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Know Where Your Business Stands: Track Your Revenue

Are you using Jackrabbit’s revenue tracking features?

It’s quick and easy to record revenue in Jackrabbit with just a few easy steps each month. This will make it your income and outstanding fees visible to you so you can stay on top of the financials that fuel your business.

We’ve outlined suggested Best Practices for Monthly Billing/Revenue Tracking for how you may be using Jackrabbit. These Best Practices should be followed monthly – or on your selected billing cycle – to be the most helpful to you.

 

If you use fixed fees or set Family/Student discounts, you should:

Confirm set fixed fees and discounts

Families Menu:  Advanced Search or Students Menu: Advanced Search option and search on Fixed Fees or Discounts. Make sure these Fixed Fees or Discounts still apply or adjust as needed. 

(These are located in the Family Billing Tab or the Student Summary page) 

 

If you are not using fixed fees or set family discounts, you should start here: 

Step One: Post tuition fees

Using the Transactions Menu: Post Tuition Fees or Post Tuition Fees by Total Hours.

TIP: Use the templates (Favorites) option to save your reoccurring selections and discount settings.

Step Two: Search for previous credits that need to be Linked to fees

From the Transactions Menu: Advanced Search Report – locate any payments (or partial payments) that have not been Linked to fees. Use the Special Search Option: Payments with Unapplied Amount Remaining. Make sure to use a large date range, in order to capture all unapplied payments made. Link any unapplied credits to the new fees.

TIP: Doing this immediately after posting tuition fees provides you the opportunity to link any unapplied payments to the newly posted fees. Since Jackrabbit works on the concept of linking fees and payments, this ensures accurate financial reports and records.

 

If you are using Jackrabbit’s eCommerce feature, you should: 

Process your credit cards and bank drafts

Use the Transactions Menu: Process Credit Cards/Bank Accts.  After the batch completes processing, print the report that displays as a quick reference of what was accepted and declined.

 

If you are not using Jackrabbit’s eCommerce feature, you will have to: 

Use a manual process to post each family’s payment

You will manually post each payment in the Family account as it is received. 

TIP: Activate eCommerce now! Processing payments one family at a time can be a tedious and time consuming process each month. Save you and your staff hours of time each month. Families who have fees due and have a credit card on file can be processed all at once just make a couple key selections, submit and you’re done!

Another Option: Email statements to families using Reports Menu: Statements – Email. 

 

Questions? Contact our support team through your database.

More Report Templates for Even Easier Tracking

Now you have the convenience and time-saving ability to use templates in TEN more reports:

  • Absences-Makeups
  • Aged Accounts
  • Birthday
  • Contact Listing
  • Customer Portal Log
  • Drop History
  • Email Listing
  • Enroll History
  • Enrollment Snapshot1
  • Family Address Listing

Report templates are amazing because they enable you to customize reports to fit your business.

And we know that it takes time to get every detail just right. With report templates, you only have to do your customization once. After you’ve named and saved your customized reports, you can use them again and again.

The time savings isn’t the only advantage of using report templates. You get consistency in your data as well. With the many choices and combinations of criteria and settings that you can use in your Jackrabbit reports, recreating the same complex report week after week or month after month may be challenging. Once you’ve saved your report template, you never have to worry about this again. Your reports will be consistent each time you pull them using your templates!

If you’ve never used report templates, start today. It’s one of the most powerful time-savers that Jackrabbit offers.

“Jackrabbit’s reports are awesome – especially from an owner’s perspective. I can choose existing report formats or create my own custom reports – whatever I need to monitor, track and compare my business data to understand our performance and our future potential.”  Lisa Muratore, Miss Lisa’s Music

You can find help for getting started with report templates here.

Look in the Help Center. How To Guide>Reports>Report Templates

Owner Leverages Power of Single Database System to Manage Multiple Locations

To manage the details of 4 music schools and a dance school, Kelly Bowlin, owner of Gwinnett School of Music definitely needs a robust system. Data is the life blood of any business and Kelly’s organization is no different. Data is critical to managing day-to-day tasks and in making strategic business decisions. The single database foundation of Jackrabbit’s system enables owners to easily do both.

“Having multiple locations, yet a single database to work in, is awesome and its one of the features that gives Jackrabbit such power.” Kelly Bowlin, Gwinnett School of Music

The single database foundation enables some powerful features, two of which Kelly describes.

REPORTING PROVIDES CONSUMABLE DATA TO DECISION MAKERS | Nothing is worse than having no data to support decision making – except perhaps having data that you can’t use. Jackrabbit’s single database also makes amazingly enlightening reporting possible. And Jackrabbit’s report choices give you great starting points for quickly accessing data that is useful. And the feature is so flexible that you can specify endless criteria to tweak your reports to your delight and then save the report so you don’t have to reinvent the wheel every time you want your unique report.

“Jackrabbit is powerful for slicing and dicing data. And doing it isn’t complicated. In fact, Jackrabbit reporting is the only reasonable way that I can get data that is consumable – that actually has value to me in managing and growing our school.” Kelly Bowlin, Gwinnett School of Music

AUTOMATED PAYMENT SYSTEM IS BUSINESS CHANGING | Any size music school would find Jackrabbit’s payment system beneficial but it has a special place in Kelly’s heart because he can do a single process to get paid for all 5 locations. One of Jackrabbit’s key benefits is how it leverages automation and its payment process is a fine example of how taking humans out of the process creates tremendous advantages. Revenue reporting in Jackrabbit gives owners valuable tracking and comparisons that also change their confidence in revenue-related business decisions.

“Jackrabbit has the coolest payment system of any software of its kind. I love that I can batch payments together with their approval codes and see them accurately attributed in reports. I can run revenue tracking reports and create year-to-year comparisons. Being able to do this has totally changed the way I make decisions. The payment process has been transformational for our entire organization.” Kelly Bowlin, Gwinnett School of Music

ORGANIZATION DETAILS | 5 locations, 747 active students, 75 instructors, Kelly Bowlin, Owner

 

Tips from Customer Support: Easier Retention Analysis

The Enrollment Detail Report has been enhanced to allow for easier retention analysis!

Now you can get a report of who was enrolled in a previous session, but who is not enrolled in the current or upcoming session.

Here’s how to set your criteria:
Enrolled in Session: Previous session name
Not Enrolled in Session: Current or Upcoming session name
Instructor: Blank (for program-wide retention analysis. Individual teacher names provide analysis by teacher)
Active Classes Only: No
Current Student Status: Blank (to pull in all students who are not yet enrolled in your new session)
Show Enrollments: All (completed, drops)
Enrollment Through Date: Date in your last sessions enrollment period  (to help eliminate having students on the report who dropped out earlier in the year)Show Enrollment Details or Student Summary: Student Summary

Theresa Case of Piano Central comments:

“The enhancement made to Enrollment Reporting is extremely helpful and will: 1) Save me time and 2) Help me keep an even better pulse on my business. In my opinion, this kind of reporting is another huge plus of using Jackrabbit!”

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: 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.