Setting up your organization is the first step after signing up for Classcard. Go to the Settings main menu, on the bottom left of your screen, to add the basic details and structure of your organization.
Setting Up your Organization
Navigate to Settings > General. There are different tabs under which you can add your academy’s details.
Business profile
General Details: Here, you can add your Business/Organization Name, Logo, Email and Phone Number (which will be visible on your online booking page contact information), and your Website. Click Save.
Address: This address appears on invoices and system-generated emails sent to customers. Select the Country your business is based in from the drop-down menu. Enter the Street Address, City, State, and Postal Code. Lastly, you can also enter the business's Location URL.
Currency and number format: From the drop-down menu, choose the default Currency for your pricing and transactions.
From the Number format drop-down, choose how numbers are displayed, for example 1,234.56 or 1.234,56. This only changes how numbers look in Payroll, never the amounts.
From the Currency position drop-down, choose whether the currency appears before the amount (USD 100.00) or after the amount (100.00 USD).
Click Save.
Student IDs & attendance
Student IDs: If you wish to add Prefixes to Student IDs, toggle the button on and set a ‘Student ID Prefix’. Then, click Save.
Attendance: Choose whether you would like to record attendance manually for each class (Manual) or automatically mark everyone registered as Present (Auto check-in present). Click Save.
Timing
Timings and calendar: Select your Timezone for your business from the drop-down options. Select the day that your business Week Starts with. Finally, define your business hours by choosing the Operation start time and Operation close time, and then click Save.
Start of the fiscal year: From the drop-down, select the month in which the fiscal year for your organization begins and click Save.
Leaves
Leaves: Set the number of annual Casual, Sick and Other leaves. From the drop-downs, select whether you have Unlimited or Limited leaves under each category. If you choose Limited, enter the number of days, and click Save.
Payroll
These settings control how pay runs are calculated for your staff. Each section has its own Save button.
Pay cycle settings: Set when monthly and weekly pay periods start, and how fixed pay is prorated when a pay run covers only part of a full pay cycle.
Monthly pay settings: Applies to any staff member paid monthly. Choose the Monthly pay start date (the 1st of every month by default). Under Fixed pay proration, choose how monthly fixed pay is worked out for a partial period: Actual calendar days (default), Working days, Annual daily rate or 30-day month.
Weekly pay settings: Applies to any staff member paid weekly. Choose the Weekly pay start day (Monday by default). Under Fixed pay proration, choose Calendar days (÷7) (default) or Working days.
Working days come from each staff member’s working hours. If none are set, calendar days are used.
Click Save.
2. Revenue share basis: Set the amount a revenue share is calculated on. This only affects staff paid a share of class revenue.
Discounts: Choose After discounts (default) to calculate the share on the discounted amount, or Before discounts to calculate it on the full amount.
Tax: Choose Without tax (default) to calculate the share before tax is added, or With tax to calculate it after tax is added.
A worked example below the options updates as you change them, so you can see what a coach earns before you save. Click Save.
💡 Tip: The start date and day are only defaults. You can change the dates when you create a pay run. To learn how to create one, see Create and Review a Pay Run.
Changes apply only to pay runs you create afterwards. Existing pay runs keep the settings they were created with.
FAQs
Do I need to complete organization setup before adding classes?
It is recommended to set up your organization details before adding classes on Classcard.
Can I update my organization details later?
Yes, organization details can be edited any time from Settings → General.