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KeptSimple Help Knowledge Base

Overview

KeptSimple is a school management platform for scheduling classes, managing student registrations, and processing payments. It's designed for real estate schools, continuing education providers, and professional training organizations.

Key Concepts

Course vs Class

  • Course: A template defining what you teach (e.g., "Real Estate Pre-Licensing 101"). Contains title, description, hours, price, and requirements.
  • Class: A scheduled instance of a course (e.g., "Real Estate Pre-Licensing 101 on January 15th at 9am"). Has a date, time, instructor, venue, and capacity.

Registration Status

  • Confirmed: Student has a guaranteed spot in the class
  • Waitlisted: Class is full; student will be notified if a spot opens
  • Cancelled: Student dropped the class
  • No Show: Student didn't attend

Delivery Methods

  • In-Person: Class held at a physical venue
  • Online: Virtual class via video conferencing
  • Hybrid: Both in-person and online options available

Navigation

Schedule (Day-to-Day Operations)

  • Classes: View and manage scheduled classes
  • Registrations: View all student registrations
  • Students: Search and view students
  • Payments: View payment transactions

Setup (Configuration)

  • Courses: Create and manage course templates
  • Course Types: Categorize courses (Pre-Licensing, CE, etc.)
  • Class Templates: Save common class configurations for quick creation
  • Instructors: Manage instructor profiles
  • Venues: Manage physical locations
  • Bundles: Create discounted course packages
  • Coupons: Create discount codes

Settings (Administration)

  • School Information: School details, contact info, timezone
  • Features: Enable/disable optional features
  • Branding: Logo, colors, style
  • Pages: Custom website pages (About, FAQ, etc.)
  • Partner Sites: Branded portals for partners
  • Emails: Email templates and reminders

Common Tasks

Creating a Class

  1. Go to Schedule → Classes
  2. Click New Class
  3. Select a Course (required)
  4. Choose an Instructor (required)
  5. Set the Start Date/Time and End Date/Time
  6. Choose delivery method and location
  7. Set price and capacity
  8. Check Published to make it visible on your website
  9. Click Create

Tip: Use "Load from Template" to quickly fill in common settings.

Registering a Student (Admin)

  1. Go to Schedule → Classes
  2. Click on the class
  3. Go to the Roster tab
  4. Click Add Registration
  5. Fill in student information
  6. Select status (Confirmed or Waitlisted)
  7. Click Create

Recording a Payment

  1. Go to the Registration record
  2. Scroll to the Payments section
  3. Click Record Payment
  4. Select payment method (Cash, Check, or Other)
  5. Enter amount and optional notes
  6. Click Create

Creating a Coupon

  1. Go to Setup → Coupons
  2. Click New Coupon
  3. Enter a coupon code (what customers will type)
  4. Choose discount type:
    • Dollar Amount: Fixed discount (e.g., $25 off)
    • Percentage: Percent discount (e.g., 20% off)
  5. Optionally set restrictions (specific course, date range, usage limits)
  6. Click Create

Sending Class Reminders

  1. Go to Settings → Emails
  2. Click Email Reminders tab
  3. Click New Reminder
  4. Set days before class to send (e.g., 7 days)
  5. Write subject and message using placeholders
  6. Click Create

Reminders are sent automatically to confirmed students.

Customizing Email Templates

  1. Go to Settings → Emails
  2. Click Email Templates tab
  3. Click on the template to edit (e.g., Registration Confirmation)
  4. Customize the subject and message
  5. Use placeholders like %STUDENT_NAME%, %CLASS_NAME%, %CLASS_DATE%
  6. Click Save

Creating a Bundle

  1. Go to Setup → Bundles
  2. Click New Bundle
  3. Enter name, description, and price
  4. Choose bundle type:
    • Fixed: All selected courses are included
    • Choice: Student picks X courses from a pool
  5. Select the courses or course types to include
  6. Click Create

Publishing a Class

  1. Go to the Class edit page
  2. Toggle Published on
  3. Choose where to publish:
    • School Website: Your main public site
    • Partner Sites: Any partner portals (if enabled)
  4. Click Save

Note: Unpublished classes are hidden from public view but can still be accessed via private registration link.

Creating a Private Registration Link

  1. Go to the Class edit page
  2. Find the Private Registration Link section
  3. Toggle it on
  4. Copy the generated link
  5. Share with students who need access

This link works even if the class is unpublished or in the past.

Email Placeholders

Use these in email templates and reminders:

Placeholder Description
%STUDENT_NAME% Student's full name
%FIRST_NAME% Student's first name
%CLASS_NAME% Class title
%CLASS_DATE% Class date (formatted)
%CLASS_TIME% Class start time
%VENUE_NAME% Venue name
%VENUE_ADDRESS% Full venue address
%INSTRUCTOR_NAME% Instructor's name
%ACCOUNT_NAME% Your school name
%ACCOUNT_PHONE% School phone number
%ACCOUNT_EMAIL% School email address
%MEETING_LINK% Online meeting URL (for virtual classes)

Features (Optional)

These can be enabled/disabled in Settings → Features:

Feature Description
Bundles Sell course packages at a discount
Waitlists Allow students to join waitlist when class is full
Coupons Discount codes for registrations
Partner Sites Branded portals with custom pricing
License Tracking Collect license numbers for compliance
Website Pages Custom pages (About, FAQ, Contact)
Announcements Post announcements on your site

Troubleshooting

"Class not showing on website"

  • Check that Published is toggled on
  • Check that School Website is checked in Publish section
  • Check that class date is in the future
  • Check that class status is Active (not Completed)

"Student can't register"

  • Check that class has available capacity
  • Check that class is published
  • Check that registration period hasn't passed
  • If using coupons, verify coupon is valid and not expired

"Email not sending"

  • Check Settings → Emails to ensure emails are enabled
  • Check the Email Log for errors
  • Verify email template is active
  • Check that student has valid email address

"Payment not processing"

  • Verify Stripe is connected in Settings
  • Check that class has a price set
  • Look for error messages in payment flow
  • Check Stripe dashboard for failed charges

"Coupon not working"

  • Verify coupon code is spelled correctly
  • Check coupon is active (not disabled)
  • Check date range (valid_from and valid_until)
  • Check usage limits haven't been reached
  • Check restrictions (course, class, course type)

Keyboard Shortcuts

Shortcut Action
Ctrl/Cmd + K Global search
Escape Close modal/dialog

Getting Help

If you can't find an answer here:

  1. Check the help tooltip (?) next to form fields
  2. Contact support at support@keptsimple.com
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