassPacer for skills only.

1. On Terms, add your terms and closed days (holidays, competition weekends). No terms? Every class runs all year.
2. Open each class on Classes and add its days and time, length, term, room, size limit, ages and price.
3. Timetable shows the whole week by day and room.

No. On the class's page, press Move next to the student and pick their new class. Their check-offs, attendance and class history stay; their student page lists every class they've been in, with dates.

On Terms, use Copy classes into another term. It copies each class with its times, room, size limit, ages, price and instructors into the new term, and its students too unless you untick that box. Then change what's different.

On Online sign-up, choose how families join, then press Turn sign-up on and share your sign-up link on your website, in emails or on social media. Families see each class's day, time, ages, spots left and price, pick one and fill in a short form. Untick a class to keep it off the page.

• You approve each request (the default): requests wait on Online sign-up, with a count in the menu. Approve, decline or put them in another class, with an optional message to the family. A full class still takes requests, marked full.
• First come, first served: the student is added to the class straight away, and a full class can't be picked.

Either way, an approved family gets an invite to follow their child's progress. If your school takes payments in ClassPacer, families can pay when they sign up (see Family payments); otherwise collect fees the way you do now. The page never shows who is in a class.

Yes, once your school's email is set up: you get an email for each new request, and families hear when they're approved or declined. Until then, copy the family's invite link under Latest sign-ups and send it yourself.

On Level tests (or your word for Level), press Set a test, pick the level and date, and add the students taking it; students who have mastered the level are suggested. On the day, record Pass or Not yet with a short comment. A pass awards the certificate and moves the student up in one step, as long as whoever records it may move students up. Families see the date, the result and your comment. Owners can undo a pass.

Owners open Attendance: it lists classes where attendance wasn't taken, and every student who was absent or late, most absences first. Each student's page shows their own attendance.

Run your timetable in ClassPacer first (Settings). Then the school's main owner opens Payments, presses Connect Stripe and fills in Stripe's own form (business details, bank account, ID). Back on Payments, pick your currency, set each class's price and how it's paid (monthly, per term, class pack or drop-in), your registration and test fees and any sibling or second-class discount, then tick Take payments from families in ClassPacer. Money goes straight to your bank through Stripe, which takes its normal card fee; ClassPacer takes nothing.

Once payments are on (owners connect Stripe and switch them on under Payments), Family accounts lists every family with what they owe and what is overdue. Brothers and sisters who share a parent share one account; an adult student has their own. Open a family and press New bill: their classes' fees are ready to tick (apart from the ones ClassPacer bills by itself), with registration fees for students who owe them, lines of your own and your sibling or second-class discount. Record a payment for cash, a check or a bank transfer, Add a charge for one-off things like a uniform, and Give a credit to take money off. A mistake is cancelled, not deleted: it stays on the account, crossed out, with who cancelled it. Instructors never see amounts.

Families press Pay now on their Billing tab and type their card on Stripe's own secure page. The money goes straight into your Stripe account (Stripe takes its normal card fee; ClassPacer takes nothing), the payment shows on the family's account with a receipt, and Stripe keeps the card for next time. ClassPacer never sees card numbers. To give money back, open the family, tap the card payment and press Refund: all of it or part, back to the same card. Say whether they still owe it: usually not, and a credit for the same amount keeps their bills paid. Card refunds take 5 to 10 days to reach the card.

Yes. On Payments, tick Make monthly bills automatically. From the next 1st, each family gets one bill a month for its classes priced monthly, on the 1st or (your choice) on the day of the month the family joined. A student who joins part way through a month gets a bill for the rest of that month; one who leaves has paid to the end of the month and isn't billed again. Families who saved a card can turn on Autopay on their Billing tab, and each bill ClassPacer makes is then paid with their card on the day it's due. If a card is declined, ClassPacer tries it again 3, 7 and 14 days later and emails the family each time; after that the bill waits for them to pay it. Nobody is taken out of a class or locked out for not paying. You can turn a family's autopay off, but only the family can turn it on.

Yes. On Payments, tick Make term bills automatically and pick how early they go out, from one to six weeks before the term starts. Each family then gets one bill a term for its classes priced per term, due on the term's first day; a class that runs all year and is priced per term is billed for every term. A student who joins once the term has started gets a bill for the classes left in it, due the day they join, and one who moves to another class in the same term isn't billed again. Terms that started before you switched this on are billed by hand, and a term you already billed on a New bill isn't billed twice. Autopay pays term bills on the day they're due.

Yes, once your school takes cards. For a class with a monthly or term price (or when you charge a registration fee), the sign-up page shows what's due today: the rest of the first month or the term, and the registration fee for someone new. With First come, first served, the family pays on Stripe's secure page straight after the form, and the spot is held for them for about half an hour while they do; the student is added once the payment goes through. When you approve each request, approving holds the spot for 3 days and emails the family a Pay now link; they're added once they pay. Families waiting to pay are under Waiting for payment on Online sign-up, where you can copy their link, hold the spot 3 more days, add them without paying online (the bill waits on their family account), or cancel. Untick Family pays online when approving to add them straight away. Their card is kept for the next bills, and the monthly or term bills never charge again for what they paid at sign-up.

Set both on Payments. The registration fee goes on each student's first bill ClassPacer makes for them (monthly or term), then again a year later, or never again if you chose once. Students who were with you before you set up payments count as registered on the day they joined. On a New bill it's ticked for students who owe it. The test fee is billed when a student is put down for a level test that is today or still to come, due on the day of the test; taking them off the test, or deleting the test, cancels the bill. Instructors can put students down for tests too: they're told the family is billed, never how much.

Yes, once your emails are set up: three days before a bill is due, each family with something still to pay on it gets one email (families on autopay are told their card will pay it). Each bill is reminded once. Turn reminders off on Payments.

Price a class as a class pack (up to three sizes, like 5 or 10 classes) or a drop-in (one class on one day). Families buy either on their Billing tab, or you sell one from the family's account and record how they paid. Each time the student is marked Present or Late, one class comes off their pack, the oldest pack first; Absent uses none. The attendance list shows classes left, and flags anyone with none left so you can have a word. A drop-in puts the student on that day's attendance list.

Open Family accounts and the Overdue tab: every family with a bill past its due date, most overdue first. Remind emails the family what's overdue and a link to pay (once emails are set up), and the list shows when each was last reminded; Remind all does every family not reminded that day. A family can be reminded once a day. Nobody is ever taken off a class or locked out for not paying: what happens next is up to you. Each Monday, owners also get one email listing who is overdue; turn it off on Payments. Home shows how many families are overdue.

Open Payments report (under People, next to Family accounts). Pick this month, last month, the last 12 months, this year, last year or any two days, and see what was billed and what came in each month, how it was paid (card, cash, check, transfer), what it was for (monthly fees, term fees, packs, drop-ins, registration and test fees, discounts), each class's fees, and every refund. Download gives your bookkeeper the payments or the bill lines as a spreadsheet, and each Family accounts list downloads too. Home shows what came in this month. Stripe's card fees and payouts to your bank are in your own Stripe dashboard.

Open Today for your classes today and press Take attendance on one. Tap Present, Late or Absent for each student, or Mark the rest present. Students whose family said they won't be there are flagged. Like check-offs, marks save with weak wifi and wait on your phone when there's none. Skill grid is right next to it for check-offs.

Open My classes, pick the class and you get the skill grid. Tap a box to move that skill one step: Introduced, Working on it, Mastered, then back to Not started. Intro all marks a skill introduced for the whole class. Marks save by themselves.

No. Each tap shows straight away and saves in the background. With no connection, the marks wait on your phone and save as soon as you're back online. The badge at the top says "Saved" once they're all in.

Once a student has mastered every skill in their level, they appear under Ready to move up. Open them, award the certificate with one tap, then move them up, optionally into a class for the new level. Their family can download the certificate under Awards in their app. Owners, co-owners and admins can always move students up; coaches can only once an owner turns on Let coaches move students up a level under Settings.

Yes, on the student's page. The family sees it under Progress, in Notes, and the latest one on their Home.

Sign in with the email your school invited. Your app has four parts, along the bottom of your phone or in the menu on a computer. Home sums up the next class, progress, the latest note and anything new. Progress shows how much of the current level is mastered and each category, then what they're working on, what they've mastered, the full chart and notes from instructors. Classes and Awards are below. With several children you get a tab for each.

Home and Classes show the next class, with its day, time and room, and Classes lists what's coming up, attendance and the weekly times. Can't make it? Tap Won't be there so the instructor knows; you can take it back. Add to my calendar gives you a link that keeps your phone or Google calendar up to date with every class and marks closed days.

If your school takes online sign-ups, press Sign up for a class on your Home or under Classes, or use the sign-up link your school shared.

Under Awards: upcoming tests with their date, and each result with the instructor's comment.

When your child earns one it appears under Awards. Download it as a PDF to print or an image to share.

If your school bills through ClassPacer, open Billing: what you have to pay, anything overdue, each bill with its lines, and your payments, refunds and credits. Tap a bill to see what it's for. Press Pay now to pay by card on Stripe's secure page; your card is kept by Stripe for next time, and you can change or remove it under Your card. If your school bills monthly or by term, turn on Autopay there to have those bills and test fees paid with your card on the day they're due; you get an email a few days before a bill is due and if a payment doesn't go through, and you can turn it off any time. If a bill goes past its due date, your school may send you a reminder email with a link to pay. Class packs show how many classes are left, and you can buy another pack or drop in to a class there too. Brothers and sisters share one account. Owing money never locks you out of anything else.

Yes. Ask your school, or email support@classpacer.com from the email you sign in with. See the Privacy Policy.

$49 a month, or $490 a year (two months free), per school. Everything is included, with no limit on students, instructors, classes or families. Every school starts with a 30-day free trial, no card needed.

Owners open Plan & billing. Subscribing takes you to Stripe's secure checkout page. Manage billing opens Stripe's page to change card, switch between monthly and yearly, download invoices or cancel. If you subscribe during the trial, the first payment is taken when the trial ends.

Your school becomes read-only: everyone can still see everything, but nothing can be changed until an owner subscribes. Nothing is deleted, and families keep seeing their progress. The same happens if a subscription is cancelled, once the paid period runs out.

Stripe tries the card again over the next few days. Update your card from Plan & billing. Your school keeps working meanwhile.

Tap your picture (or initials) at the top right. Change what you like, then Save. Parents can add their children's photos there too; the school changes children's names. If you change your email, you're signed out straight away, and from then on you sign in with the new email.

Enter your email and we send you a sign-in link. Open it and you're in. Each school also has its own sign-in page at its address, like app.classpacer.com/your-school.

Sign in once and switch between them with the School switch in the top bar.