Frequently Asked Questions
Getting Started
What is ClassBug?
How does it work?
From there, easily add classes & events to your schedule, manage those classes, and track instructors & students. You can even sell your classes online, right away.
Do I first need to download the software?
Is there a free trial?
Is there a contract required?
You will need to agree to our Terms of Service in order to create an account.
How do I get started setting up my business?
Ok, I set up my business in 5 minutes. How can I add classes to my schedule?
Can I add additional users?
If you need more than 3 logins, you can add additional ones for $5/month per user. Just go to your “Dashboard” and under “License” click “Manage.”
If you require more than 10 logins, please contact us at support@classbug.com for a volume discount.
Can’t we all just share one login?
For instance, multiple people cannot be logged in with the same username/password at the same time. So if you’re trying to check CB from home, and someone else is checking at the office, one of you will be automatically signed out.
Also, using one login doesn’t distinguish which person is adding notes & comments to the site, or making other important changes.
Most importantly, however, is that there are different levels of access depending on what type of login you create. There are 3 types of logins: admins, non-admins, and instructors. All 3 come with diminishing levels of access to the software.
What features are available?
- Web Store Easy, fully automated online registration and sales
- Point of Sale Process registrations and payments at your business
- Sales Options & Extras AutoPay, registration fees, automatic discounts & coupon codes, waiting lists, gift cards/store credit, requisite classes, memberships.
- Reports Generate attendance sheets, instructor reports, student reports, class reports, financials
- Document Sharing Cloud-based file sharing/storage accessible from anywhere
- Activity Feed Real-time audit of everything that's happening in Classbug, including customer activity at your web store.
Can I cancel anytime?
We'd hate to see you go, but will respect your wishes and not require any further action from you.
Online Registration & Sales See How it Works
How can I sell my classes online easily?
- 1) Add classes to your schedule using the Add Class/Event form
- 2) Setup sales options for your classes (explained later in this section)
- 3) Click your "Storefront" tab, then "Web Store Settings", then "Active".
Congrats! Your classes are now being sold online at your "Store URL", which is always viewable under "Web Store Settings". Just share that link via your website/social media/emails to attract customers. We've generated the store for you.
Additional options include adding registration fees, automatic monthly payments, discounts, coupon codes, store customizations, and more.
Why is selling my classes online so important?
In addition, we're now finding it will help you increase revenues too.
How do I setup sales options for my classes?
You should now see the "Setup Sales" page which offers flexible options for selling classes.
Can I sell a tuition-based series of classes?
For more details on whether this is the correct option for your class, hover your cursor over the

Can I sell drop-in classes?
For more details on whether this is the correct option for your class, hover your cursor over the

Can I sell packs of classes?
You can create a new pack here, or simply associate your class with an existing pack. EG, if you have a pack called "Fitness 10 class Punch Card" that can be redeemed for different classes, you only need to create that pack once -- after it exists in the software, it just needs to be associated with the other applicable classes.
For more details on whether this is the correct option for your class, hover your cursor over the

Can I sell memberships?
-
Please note:
- A valid Credit Card is required for your customers to purchase a membership
Can I sell private lessons?
Click "Storefront" >> "Other Items For Sale" >> "Create New 'Other' Offering" to get going.
Alternatively, you can create each private lesson in the schedule as a Class/Event, then sell it by choosing "Individual" on your Sales Options page.
Can I sell other items like merchandise and tickets?
Click "Storefront" >> "Other Items For Sale" >> "Create New 'Other' Offering" to get going.
I've setup sales options for my classes and can see them at my Web Store. Are these same classes available for sale in POS?
You can set any item to "POS only" by selecting that option while setting up a class for sale.
How can I register my customers/students with CB?
Visitors to your CB web store are prompted to fill out a "Head of Family" registration form once they try to add a class or item to their cart. ClassBug requires basic registration info like name, email, phone, address, emergency contact, but you can create custom fields for this form as well.
The customer will also be prompted to enter student info as part of this process. The student form can also be customized to your liking.
You can also register folks in-person through the POS feature. There, you can create a new customer (aka Head of Family) or access an existing one. Once you add a class to their "cart", you wil be prompted to select an existing student in that family or create a new one.
Will my customers be creating a login during the online registration process?
- Customers can now login anytime to see things like purchase history, scheduled payments, upcoming classes
- Customers can update their own contact info and credit cards
- Customers can skip the registration forms next time they sign up
- Customers can check-in to some classes by redeeming stored class credits (if applicable)
- Business can cease fielding calls/emails related to scheduling or payment questions -- just have customers check for themselves.
What happens after a customer visits my CB store, registers and purchases a class?
- They are now enrolled and will appear on your rosters and attendance sheets inside CB.
- They receive an automated purchase confirmation/receipt email from ClassBug (business can be copied on these as well by adding a Business Emaill Address -- just go to "Dasboard" and click "edit" under your business name)
- Their purchase is displayed under "Sales History" in the CB "Financial" section.
- Their family profile and all family members' info is easily accessible inside ClassBug.
- Their payment amount is added to your balance inside of ClassBug, ready for transfer to your bank account in 2 days.
Point of Sale
How do I register people and sell items at my business?
- 1) Register a student whose Head of Family account already exists: In the "Existing Customer" box, just start typing the family head's name (parent or primary purchaser typically) to select that account for a new transaction.
- 2) Register a student who does not yet have a Head of Family account in the software: Click the "New Customer" button to fill out the Head of Family registration form. You'll then be redirected to the POS New Transaction window to choose classes and items.
We have lots of adult students. Why do they need a Head of Family profile?
How do I choose which student in a family gets enrolled in a class?
Is there a quick way to find the right classes/items in POS?
Can we enroll a student in a class without charging them?
I want to sell certain classes in POS only, not on the web. Is this possible?
Sales Options & Extras
We offer special discounts for certain students. How can we handle this in CB?
- Automatic Discount types available in ClassBug are:
- Cart Total Amount the customer spends
- Number of ClassesHow many classes the customer signs up for
- Number of HoursTotal hours enrolled in per week
- Number of studentsDiscounts for siblings/family members
- Coupon CodeCustomers enter a special code to receive a discount
For even more flexibility, you can always create a manual discount in POS for any customer you are creating a transaction for at the time.
Can we setup automatic monthy payments for our customers?
ClassBug autopay is fully automated, meaning once a plan is added to a customer's purchase, the payments are taken automatically. No processing or manual auditing on your end. ClassBug even contacts customers on your behalf when their payment is overdue.
Like most features, we built AutoPay to be setup as simply as possible. Most users have AutoPay ready to go in 2 minutes. Click on "Storefront" to get started.
You should see 3 different options:
- Standard Schedule Charges customers once/month on the 15th day from the time they purchase.
- Delayed Start Date Charges customers once/month on the 15th. First payment is taken upon purchase, but monthly payments don't begin until month specified.
- Custom ScheduleBusiness decides exactly what dates payments occur and % of bill will be taken on each date. Must be updated once a month to ensure dates haven't passed.
Can we setup registration fees?
Reg fees in Classbug are per student, and are automatically added to a cart when an elligible class or classes is selected. You can make any class elligible for a registration fee when you setup sales option for that class (just make sure the registration fee has already been created).
Customers cannot remove the reg fee from their carts unless all elligible classes have been removed as well.
Can we customize the registration forms for our students?
The custom fields feature offers a few options. You can:
- Add custom fields for Heads of Family or students or both.
- Make a custom field viewable by the business only (good for keeping notes on students)
- Make a custom field required during registration
How does the waiting list feature work?
If the class is available for sale at your web store, the option to buy will be replaced with an "add to waitlist" option. This happens by default, but can be customized as part of a store customization package (free for paid users).
If you're in POS and attempt to add a student to a full class, the software will prompt you, allowing you to override the capacity and add the student anyway, add to waitlist, or cancel the transaction.
You can see/edit your waiting lists any time by going to "Storefront", and clicking "Waiting Lists".
Some classes require enrollment in a different class, too. Can ClassBug handle that scenario?
Financial
6/21/19: ClassBug's switch to Pace Payments is complete! Here's what you need to know:
If you're a ClassBug customer who processed payments with us anytime before June 2019, you used our former integration partner, Stripe. Now that we've switched over to Pace Payments there are a few nuances to be aware of.
Of course most everything you've grown accustomed to is still the same: credit card & e-check processing is still easy via POS and your online web store. Payment info is still encrypted and stored securely so you can charge any customer's card on file. Merchant fees on these transactions has not changed. AutoPay transactions are still fully automated and get processed as they always would, and the system still contacts delinquent payers via email with instructions on how to update thir card info.
The key differences are as follows:
- Void functionality: With Pace, you are able to now VOID a transaction. This just means that you can actually "refund" a transaction same day before it gets processed behind the scenes. Voided transactions are advantageous because you receive the merchant fee back from the original purchase, vs Stripe refunds which would not return the original fee by default. You are typically allowed to Void any transaction made same day up until midnight PST.
- Aggregate merchant fees: One key difference between Stripe and Pace is in how they collect your merchant fees. Stripe would actually take the merchant fee from every transaction, then transfer the remaining amount (net) to your bank account. Pace does this differently — they align more with industry standard of transferring you the full amount (gross) of your transaction volume, then once a month debiting your bank account for a lump sum of merchant fees. All in all, everything comes out the same, it’s just a different process of reconciling things.
- E-check flexibility: Stripe partnered with a company called Plaid, which allowed shoppers to connect their bank account to ClassBug by using their online banking login. It was impressive technology, but the problem was they didn't serve 100% of US banks so some folks trying to pay with e-check were left out. Now with Pace, your customers can type in their bank account and routing numbers to make e-check payments. 100% of US banks are supported. The bank info is encrypted and securely stored so the user will only need to type it in once.
We'd like to get started right away and accept credit cards. Do you need my merchant info?
To get started with Pace, just click your "POS" tab in ClassBug, then click "More Info & Connect With Pace". You'll be asked to fill out some business and banking info, and electronically sign a PDF at the end. The whole process takes about 10 minutes. Once you're finished, you should receive an email confirmation that your application was complete. Your application then goes through an internal verification process at Pace, and you will be ready to process payments via ClassBug in 2 business days!
Here are our processing fees:
E-check | Credit Card | |
---|---|---|
All Payments | 1.5% + 30 cents |
2.9% + 30 cents |
Don't we need to add our bank account info to CB to get the money?
Is my money safe?
How do I see transactions, account history and withdrawal options?
Does ClassBug let my customers pay in installments?
Click here to read more about our AutoPay feature.
Does ClassBug save my customers' payment info?
This is convenient for the studio as well anytime you need to "bill" your customers through POS for late charges, recital fees, etc.
Credit Card numbers and bank logins are encrypted and stored securely via our partner, Pace Payments. Only the last 4 digits and exp date can be seen once the CC is stored, adding an extra layer of security.
Student & Customer Management
How can I add my students to the software?
If you'd like to add students manaully, go to "Dashboard" or "POS" and click "Students (view/manage)". This will take you to the student/customer admin page.
Note: when adding students manually, it's always best to add the Head of Family first.
Can I transfer my students from an existing software or spreadsheet into ClassBug?
Can we add custom data to our student/customer records?
Can we require that our customers provide certain data when they register?
Custom fields can be set to "Required" when they are created. To create and manage custom fields, go to "Dashboard", "Students(view/manage)", and click "View/create custom fields".
Will my customers be able to login and view/edit their data?
Why are some students listed under "Registered with ClassBug" and some are not?
Why do the Heads of Family also have a student profile?
What does the "Active Account?" section next to my customers' names mean?
Schedule
Why are my classes layered in the schedule?
For best viewing of the schedule, utilize the calendar filters by clicking the "filters" button at the top right corner. Also check out the month, week, and single-day views.
What is the quick-add "+" button for next to the date?
In the class popup, I see there are boxes on both the left side and right side of each name on my roster. What are they for?
The box on the right is a color selector. It's up to you what you want the colors to mean, if anything. Some common uses for the colors include:
- Tracking payments (EG green for paid-in-full, red for delinquent)
- Tracking attendance quality (EG blue for late, red for unexcused absence, green for excused absence)
Reports
What are all the different reports for?
- Instructor Reports: See your instructor work histories and upcoming schedules. Helpful for doing payroll and schedule planning.
- Student Report #1: How many classes did my student miss this year? Which days was she absent? Find out here.
- Student Report #2: See all your students' data in spreadsheet form. Download to sort, print and share.
- Attendance Sheets: Generate attendance sheets for any class. Download and print them, or just use them within ClassBug.
- Classes Report: See a master data table of all your relevant class data. Sort, fiter, export.
Documents
What is the documents section for?
The Documents section is especially useful for businesses that send and receive lots of email attachments. Here, all the files are in one place.
I added some files. What is the "Download & Checkout" link for?
To check-in a file after you're finished, just drag and drop the new version onto the page.
I clicked "more" next to one of my files. What am I looking at now?
This feature provides peice of mind when working on your important files. It is especially useful for businesses that have multiple downloading/editing the same files.
Can I restrict my employees fron seeing certain files?
If locked, a file won't even show up when a non-admin or instructor logs onto ClassBug.
This is useful for securely storing financial documents or other sensitive info that should be accessed only by owners/mangaers.
How much storage space do we have for files and how do we upgrade?
Email us at support@classbug.com to upgrade. $15/month for an extra 50 GB.
Activity Feed
What am I seeing in the activity feed?
How is the activity feed useful?
It's also useful for adding and keeping general notes at the business.
Miscellaneous
Is ClassBug optimized for smartphone viewing?
Is there a recommended browser or OS for optimal ClassBug use?
CB is a very powerful tool, and Chrome seems to handle all the features most easily and without any friction.
Can I manage more than one location with one ClassBug account?
We also offer a discount for creating multiple CB accounts for different locations.