New to Aqlemy? Go through these steps in this order. Each step says where to find it, what must already exist and which article has the details. Skip a step your plan does not include.
Who can do this
You need an admin account. Each step names the permission it needs. The first admin of an organization usually has all permissions. Which menus you see depends on the plan: see the article ‘What is Aqlemy and how is it structured?’.
1. Settings and branding
Go to Sidebar → Settings → Settings. On the General tab, enter the name per language, choose the languages and set the logo and the primary and secondary colour. On Contact Information, enter address, website and the fiscal details (Chamber of Commerce, VAT). Permission: Manage settings. See ‘Organization settings, plan and modules’.
2. Email
On the same screen, tab Integrations, connect the mailbox the platform sends from (SMTP or Microsoft). Then send a test message with the test-email button. Do this before you invite parents or members: login details, newsletters and payment reminders go through this mailbox. See ‘Organization settings, plan and modules’.
3. Academic year and classes
On the Academic Year Settings tab, set the start and end date of the academic year and the region for school holidays. Then create your classes via Sidebar → Education → Teacher and Class Management, and link the teachers. Classes belong to a season. Permission: Manage teachers; module Teachers (education plans). See ‘Class and group management’ and ‘Managing holidays and closures’.
4. Capacity and fees
In Teacher and Class Management you set the Maximum number of students per class and whether enrolment is open or closed; with the Occupancy meter card the portal calculates capacity from the number of teachers. If not every class costs the same, set an amount per class via Sidebar → Finance → Finance, group Subscriptions, class fees. Fees apply per season. Permission for fees: Manage billing.
5. Payments
Connect Stripe via Sidebar → Finance → Finance, group Setup → Stripe Connect. Without Stripe, parents and members cannot pay online. Then create your subscription plans (membership fees). Permission: Manage billing; module Finance (not in Education Light). See ‘Setting up Finance: Stripe, subscriptions and donations’.
6. Registration form
The registration form is on your public website and shows the classes that are open for enrolment. Info blocks above the form are managed in Sidebar → Data & Content → Registrations. To put the form on your own website, use the Widget Generator on the General tab of the settings (module Widget Embed). You process new registrations on the Registrations page. Permission: View reports. See ‘Setting up the public registration form’ and ‘Processing registrations (creating accounts)’.
7. Importing members and students
Import existing members via Sidebar → Organization Management → Users, button Import (permission Manage users). Students and parents go into the system via Sidebar → Data & Content → Data Management. Make sure the classes from step 3 exist, so you can place students straight away. See ‘Creating users, importing and login credentials’.
8. Admins and permissions
Create a separate admin account for each colleague via Sidebar → Organization Management → Users, with only the permissions they need (for example only Manage billing for the treasurer). Permission: Manage admins. Teachers get the role Teacher and need no permissions. See ‘Administrators & permissions’.
9. Parents and members to the app
Parents and students receive their login details via Data Management with Send Credentials; the email from step 2 must work for this. You can invite members with the QR Code (member invite code) on the Users page. They then install the app and sign in. See ‘Creating users, importing and login credentials’.
10. Website and custom domain
Build your public website via Sidebar → Organization Management → Public website: choose a template and fill rows, columns and widgets. Connect your own domain on the custom-domain tab (plan Education Complete or Membership + Education Complete). Permission: Manage public website. See ‘Building the public website’.
I can’t see it / it doesn’t work
- A menu from this list is missing. The module is not in your plan or you lack the permission. You do not switch modules on yourself; see ‘What is Aqlemy and how is it structured?’.
- Parents do not receive email. Check step 2 with the test email.
- I cannot place a student in a class. First create the class in the right season (step 3).
Frequently asked questions
Do I have to do every step? No. Skip what is not in your plan or what you do not use. Do keep the order: email before invitations, classes before importing, Stripe before payments.
Can Aqlemy do the setup for me? Ask via Sidebar → Support → Support requests.