Courses (Course Types, Cards, Scheduled Classes and more)

Please note with all the information MyTASystem has, there are times you may have to scroll to the right to see all the information and options available to you. To edit a class click the paper/pencil ‘edit’ icon on the left side of the main report.

Under Courses you can find a list of your scheduled upcoming classes or add/edit any courses you wish to offer. Each account comes pre-loaded with most standard American Heart Association and American Red Cross courses along with some ASHI, Medic and generic options. You can add, edit or delete any course type. The description box in course types will list the description of your course at checkout.

You can select a ‘discipline’ (add, edit or delete these under ‘settings – disciplines’) to help with filter or reporting of courses (discipline is not required).

Card Types

If you wish to be able to quickly send certification cards for American Heart, Red Cross, ASHI or Medic courses you will want to select the appropriate ‘Card Type’ when creating a course type. The card types are preloaded in your account but can be added or changed under ‘Settings – Card Types’. After a class is complete you can select finalize roster and then export cards and the system will download the class file into the format specified in card types for easy uploading / card issuing.

Certificate

If you have your own certificate, CEU or other document you’d like to send to students after completing a class create a certificate under ‘Settings – Certificates’ and attach to a class. When finalizing a roster there is a button to generate certificates that will automatically put student names onto your certificate that you can download and send on. The example certificate that is pre-loaded in your account shows the variables that can be used. CEU Credits can be tracked for administrative purposes by entering a value in CEU Credits.

Keycode Bank

Your account is preloaded with keycode banks, but you will need to enter the online urls or keycodes into a bank (or create your own). For more information on that please see our Keycode FAQ found in the keycode/store page. Once created you can select a bank when editing or creating a course type to automatically send an online url / keycode to students who register.

Classroom Type

For administrative purposes you can select the format of the course, and these can be edited or created in settings.

Suggested Price

If you have a suggested price entered, all classes created for your course type will default to this value but can be updated individually by editing the class.

Confirmation Email is the message that students receive when signing up for a course and the product prompt is optional additional text that can be displayed above any add-ons or upsells you wish to offer by clicking the ‘Toggle Product Manager’ and then the attach button. For more information on that see our product FAQ found on the store page. If setting a course image this will be displayed at checkout.

Always be sure to SAVE at the bottom when done. If you encounter any errors be sure all required fields are filled out or refresh the page and try again.

Students

Here is where you can search for students using name or email. You can view the class or student details by selecting the appropriate icon.

Rescheduling or moving reservations

To move a student reservation to another course or date, find the student in a class or in the student report under ‘courses’. Click the calendar icon with a checkmark in it to be given options to move or reschedule students.

Managing and Finalizing Rosters

After completing a class, click the finalize class roster button. In here you can keep track of your roster. There are buttons at the bottom to select or clear all records, seat all (marks as attended or 'att') and other actions.

To download a copy of the roster in a spreadsheet format click export cards.

If generating certificates (you must first create a certificate under settings), after creating they will be placed in the main class files (back one page and scroll down).

Some helpful terms and tips:

Att = attended to mark if a student attended

Inv = invoice to notate for admin purposes if an invoice needs to be sent or followed up on

Paid = Paid Marks if someone has paid or not (this will be automatically checked if they registered online)

There are also Pass, Score, Cert and Card options.

Score can be updated by selecting the record(s) using the checkboxes to the left of the student names and then typing in whatever score in the score field box and clicking update.

To send certification cards you must first select which students you wish to export and click 'export cards'. If you do not select any records it will download blank. This will download a file for easy uploading. The file types are connected to the associations which can be found in settings, associations as well as settings, card types. Click the FAQ tab in the upper navigation bar if you need further troubleshooting or this button is greyed out (this means there is no association tied to the card type or no card type linked to the course type) or watch the help video for more information.

Sites and Locations

Sites and locations is the area where you can set where you will be holding courses. If you are a Business subscriber this is where you can also invite training sites or affiliates to use your account (see more info below). Create locations for your courses in the location list. You can also add equipment for tracking and use the equipment service due mailing list when creating an email campaign, invite instructors and view a course report.

For Training Centers or Business level subscribers - In your platform under ‘Sites and Locations’ you can invite instructors or training sites to be a part of your system. You will be able to view their courses and students separate from your account for quality assurance and they will be able to view any catalog that you put in your store for making purchases. When you invite an instructor or training site, they will receive an email to sign up for the system and automatically be put under your account. They will be put into our ‘Starter Plan’ which has no monthly fee and no credit card required, they'll just get right into the site. They will have access to all the tools (instructors can only see information directly associated to themselves), you will have access to their account and if they take online payments there is a 10% transaction fee unless they select a subscription.

This is a quick look at some of the powerful tools of MyTASystem

We'd love to help on-board you, answer questions or see how we can help in any way! Email us at: info@mytasystem.com

Reports (Payroll, Payouts, Classes, Students and more)

Under ‘Reporting’ there are several useful reports:

Past Orders

Search for past orders and registrations here. You can scroll to see the information or get a receipt to send. You can also click the left edit icon to view complete details and resend information.

Payout Report

This shows the money that’s been paid to you for your registrations based on your subscription level. Payouts are generated on Fridays and will be in your bank account (be sure to specify in ‘Settings - Payment Method’ to get paid!) each Monday for orders placed from the last payout until generated on Friday.

Payroll Report

Use this report to view instructor and assistant payments that are due and that have been made. To use payroll features you must select a pay rate for instructors in the class editor for each class listed and/or in the instructor profile under 'instructors' then click edit and scroll down to pay.

Upcoming Classes Report

Shows your schedule of upcoming classes and options for filtering. To edit the details of a class, click the paper/pen ‘edit’ icon on the left side of the class report.

Instructors

The instructors page is where you will add instructors. When adding manually instructors can log in to your training site account url with their email for username and password and then update under 'my profile' in the upper right on log in. You can also invite instructors to self on-board by selecting invite instructor. They can also update all of their information in the my profile for complete on-boarding. Check out our helpful video for a complete walkthrough.

Clients

You can create clients and select a client from a drop down when creating or editing a class on this page. If you have a client selected for a class all students from that class will show under the client report. There are also options to send automated communications to clients. See our video for more information.

Automated Communications – Email Templates and Email Campaigns

An email template is customizable, pre-set information that you wish to email to others. Simply create or edit whatever message you would like to send under ‘Communications – Email Templates’. Email campaigns are the tools used to send those template messages. Your account comes preloaded with both and is set up to automatically send a generic message for:

1.When a student registers for a class or buys a product; the student receives an email confirmation (and Stripe Receipt) as does your account representative.

2.Students and instructors receive course reminders prior to a class and a renewal reminder when their license or class needs to be renewed.

To add an email template to a campaign so it can be sent out, go to ‘Communications – Email Campaigns’, select the blue ‘Toggle Template Manager’ found under email templates and click the paperclip to attach the template.

When setting up a campaign you can have templates be sent out before a class by using a negative number in the days section (-3 would be 3 days BEFORE class) or to send out after class simply put in a whole number of days (3 in this example). You may also select a list of whom to send the emails to under mailing lists and further customize by adding filters.

Filters will allow you to send templates out only under certain conditions. You can filter a campaign to send templates for specific courses, locations and other conditions. Click the blue ‘Toggle Filter Manager’ icon to expand the list of filters. Click the paperclip attach button to put the filter in and then you can click the edit icon next to the trash bin to select your specific filters. Be sure to save at the bottom when done.

To test a campaign under ‘Communications – Email Campaigns’ you will first need to create a course with the conditions you wish to test. For example, if you wish to test a campaign that emails students 3 days after a class, create a class that took place 3 days ago and then go back to the campaign editor, enter today’s date and press ‘test’. You can then look under ‘Communications – Email message log’ to verify the communication (live messages are not sent with tests).

All of this is completely customizable and can be found in your dashboard under ‘Communications’ – Email Campaigns’. We have an informational video and a help button that can be found on this page to help you navigate these robust tools, or feel free to email us by using the support link at the top of the page.

Store (products, add-ons, keycode banks and more)

The store is where administrators can add products that they wish to add on to a class as an option at checkout. You can also create catalogs or lists of products you wish to sell either to the public, your team or both.

My Products is where you will add products that can be attached to courses that you create. When you are in ‘Store – My Products’ and add a product, you can set the list price. If you wish to attach an online keycode you may select that here but keycodes must first be added under ‘Store – Keycode Banks’. Images selected when setting up a product or course will be viewable at checkout. A ‘Sale Price’ will be the price listed for sale and is used for temporary price reductions or you can simply change the ‘list price’ and leave sale price blank.

Coupons can be added as promotional codes that customers can use at checkout.

Keycode Banks can be used to track and automatically assign online keycode links or codes to students. Your account comes preloaded with banks but will not have any active codes or urls assigned. You can add this by clicking the edit icon to the left of a keycode bank. If an online course link or code will always have the same url or information and is not unique, you can select the box in the editor to ‘use the activation URL in place of individual keycodes for this bank’. This will then always send out the information found in the activation url to students. If links or keycodes are unique do not select this button or enter information into the Activation URL, simple enter any instructions and then add keycodes in the keycode / course link box down the page. In your course details you can assign keycode banks to a class so registrants will automatically be assigned a keycode/url.

Catalogs is where you can group multiple products together or create a page link for customers or instructors to be able to purchase items publicly from you without being attached to a class. Create a catalog and then click the edit icon and scroll down to add products by clicking the ‘Toggle Product Manager’ cart icon and then clicking the attach button. You can generate a link to this catalog for public sales by clicking the link icon on the catalog main page, or those in your account can access and purchase items from your catalogs by clicking ‘catalogs’ in their account.