> For the complete documentation index, see [llms.txt](https://docs.echevarrisports.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.echevarrisports.com/guia/en/crm-erp/academia.md). # Academy The Academy is the season's classes: the students, their groups, attendance and class passes. It has four tabs: **Students**, **Groups**, **Attendance** and **Packs**. ## Students Every student with their group, schedule, plan, payment status and attendance for the month. ![The students list](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-8597f4a423237416445e798a603a82d1c2cf0b2b%2Facademy-students.png?alt=media) **Filters**: location (**Any location**), coach (**Any coach**), sport (**Any sport**), group (**Any group**), payment status (**Any payment status**) and search. **By person / By family** groups siblings together. Warnings show under the name, for example **Terms not accepted** if the family hasn't accepted the terms yet. ### Payment status | Status | What it means | | ---------------------- | --------------------------------------------------------- | | **Not billed yet** | Nothing has been charged this month yet. | | **Validated · unpaid** | The place is validated but they haven't paid yet. | | **Owes** | They have fees due, still within the deadline. | | **Overdue** | They owe and it's been more than 7 days since it was due. | | **Up to date** | All paid. | | **Left** | They've left the Academy. | ### A student's panel Click a student to open their panel: ![A student's panel](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-cc4845199f33bb379a12689c1a9afce2979c24c7%2Facademy-student.png?alt=media) * **Academy plan**: the plan, fee, hours and since when. * **Groups**: their groups. **+ Add to groups** adds them to another one. * **Payment links** and a link to the family's account in Payments. You can also **Record payment** and **Validate place** from here. * **How they found us**. * **End Academy plan…**: they leave today. No more fees from next month. * **Delete student**: sends them to the Bin, where they can be restored. {% hint style="warning" %} If their groups add up to more hours than their plan covers, the CRM warns you. Remove a group or set an agreed fee. {% endhint %} ## Enrolling a student 1. Click **Enrol student**. 2. Fill in the **Family**: first and last name, phone, email, the family's language and whether they accept marketing emails. 3. Fill in the **Student**: first and last name, date of birth, level, school, medical notes, allergies and photo and video permission. **+ Add another student** adds siblings. If the student already exists, search for them instead of typing them again. 4. Choose **How they pay**: **Monthly plan** (a monthly fee based on hours a week), **Pays per class** or a class pass. 5. Choose the groups. If the one you want doesn't exist, create it with **+ New class** without leaving the form. 6. If a fee was agreed outside the price list, tick **Agreed fee outside the price list** and say why. 7. Set the source, the start date and a note for the team if needed. Click **Enrol**. ![Enrolling a student](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-f1ce22b8db72fe039c71306727de112d0a46f7a4%2Facademy-enrol.png?alt=media) {% hint style="info" %} If the family already exists (matched by email or phone), the student is added to it so siblings stay together. Anything left blank, the family completes in their account: they get a link to accept the Academy terms and the guardian declaration. {% endhint %} If a price isn't in the price list, Direction has to add it in **Finance › Rates**. ## Groups Each card is a recurring class group: day, time, coach, court and how full it is. ![The groups](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-a235483d7ff7dabbd431d3745cd7252e8826d907%2Facademy-groups.png?alt=media) * **New class** creates a group: short name (for example "Kids 6-7"), type, day, time, coach, location, places, minimum students, price and start and end dates. Its sessions for the whole season show in the Calendar straight away. ![Creating a group](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-f23cccfe21439e94856a29315c06d342ce651807%2Facademy-new-group.png?alt=media) * Clicking a group shows its students, how many there are against the minimum and how the season is going (sessions given, students per session, attendance, net per session). There you have: * **Edit class**: changes the day, time, coach, court or level of every future session. * **View sessions**: opens its sessions in the Calendar. * **Generate sessions**: adds any missing sessions from today to the group's end date. * **Archive class**: archives it. It no longer shows in the Calendar. * **+ Add student**: adds an existing Academy student. If they aren't one yet, **Not an Academy student yet? Enrol them**. ![A group's page](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-40fef05198afbe80b019cf0c1e7316e562ba9655%2Facademy-group.png?alt=media) ### Season closures At the bottom of the Groups tab are the days without Academy classes: bank holidays, holidays or hotel closures. ![Season closures](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-9e27d4437b775b94f4e54dafb56232161d0661c8%2Facademy-closures.png?alt=media) * New sessions are never generated on those days. * **Give credits** cancels those days' sessions and gives each group student a make-up credit. It's safe to repeat: it doesn't give credits twice. ## Attendance 1. Pick the day with the arrows or the calendar (**Today** goes back to today). 2. Open the session and tick who came. 3. If a student is off ill or injured, mark it: they get a make-up credit. 4. To add someone coming to make up a class, use **Add a student with a make-up credit…**. ![The day's sessions](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-d5393f47329c7e0d7914579a0aa5cac108c5acfa%2Facademy-attendance.png?alt=media) ![Taking attendance in a session](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-1b771b408da81782c90d4d1aa8a808f5ad9135d6%2Facademy-attendance-session.png?alt=media) ### Make-ups A missed class can be made up when it was missed because of: * Rain or a club cancellation. * An excused absence. * A hotel exclusivity closure. The make-up can be in any group of the same sport, level, age group and time band that has space, for **12 months** after the missed class. ## Packs: class passes Passes such as "10 private classes": type of class, number of classes, price and how long they're valid. ![Class passes](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-1f5c08ec1bd430bb584b2ecef0ae43a74e97d416%2Facademy-packs.png?alt=media) * Only Direction creates and changes passes. * To sell a pass to a family, use **Sell a class pass** from their account in Payments. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://docs.echevarrisports.com/guia/en/crm-erp/academia.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.