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Jackrabbit’s Centralized Tools and Processes Help Wolfies Become More Organized

Wolfies Swim School
www.wolfiesswimschool.com
1 location plus seasonal contract work with Rice University
300 – 450 swimmers, with seasonal swing, 11-12 instructors
Owner, Cindy Wolf Meador


THE CHALLENGE

Wolfies met daily challenges with its existing software. It really was a confusing mess that lacked centralized data management and organizational tools that the staff needed. And when issues arose – which was often – customer support just didn’t come through. Wolfies also still used some old-school processes that didn’t allow for any type of process efficiencies.

THE SOLUTION

Wolfies’ referral to Jackrabbit was a random suggestion from an Apple Store associate. Since then nothing about the solution has been random. In fact, it is the software that office manager Leigh Harper attributes with the staff’s recent organizational improvements. Easy scheduling within Jackrabbit has improved time management for staff and automatic payment processing has given Leigh complete control over cash flow and collections. Jackrabbit centralizes everything in one spot so finding information and accomplishing tasks is quicker and easier than ever before.

Jackrabbit gives Wolfies a professional edge. Parents have more confidence in the school’s processes and information and they enjoy seeing all of the details of their account in a user-friendly and useful portal that is available to them 24/7.

JACKRABBIT ADDED VALUE

Jackrabbit provides Wolfies Swim School with the structure and organization that was missing with its previous software. Simply being able to create records and have a history for reference has changed the confidence staff has in answering parents’ questions.

“Jackrabbit implements standardization and centralization into our operations and then allows us the flexibility to modify items to fit unique details about our school.” – Cindy Meador Wolf | Wolfies Swim School

“Jackrabbit has given us amazing tools for keeping ourselves organized. We can now track everything we do and all of the transactions that take place. We can easily provide accurate information without scurrying around to multiple applications and notebooks to piece together details. The speed and accuracy makes our staff and our customers happy.” — Leigh Harper | Wolfies Swim School

Photo Credit: Wolfies Swim School

Extended Support Hours!


Great news!
 The Jackrabbit family is growing! Because our customers are spread out across different time zones, we are extending our hours of support!

The Jackrabbit support team will be available for all of our customers from 8am to 8pm EST. The added daily hours are there to offer you assistance and make your experience with our software as speedy and efficient as possible.

We undertand your needs and are happy to accomodate them.

Are you aware of ALL of the training and support resources that Jackrabbit offers?

Check out our New (and constantly expanding) Online Guides!

We encourage you to examine the options we’ve made available. We’ve have developed them directly from your input and have heard great things from those who have maximized these resources:

 

Don’t forget to look at all our other support options here too! Our support team will love to assist you in any way they can. Don’t hesitate to press the support button!

Tips from Customer Support: Using Reports to Customize and Retrieve Info

How can you use use Reports to customize and retrieve information for your organization?

Listed below are three of the most common requests for information that can be pulled from Jackrabbit:

1. Comprehensive Contact Information exported into Contact Management Software
2. Comprehensive Financial Reporting exported to Excel or given to your Accountant
3. Enrollment Data comparing previous years/sessions or day-to-day information

What is important to remember when trying to pull information from Jackrabbit?

Search Criteria, Search Criteria, Search Criteria!  Jackrabbit’s search tools use the information that YOU have entered into the day-to-day fields of the system. This means that the information you have typed to “fill in the blank” to match a field will be the information that the system is trying to find during a search.

Providing detailed and specific information in your Search Criteria will help you get the information that you need in a Report.

Reports are formatted in such a way that the Search Criteria is entered at the top of each Report.  By thinking of the location where you entered the information into Jackrabbit, you can formulate good Search Criteria for your Report information.

What Report should you use?

Jackrabbit provides many choices!  Search Criteria will tell you WHAT the Report will pull. The specific information you need may inspire questions such as: “How can I find out what my last sessions enrollment was?” “Where Can I find all the Contact Information?” “How can I find all unpaid transactions?” “How can I find out how much money I have taken in?”

Report names will give you the first clue as to which to use. The Search Criteria will help “fill in the blanks”. The Jackrabbit User Guide also has a REPORT MATRIX that gives you a quick look at the Search Criteria that is available on each Report.
What are the most commonly used Reports in Jackrabbit?

The most commonly used Reports in Jackrabbit are:

Revenue Summary and/or Payment Category Summary Report = Revenue Information
Enrollment Detail Report = Enrollment Comparison and Contact Information
Student Listing Report = Comprehensive Student Detail Information

You may also use ADVANCED SEARCHES, such as Families Advanced Search or Transactions Advanced Search to get help in creating a report with more complex Search Criteria.

All information concerning these areas is found in the Jackrabbit User Guide, Section 11, Reporting.

Learn more about Jackrabbit for Gymnastics and Dance.

Tips from Customer Support: Linking Fees and Payments

Our advice and tips come directly from our Support Team’s experiences with you.   

Check out Section 8 in the Jackrabbit User Guide: Understanding the Importance of Linking Fees and Payments.  In order for your Revenue to be recorded properly in Jackrabbit you must be sure that your Fees and Payments are properly linked.
The process of linking ensures that Jackrabbit knows what Category 1 or Bucket to put the money in.  If Payments are not linked in Jackrabbit, they are considered “unapplied” and will show up as a large amount of unapplied money when you pull Revenue Reports.

It is easy to find and correct unapplied payments in Jackrabbit.

Simply run a Transactions – Advanced Search – Special Search Option – Fees with unapplied amounts.  This will find any Fees that do not have Payments applied or Linked to them.  It is best to pull reports weekly to see if there is any money that needs to be properly applied.

Reviewing Section 8 in the User Guide called Ensuring Accurate Revenue Reporting in its entirety is very helpful in understanding how best to ensure your Accounts Receivables are recorded accurately.  This section will show you examples of the best reports to run and how best to organize your revenue.

As with anything in Jackrabbit, support team members are happy to schedule calls to discuss your set up in Jackrabbit. Just use the support button to request a call!

Check your Jackrabbit User Guide often for new updates and enhancements!

Tips from Customer Support: Managing Users ID’s in Jackrabbit

Access to Jackrabbit is controlled by your own personal User ID and Password.  Therefore, it is helpful to understand the importance of assigning individual User IDs and how you should manage each User ID.

You can create a unique User ID for each person that uses your system.  Your users can login as their own unique identity and work in the system at the same time.  We recommend you assign an individual User ID to each person using your system.  Because Jackrabbit tracks all transactions by individual User ID, you will be able to identify “who is doing what”.

We also recommend you assign one key person a System Administrator ID.  This person should have access to all user permissions and be responsible for adding users, deleting users, assigning user permissions and “un-revoking” users should they get locked out of Jackrabbit.

User IDs become REVOKED in Jackrabbit if a password is entered incorrectly 3 times.  Passwords are case sensitive, so it is important to check your caps lock status if you are denied on your first attempt.  If a User ID is revoked, users can select the “I forgot my password” link underneath the login area and request a temporary password to access Jackrabbit.  There MUST be a valid email address associated with a User ID in order to receive a temporary password. It is, therefore, important to make sure that each user in your database has an associated email address.

Your System Administrator, or any other user with adequate permission, may “un-revoke” another user.  Please see the Jackrabbit User Guide on how this can be done.  You do not have to wait for Jackrabbit Support to allow your user access.

Each user’s access within Jackrabbit can be customized to fit the needs of their responsibilities. This is controlled through the user permissions associated with each user.  This works well for multiple layers of staff and administration whose information needs may vary and who may not need to access or be able to modify sensitive information areas.

For added security make sure that the System Administrator at your office also removes old, retired or unused User IDs.  If a staff member leaves, their User ID should be deleted immediately.

Always use your “EMAIL SUPPORT” button to request assistance for any questions you have about your Jackrabbit system.

To review the way your Jackrabbit software works, download Jackrabbit’s continuously improved User Guide. Print out a copy to keep at your fingertips as a reference.

Click here to visit the Help Center.

Tips from Customer Support: Saving Time When Billing Customers and Managing Accounts

After attending a conference for one or our Franchise customers, we learned how busy some of our customers are doing the day to day operations of their business.

We would like to offer a few “tricks of the trade” that could make a HUGE difference in the time spent completing day to day tasks. Jackrabbit is meant to HELP you operate your business.  If billing your customers and managing individual accounts is consuming lots of your time, you may not be taking advantage of Jackrabbit in the way that it works best.

Billing customer is something that a few people were actually going “Family by Family” to do. Jackrabbit allows you to Post Fees to individual family accounts in a single group or even multiple groups!  We bill OUR Jackrabbit clients using Jackrabbit so we really understand it!  To make this process even easier, Jackrabbit has the ability to practice and play with billing and it does not affect people’s credit cards or charges!

If you are spending a lot of time billing customers and are concerned with the Fees that are posted to peoples accounts (before running a credit card transactions) – check out the Post Tuition Fees section of the Jackrabbit User Guide.

There is no question that you should be SAVING TIME using Jackrabbit. We will work with you to ensure you are using it to its fullest potential.

Always use your “EMAIL SUPPORT” button to request assistance for any questions you have about your Jackrabbit system.

To review the way your Jackrabbit software works, download Jackrabbit’s continuously improved User Guide. Print out a copy to keep at your fingertips as a reference.
Click Here to download the latest User Guide.

Tips from Customer Support: Viewing Your Organization’s Activities

One of Jackrabbit’s best features is one that is overlooked by many users. It is a little known fact that the Weekly/Daily schedule view of classes is the best way to view the activity for your organization!  Under the Main Classes Menu – the Weekly/Daily Schedule option allows you to see your classes for the Day, The week OR by Room.

The Weekly View provides you with a calendar organized by days of the week.  The Daily View allows you to see classes by Time and Instructor.  The Instructors are organized from left to right by Activity.  Instructors with the highest enrollment and most classes are shown to the absolute left.  The Room View allows you to view classes by time and room availability.

When you are presented with any of these views, you can add a class by selecting a time slot, hover over an existing class to see how it is set up and to show the students enrolled in the class.  You can also enroll a student directly from this screen or access the Quick Registration form and enroll new students.

 

The Weekly/Daily view is by far the most complete view of what is happening for your organization!

Always use your “EMAIL SUPPORT” button to request assistance for any questions you have about your Jackrabbit system.

To review the way your Jackrabbit software works, download Jackrabbit’s continuously improved User Guide. Print out a copy to keep at your fingertips as a reference.
Click Here to download the latest User Guide.

Tips from Customer Support: Pulling Information from Jackrabbit

The Support Team often gets requests for guidance on how to “pull” information from Jackrabbit.  The Jackrabbit system has many Reports that can be used to pull specific information from your database and put it into Report Form.

Below are three of the most common requests for information that can be pulled from Jackrabbit:

1. Comprehensive Contact Information exported into Contact Management Software
2. Comprehensive Financial Reporting exported to Excel or given to your Accountant
3. Enrollment Data comparing previous years/sessions or day-to-day information

What is important to remember when trying to pull information from Jackrabbit?

Search Criteria, Search Criteria, Search Criteria!  Jackrabbit’s search tools use the information that YOU have entered into the day-to-day fields of the system. This means that the information you have typed to “fill in the blank” to match a field will be the information that the system is trying to find during a search.

Providing detailed and specific information in your Search Criteria will help you get the information that you need in a Report.

Reports are formatted in such a way that the Search Criteria is entered at the top of each Report.  By thinking of the location where you entered the information into Jackrabbit, you can formulate good Search Criteria for your Report information.

What Report should I use?
Jackrabbit provides many choices!  Search Criteria will tell you WHAT the Report will pull. The specific information you need may inspire questions such as: “How can I find out what my last sessions enrollment was?” “Where Can I find all the Contact Information?” “How can I find all unpaid transactions?” “How can I find out how much money I have taken in?”

Report names will give you the first clue as to which to use. The Search Criteria will help “fill in the blanks”. The Jackrabbit User Guide also has a REPORT MATRIX that gives you a quick look at the Search Criteria that is available on each Report.

The most commonly used Reports in Jackrabbit are:

Revenue Summary and/or Payment Category Summary Report = Revenue Information
Enrollment Detail Report = Enrollment Comparison and Contact Information
Student Listing Report = Comprehensive Student Detail Information

You may also use ADVANCED SEARCHES, such as Families Advanced Search or Transactions Advanced Search to get help in creating a report with more complex Search Criteria.

Always use your “EMAIL SUPPORT” button to request assistance for any questions you have about your Jackrabbit system.

To review the way your Jackrabbit software works, download Jackrabbit’s continuously improved User Guide. Print out a copy to keep at your fingertips as a reference.
Click Here to download the latest User Guide.

Tips from Customer Support: Transitioning from One Season to Another

How can you more smoothly transition your classes for your New Session?

For a New Session, you should Create New Classes, Put Old Classes into History, Drop Students and ensure all transaction History for Families is maintained.

What does Archiving Classes do?
Archiving Classes takes an ACTIVE class and puts it into TERMINATED status. Depending on the setting you select, it will take the class, drop the enrollment and put it to sleep.

Can I restores an Archived Class?
You can restore a class that you have archived if necessary. You must restore Archived Classes one at a time.

Why is it important to Archive Classes and not just Drop Students and change Session and Class Dates?
If you simply “modify” an existing class and drop the students from it, there is no Enrollment History recorded for your organization. By dropping students through the Archive process, you put their enrollment into your Enrollment History. This allows you to pull important historic, statistical data on your enrollment.

What happens to the transactions for a Family if a Class is Archived?
All Transaction History is kept the same. The only difference is that once you have archived a class, you can no longer Post Tuition Fees to that class through the Post Tuition Fees Function.

What is the best way to implement this process?
1. Copy existing Session classes using the Copy Classes function under the Classes Menu. The New Classes should have a New Session and New Dates. At this point, you can choose to copy enrollment. (This activity can differ for each organization.)

2. Once the old session is complete, you should Archive the old session and select to Drop the Students from the old class.
Now you have New Classes ready to receive enrollment and you have Enrollment History created for your previous session.

Always use your “EMAIL SUPPORT” button to request assistance for any questions you have about your Jackrabbit system.

To review the way your Jackrabbit software works, download Jackrabbit’s continuously improved User Guide. Print out a copy to keep at your fingertips as a reference.
Click Here to download the latest User Guide.