Overview
Getting started with Captyn is simple; you can count the tasks needed to get up and running on one hand. This article outlines those simple steps to take to optimize your Captyn experience from day one. We recommend bookmarking this page for future reference.
Of Note: If you would like assistance importing your customer list as well as all of your programming, Captyn can help. Please contact your Onboarding representative to begin this complimentary process.
Step 1: Connect Your Card and Bank Account to Stripe
Under “Settings and Reports”, the first section to navigate is the first “General Settings” area- here you will add your organization details, primary contact details, description, and see your Captyn Plan.
Under the Captyn Plan tab, you will find where to add a card for your organization and see the upcoming or past invoices between your organization and Captyn.
After this, go back to “Settings and Reports” and find the “Bank Connections” section to add your Stripe account. If you have multiple departments, this section will be within each department section.
Stripe is an industry-leading, PCI compliant payment processor that allows you to accept and process payments from credit and debit cards in addition to easily performing refunds directly to your customers. Rest easy knowing your payments are going to be securely delivered to your checking account every other day.
Step 2: Create Departments & Complete Organization Settings
Departments- Departments can be created for more control over your Organization's experience. This is a helpful feature if your organization has multiple areas that could benefit from unique Captyn experiences. If you are a fitness center, you could create a Department for the Aquatics Staff as well as the Fitness Staff. Each of these areas can become its own Department to maintain better organization. A member of the Captyn team would be happy to help you decide if Departments are right for your organization- reach out to your Account Executive or Onboarding Manager for further assistance before proceeding with and Programming or Offering creation.
-Complete your Organization Settings to ensure the best experience for you and your customers. These settings play a big part in not only the setup but also the success of your experience, as well as the experience of your customers. There are a few areas we recommend setting up. (UPDATE THE STRIPE PART OF THIS_ BANK CONNECTIONS NOW)
-Upload a logo, set a color, add primary contact information, and add your social media links to your General Information page. This will allow your customers to get a branded experience on your Captyn page as well as view all facets of your organization.
-Create Customer Agreements if you need your customers to sign any sort of agreement or virtual waiver.
-Select which fields are required by your participants upon signup. This includes things like Emergency Contact and Phone Number.
-Use Health Questions to find out if your participants have any past injuries, allergies, or other things you need to be aware of as they enter your programs.
Create Programs which are categories that you’ll create registration Offerings under. For Further information of what should be considered a Program, see here.
Craft Custom Emails to customize outbound emails and automatic reminders for your customers.
If you need additional information from your registrants during checkout, you can ask custom questions using Information Requests.
Set up Session Tags that can be used for repeating registration offerings that are held over different dates.
Add Coupons, Discounts, and Add-Ons to best support your customers' experience on your page.
Public Filtering is recommended when you have more than 10 available Programs being offered, or you’d like to offer new customers further initial filtering.
Use Billing Categories to track transactions for further financial management.
Step 3: Invite Administrator & Staff Users
Adding new users to your Captyn account is vital to your success. You can add additional Administrator users with full permissions. You can also add Staff users to help manage your Programming. Think of a Staff member like a coach or a personal trainer.
Administrator Account type users are most likely what you, the person reading this, are. Administrator Account types will have access to their own customer account; full staff account access; the ability to add new Accounts; view and edit the accounts and billing information; add, cancel, and manage registrations and enrollments; and the ability to access registration offering settings and stats.
Administrator Account types can also manage organization settings, export data, manage permissions on any account, and manage department assignments.
Staff Account types have more functionality available than a Customer Account type. Staff Account types by default can access their own customer accounts, view the daily schedule and rosters, and view, claim or be assigned private lessons and personal training sessions.
You can also set additional restrictions on a Staff Account type like assigning staff on the daily roster, cancelling daily activity, and the management of the daily roster without affecting billing.
Create New Accounts for your team.
Step 4: Creating Your First Class, Camp, or Other Program
You will create new Programming offerings to your customers. These can be Classes, Camps, Trainings, and more. Once you have Programs created, you can begin to gain new registrations and grow your business.
Follow these steps to create your classes:
From your Home page, choose Programming.
This will take you to an overview page showing all available Programs that have been created. Click on the + Add button found in the upper right-hand corner of this page.
Next, choose your Terminology, which will be present across all screens of this offering. You will choose what to call this Program as well as how to refer to the participants.
Now you will choose the Schedule for your offering.
Single day
Let's begin with a Single day option. You will choose the Dates, Times & Staff. Choose a Start time and an End time (or All day), and select a Location. Use More start and end times if you need to schedule breaks throughout the Program. Assign staff as well (recommended if you have multiple options with multiple instructors).
Multi day
Choose Multi day if the Program will happen on multiple days of the week over a period of time. Choose a start date and an end date, set the meeting times, choose any excluded dates, and assign the staff member.
Custom single dates
Use a Custom single date to schedule multiple days that are not in a series. For example you could choose a series including dates such as December 22, December 27, January 9, and February 15.
At the bottom of the Dates, Time & Staff screen you will have the option to Assign a default staff member to this class. Simply click on the "Assign Staff" icon and choose the names from a selector menu.
Next up you will choose your Eligibility rules. You will choose the age ranges to display for your class.
Of Note: These age ranges will not prohibit someone from signing up for a class if they don't meet the parameters. These ranges are simply a guide for your customers to view and see when signing up.
Now you will want to setup Billing. You can always present a Free program. You can choose how to display this, whether it reads as $0.00, Free, No charge, or is left blank.
If you would like to Charge for this particular Program, you will have several options.
Charging by Account means that anyone linked to the same Account profile (e.g. Parent) would be included in a singular charge. The charge options are Monthly recurring, One-time charge, and Custom.
Monthly recurring
With Monthly recurring charging, you can choose a Flat rate or a Variable rate. you will set the base price per scheduled day. If you choose a Variable rate, you will see a preview of charges for upcoming months.
Choose whether or not to automatically adjust the price based on select dates. This is a good option if you are taking registrations for an upcoming event, and you are offering limited time pricing. For example, the closer you get to the Program date, the price goes up.
You can choose to prorate the price of the Program once it is in progress. This means if someone signs up for a $100/mo class on the 15th of the month, they will only pay $50 for that first month of registration. This feature will calculate the price down to the day.
You can also prorate any excluded dates you may have selected when choosing your Training Dates.
One-time charge
Use a One-time charge when the price for the Program is singular.
Choose whether or not to automatically adjust the price based on select dates. This is a good option if you are taking registrations for an upcoming event, and you are offering limited time pricing. For example, the closer you get to the Program date, the price goes up.
You can choose to prorate the price of the Program once it is in progress.
Custom
Use Custom pricing to add a variety of charge options, including Charge at Registration. This is a helpful tool if you wish to guarantee an amount of money from your Participants. Then, set an amount to charge them at a certain date to collect the balance for the Program.
If you choose to collect a fee at a later date, we recommend sending an autopay reminder a certain number of days before the charge happens.
Add an additional one-time charge or credit per registration. These are used to collect miscellaneous charges (or create credits) automatically when participants are registering. Each individual registration in the cart will receive this fee.
Set the Management rules and determine how many registrations you wish to accept for this class. You can setup your waitlist here.
Choose to allow for check in. This is a helpful feature to find out how many and who exactly came to your Program.
You can elect to set a charge upon check in as well. This is helpful as a way to pay a final balance when actually attending the event. Choose to set a maximum check in capacity. Allow for customers to self check in and control how early they can do so. Once they have checked in, you can choose how they are shown on the roster. You can even mark them as "attended" or mark as checked out upon check in.
Configure the Visibility of the Program. You can choose to have it Not viewable and Not open for registration to fully hide this. Your participants will still be able to sign up for this Program if they have the direct link that you can provide to them. You can also complete registration on their behalf, and even send them a link to complete signup based on the cart you have built for them (ideal if you do not have their payment method).
Using the gold Next button, continue to the next step. First, you will create your Program (or choose an existing one). The Program is the top level.
Recommended: Create and Select a Tag to make filtering easier once you have Registrations coming in.
You can also create a new tag in this flow.
Lastly, choose how this is presented to your Participants. You can elect to Show available roster spots, Show the assigned staff member, and Show the days and times of this particular Program. You will see a preview of what it looks like to the public at the bottom of this screen.
Clicking Finish will complete the creation of this new Programming option.
Of Note: You can click on any of the tabs along the top of the screen to navigate back to a particular setting to make changes.
When you have finished setup, you will see this screen, directing you to further manage and complete setup.
After completion, you will want to set things like Line Item Fees, Discounts, Info Requests and Waivers. This will be managed from the sidebar edit screen from the class
Set checkout options like enabling line item fees or applying add-ons.
Set any Discounts (multi-participant or multi-registration) and Coupons to be used on this particular Program.
If you wish to collect additional Info based on your Info Requests, do so here as well. These can be things like T shirt size or insurance information.
Keep in mind you will also have Health Questions that are separate from this which will ask questions like whether or not the Participant has injuries or allergies to be aware of.
You can also add on any Customer Agreements you have created here.
With any of these features, you can enable existing ones, or even create new ones in this flow. So you don't need to navigate away from your programming setup and go to Settings to enable; simply do it all right here.
